All summer and short-term programs require a submission of a budget that includes all costs associated with the program. All programs are self-supporting, meaning faculty can only spend what they have budgeted and what has been taken in through student program fees (expenses must not exceed revenue).
All known possible expenditures including accommodations, in-country transportation, excursions, faculty expenses, etc. should be included in the budget. Most programs should use 8 as the expected number of students for the initial program budget, so that students receive realistic estimates of program costs in advance. Costs are calculated on a per student basis. The total program fee charged to students is calculated based on the faculty expenditures plus the student expenditures divided by the number of student participants.
Below you will find links to the budget templates used for all summer and short-term programs, along with an example. Your contact in GPS will work with you on completing this document. Please contact GPS with any questions.
Marketing and Recruitment
As the faculty leader, you are responsible for recruiting students for your program. GPS recommends starting that process at least nine months to a year in advance and will be happy to assist you should you need it.
It is important that you maintain contact with your students throughout the application process. Many students will apply for multiple programs and will be receiving constant contact from other programs which could influence their final decision. When a student first applies for your program, it is recommended that you send him/her an introductory email and offer to meet with the student one on one. Throughout the semester, it is a good idea to periodically communicate with prospective students in an effort to maintain their interest and gauge their level of commitment to your program. The more personal you make your outreach to students, the more likely it will resonate with them, and hopefully will result in reaching your recruitment goals.
In most cases, your goal should be to have 8-10 students participants (this may vary depending on program). Below this number could have a negative impact on your budget. If you believe you will have fewer than 8 students, please discuss with GPS.
Suggestions for Marketing and Recruitment for Your Program
Identify student populations that would be interested in your program and promote accordingly in classes, departments, university offices, and around campus.
Hold multiple interest sessions. Coordinate with GPS so they are aware of the date and time. GPS can help post the information on social media, on WakeAbroad, flyer the campus, and send out targeted emails.
- Utilize past participants (if applicable). Often word of mouth is one of the best resources for student recruitment.
- Email past classes or individual students you believe would be a good fit for the program.
- Staff a table at the biannual Study Abroad Fair in the Fall and Spring semesters. Photo slideshows, past students, and/or local snacks can help add extra appeal to your table.
- Post flyers/handouts for your program around campus and in your department. GPS will create promotional flyers for all WFU summer and short-term programs.
- Visit and send out targeted emails to specific classes that would be interested in your program. Be detailed in these emails. Why should a student choose this opportunity over others? Share what you love about your program/location.
- Provide GPS with information on upcoming recruitment efforts so that we can inform interested students.
- Provide GPS with program dates, course information and highlights, excursions, or group trips so they can be showcased to interested students.
- Provide GPS with a selection of high quality photographs that best highlight your topic and location so that we can use them in social media posts and on your WakeAbroad website.
- Utilize campus resources, student media, list-servs, etc.
- Attend a GPS marketing workshop to learn about resources and share ideas.
GPS uses a website, WakeAbroad, to inform students of their study abroad options and track their applications. Students wishing to participate on your program must complete a WakeAbroad online application. Your program will have its own page within the WakeAbroad website. All program pages have the same format; however you are responsible for providing GPS with information that is specific to your program abroad, including course descriptions and any additional excursions on which you will be taking your students. Detailed information can help ease student confusion and parental concern. You know this program better than anyone, let students know why it is a great option.
GPS will train you in how to best use WakeAbroad to manage your student applications. For a quick reminder, please refer to this document:
How to Navigate WakeAbroad
Accepting Students and Deposits
Faculty leaders may start reviewing applications and accepting students into their program via WakeAbroad once students have completed their online questionnaire and have met with the faculty leader for an interview (additional application requirements can be requested).
When you accept a student, they should receive communication from you telling them of their acceptance along with a request for a deposit. GPS can provide you with a sample acceptance email if needed. Deposits are typically $500, but can be set higher if you prefer. Deposits are typically requested two weeks after acceptance. In most cases, extensions can be made for students who are awaiting scholarship announcements. All deposits are non-refundable.
Along with their deposit, students are required to sign and submit an Intent to Participate Form. This form confirms the student’s participation in the program and that they understand that the deposit they are submitting is non-refundable. Students also agree to pay any other non-recoverable expenses. Both proof of payment and the Intent form should be turned into the GPS office, Reynolda 116.
Finances, PCards, and Travel Advances
You are responsible for your budget while you are abroad as well submitting receipts and expense documentation through Workday upon your return. All expenses with the exception of wire transfers are handled through Workday. You will be given a Cost Center (6 digit account code) from GPS that is specific to your program. All program related expenses will be submitted using this Cost Center.
You are required to have an active WFU purchasing card (PCard) for program expenses and in the event of an emergency. When possible, FAS asks that you use the PCard both domestically and abroad. Common expenses you will use your PCard for include: transportation tickets, hotels, excursions and meals. All PCard expenses must be reconciled through WorkDay and should be done in a timely manner (around 30 days). Note that there is a 1% fee for international transactions, but this fee can be built into the budget beforehand to accommodate the additional expenses. If you do not have a PCard, information about obtaining one can be found here. PLEASE NOTE: University policy does not permit the withdrawal of cash using a WFU credit card.
The primary methods of payment you will use for your program expenses are wire transfer, Pcard and cash. For an invoice that requires a wire transfer, please forward it to GPS and they will process it. For expenses you expect to pay in cash (transportation expenses, admission tickets, per diem), it is recommended that you get a cash advance through FAS prior to departure. Cash advances can be requested in WorkDay under Expenses → Create Spend Authorization. Below is a pdf outlining the process. If you are having issues navigating this, please contact GPS.
Receipts must be submitted for all expenses except per diem meals and personal travel under $50. If you received a travel advance, you will need to submit receipts to reconcile it in WorkDay. If your expenses exceed that advance you took, you will receive a reimbursement for any overages. If you did not spend the entirety of your advance, you will need to repay WFU the difference, preferably by check. If you did not take a travel advance and used your own money for expenses, you will submit for reimbursement in WorkDay. Follow up with GPS with any questions you may have.
TIP: Faculty leaders that have kept up with their receipts while abroad have reported a much easier time reconciling expenses at the conclusion of their program. One way to do this is when a Pcard expense hits Workday, take a photo of the receipt and login immediately to reconcile the transaction. Labeling receipts that you cannot attend to right away can also be very helpful down the line. A few minutes per week staying on top of your expenses can save you hours of labor upon your return.
TIP: Workday also has an app which allows you to reconcile expenses over your phone. Given that you are likely taking photos of receipts with this device, using this app could make your reconciliation process more efficient.
Faculty Travel Forms
As a member of the Wake Forest community you are required to complete international travel forms for yourself and any dependents who will be traveling with you. ALL international travel forms must be submitted to the Center for Global Programs and Studies a month before departure. All travel to countries with a US State Department travel advisory of 3 or higher requires approval through the Crisis Management Committee. Contact GPS for more details on how to start this process.
International Travel Forms can be found here. In most cases, you would select Group Travel for Faculty/Staff Led Groups with Student Participants for Academic Credit.
If you believe you are ready to start a proposal, please contact Mike Tyson in GPS to discuss the process in further detail. At this meeting he will provide you with the new program application and budget template.