Marketing and Recruitment
As the resident professor, you are responsible for recruiting students for your program. GPS recommends starting that process at least three to four semesters in advance and is available to assist you should you need it. You will be expected to start offering admission two semesters prior to your time abroad. A resident professor leading a program in Fall 2024 should start marketing in Fall 2022 and begin accepting students in Fall 2023.
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 program 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. An advising team member in GPS will alert you whenever a new application is created for your program.
Throughout the semesters, 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.
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.
- Staff a table at the biannual Study Abroad Fair in the Fall and Spring semesters.
- Post flyers/handouts for your program around campus and in your department.
- Visit and send out targeted emails to specific classes that would be interested in your program.
- 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.
- Utilize campus resources, student media, list-servs, past participants, and classroom promotion
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. Each program has its own page within the WakeAbroad website, though each page covers all upcoming semesters. All program pages have the same format; however you are responsible for providing GPS with information that is specific to your semester, including course descriptions and any additional excursions on which you will be taking your students.
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
Resident professors may start reviewing applications and accepting students into their program via WakeAbroad once students have completed their online questionnaire, submitted their transcript, and have met with the faculty leader for an interview.
You will establish your own criteria for selecting your students, but, in general, you should look for mature students with successful academic records, from a wide range of disciplines and personal backgrounds. In making your choice, you might find the guidelines of former resident professors helpful. Previous professors have considered:
- The student’s class (with some preference for upperclassmen that may not have another chance to study abroad)
- Grade point average
- Any indication of emotional maturity (here one grasps at straws, a former resident professor notes)
- Reasons for wanting to go
You should have a brief conversation with the student’s reference (in person or by phone). During their interview, ask the student if they have a judicial history at Wake Forest. The GPS will run a check of all of your students with the Dean’s Office and the Office of Academic Advising a month or so before you depart but not necessary during the application period. If a student has a judicial history that does not mean they cannot go on your program but you should have a further conversation with Jessica regarding the violation(s) and next steps.
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 program specific and range from $500 to $1,000. The deposit deadlines are set for two weeks after acceptance. In most cases, extensions can be made for students who are awaiting scholarship announcement, but it is in your best interest to have a core group of deposited students as early as possible. 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.
If you have more qualified applicants than available spaces, you should establish a waitlist, since one or two students often withdraw. In an effort to minimize the number of students who withdraw after they are accepted into your program it is also advisable at both the information meeting and the interview to encourage the applicants to discuss their plans with their families and support system and gain their support to participate in this program before you accept them.
Once accepted, students need to complete questionnaires, sign documents, submit a copy of their passport and a health questionnaire to the Center for Global Programs and Studies; instructions are in their WakeAbroad file. The GPS will send you a PDF of the health forms prior to departure. It is your responsibility to ensure that all forms are completed in WakeAbroad however; the GPS staff will help.
Finances, PCards, and Per Diem for your Program While Abroad
Resident professors will receive their normal Wake Forest salary plus an additional cost of living and travel allowance. There is an academic budget to cover items such as books, excursions, and other course-related needs. Each month, a financial spreadsheet must be sent to Financial and Accounting Services (FAS) with receipts turned in on return to campus. Be sure that you meet with a representative from GPS in order to understand the required accounting practices. The Program Director will provide your budget information.
You are required to have an active WFU purchasing card (PCard) for program expenses and in the event of an emergency. All PCard expenses must be reconciled through WorkDay and should be done in a timely manner (around 30 days). 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.
In addition to the resident professor’s airfare, per diem allowances to help defray living expenses are calculated each semester based on the current exchange rates. The total per diem for the semester will be dispersed in the form of a travel advance prior to departure, with the resident professor completing a Spend Authorization transaction on Workday (instructions will be provided). No receipts will have to be retained or submitted for reimbursement. Resident Professors will have the travel advance deposited directly into their personal checking accounts prior to departure and use their own ATM cards for withdrawals during their semester abroad. As part of their allowance, $50 is included to cover fees associated with these ATM transactions.
The per diem amount is based on:
- Transportation costs
- Cost of living allowance
- ATM fees
- Miscellaneous expenses
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. You would select Group Travel for Faculty/Staff Led Groups with Student Participants for Academic Credit.