Organizing Short-Term Programs Abroad

Whether you have organized and led short-term trips abroad before or are planning your first international experience with students, our staff will serve as an important resource for you. We welcome the opportunity to work alongside you as you plan a rewarding experience for your students.

Once you have completed the initial planning phase, the next step is for the faculty or staff leader to complete a formal program proposal to be reviewed by International Education. Proposals are reviewed to ensure that best practices for international travel and university risk management procedures are being followed. Upon review, proposals are either approved, rejected, or approved with modifications required by IE.

Given the complexity involved with international travel, short-term experiences abroad may not be advertised or publicized to students before they have been cleared by IE.

Proposal Dates and Deadlines

The online application for filing a program proposal, whether for a new or previously offered program, will open on June 15 for programs running in the following academic year (fall, spring, summer). Previously approved program proposals that haven’t changed substantially in location, content, or safety conditions will normally not have to go through the formal review process again. For deadlines and instructions for EnCompass programs please visit the EnCompass page or reach out to Marina LaMastro with any questions. 

Important note: locations listed as a US State Department Travel Advisory level 3 require additional petition and approval as explained in the Travel Advisory Policy. University sponsored travel to US Dept of State Advisory level 4 countries is not permitted.

The preferred proposal deadlines are listed below:

  • Fall break programs: July 1
  • Thanksgiving and Winter break programs: September 1
  • Spring break programs: December 1
  • Summer programs: February 1

Program Development

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  • Program Leadership

    All UR-sponsored short-term programs are required to have two designated non-student leaders, usually a trip leader and co-leader or program assistant. Please see the Guidelines for Assistant Program Leaders for details.

  • Academics

    If the proposed program is to carry academic credit independent of the traditional semester, the course must receive departmental approval from the academic department most closely related to the course.

  • Housing

    Accommodations must be booked through an official provider (hostel, hotel, university, etc.) and must provide clarity regarding fees, terms of payment, services provided, and liability matters.

    Accommodations must be finalized prior to the start of the program. Once housing plans are approved by IE, any additional changes must be reviewed.

  • Health & Travel Insurance

    Review our Chubb/AXA Travel Assistance site for information on insurance coverage, claims, and instructions. All registered participants will be covered and have access to necessary insurance documentation.

  • Roster & Itinerary

    Program roster and itinerary must be finalized at least 3 weeks prior to the start of the program. Any changes to the itinerary or student roster must be communicated to Marina LaMastro.

    All students and UR faculty/staff register through the GatewayAbroad system.  Approved programs are sent the registration link prior to departure.

  • International Students

    International students wishing to take part in a short-term program abroad are advised to check with the director of international student and scholar services concerning the processes they must follow to maintain legal immigration status in the United States.

    International students should research and understand the visa requirements for the country(ies) they will be visiting as part of the short-term program and ensure that they apply for a visa in a timely manner. 

    Note that visa requirements for such students can be considerably more demanding than for U.S. citizens. 

  • Sustainability

    Sustainability is a priority for the University of Richmond both on campus and abroad. For assistance, please reach out to Marina LaMastro in IE or Rob Andrejeski in the Office of Sustainability.