Market the Program
In order to meet your enrollment goals, you will need to actively market your study abroad program. The most effective marketing tool is an engaged faculty leader who is passionate about their course and can get students excited about participating in their study abroad program.
After you complete and submit your required forms to the Office of Education Abroad, we will create a digital brochure and application link for your program that you can share with interested students.
While the Office of Education Abroad will market all study abroad offerings through our normal marketing platforms via social media, printed posters, and our monthly newsletter, the responsibility for marketing a program belongs to the faculty leader and department or school. The following are some marketing ideas to help you get started:
- Create a flier or pamphlet or both: Fliers and pamphlets are effective in getting students to notice the course. You will need a big stack of fliers for the annual study abroad fair in September! Make sure you send your flier/pamphlet to the Office of Education Abroad so we put it in our information area. CWRU-branded templates have been provided by UMC.
- Talk the course up in your classes: Promote your course to as many individual students and classes as you can. Ask your fellow faculty members to talk up your course as well.
- Submit to the daily: Write a short article about your program or announce an information session and send it to the Office of Education Abroad to submit to the daily.
- Attend the study abroad fair: Study abroad fairs provide you with the opportunity to learn about other programs and promote your own. Students who go to the fairs are interested in going abroad, so this is a good venue to promote your course.
- Send emails: While it is never good to send out a lot of promotional emails, sending a few doesn't hurt. Ask your department chair or dean if he or she would be willing to send an email about your course to all of the students in your department or school.
Marketing Statement
The following statement must be included on all print and virtual materials:
For information about all study abroad programs offered through and approved by Case Western Reserve University, contact the Office of Education Abroad at studyabroad@case.edu or visit the Office of Education Abroad website.
Review the Application Requirements
All CWRU students intending to study abroad for credit are required to complete an advising meeting. For faculty-led study abroad programs, the faculty leader is responsible for holding an advising meeting with all students who intend to participate in your study abroad program to discuss academic expectations for the course, program logistics, and financial considerations. Faculty are responsible for tracking student advising meetings in the application portal.
Students can seek out additional study abroad advising by making an appointment with a study abroad advisor in My Journey.
Enroll Students
Once your course is approved by the appropriate university channels, you will need to submit your course to be listed in the appropriate term in the Student Information System (SIS). Study abroad courses are sent to the Office of the Registrar in the same way all other courses are submitted. When submitting your course to be listed in SIS, be sure to indicate that students will need your permission before they register for the course. Once the student has completed the study abroad program application and been accepted to your program, you will be able to give them permission to register in SIS. All faculty-led study abroad program participants must be students enrolled in the course for credit. Participants may not enroll through an audit or College Credit Plus program.
Coordinate Program Fees and Finances
Most study abroad programs require a $250 or greater non-refundable deposit that is paid to the Office of Education Abroad and journaled back to the department.
- Fall and Spring semester study abroad programs, students pay their study abroad program fee as a course fee in SIS upon registration, and the funds are moved into the account number given on the program information form almost immediately. Reimbursements and invoices for the study abroad program are paid out of that account.
- Summer term study abroad programs, students pay their study abroad program fee directly to the Office of Education Abroad by March 30. After the program fee due date, the Office of Education Abroad journals these funds and the student deposits back to the department to pay invoices and make reimbursements to fund the study abroad program. Students are also required to pay tuition for courses offered during the summer term.
When a department is paying vendor invoices and faculty/staff reimbursements for a study abroad course, please note that these cannot be paid until the funds are in the department's account.
Procurement and Distribution Services require that vendors submit the the Supplier Information Form and appropriate tax forms. Most international vendors will need to complete a W-8-BENE or W-8BEN tax form.
Faculty need to collect this information from foreign vendors early in the program development process. If the faculty member or the vendor have any questions, the faculty member should contact Procurement and Distribution Services' Customer Care Team at customercareteam-pds@case.edu.
Next Steps: Before Going Abroad