| August | ˇ Advertising program begins(Planning may have to begin earlier if program staff are engaged overseas in the current year program cycle.) | ˇ Confirm potential host scientists and mentors | ˇ Academic year begins ˇ Begin search for REU summer programs |
| September | ˇ Receive applications ˇ Set up applicant database |
ˇ Solicit descriptions of available research topics from host scholars | ˇ Submit application ˇ Request transcripts and letters of reference |
| October | ˇ Receive applications ˇ Maintain applicant database |
. | ˇ Submit application |
| November | ˇ Application deadline ˇ Begin application screening (send confirmation of application receipt; follow up on incomplete applications) ˇ Send data on applicant pool to international counterpart director |
ˇ Evaluate resource availability to accommodate visitng students (number of discipline-specific host scientists, laboratory and housing space availiabilty, etc.) ˇ Send roster of potential host scientists and mantos (including possible research topics) to program office |
ˇ Application deadline |
| December | ˇ Application review ˇ Discuss final particpant number with international partner(s) |
ˇ Discuss final particpant number with program director(s) | . |
| January | ˇ Send tentative acceptance lists to foreign-side program directors ˇ Conduct host matching process |
ˇ Receive tentative participant acceptance list from program office ˇ Conduct host matching process |
. |
| February | ˇ Send notifications of acceptance based on results of host matching process (include request for confirmation of intent to participate) ˇ Begin dialogue with program participants via e-mail/listserv ˇ Send passport and visa information to program participants ˇ Begin airline reservation process |
ˇ Send results of matching process to host scientists ˇPrepare host invitation letters (or letters of guarantee, as appropriate) to support applicants' visa applications ˇ Reserve housing accommodations for confirmed participants ˇ Arrange insurance for student visitors |
ˇ Receive notification of acceptance ˇSend confirmation of intent to participate ˇ Establish communication with host scientist ˇApply for passport (as necessary) |
| March | ˇ Plan visit to host site ˇ Inspect host labs and housing sites ˇ Organize pre-trip orientation |
ˇ Review local program and supporting arrangements with visiting program director(s) ˇ Convene introductory meeting between visiting project director and host scholars/mentors |
ˇ Begin pre-trip readings ˇ Apply for visa(s) (as necessary) |
| April | ˇ Pre-trip orientation for participants ˇ Distribute program manual, participation contract, waiver form(s), medical insurance and emergency contact information requests ˇ Obtain student-participant travel information (departure city, travel dates, special needs, etc.) ˇ Finalize purchase of airline tickets ˇ Virtual introduction of participants to international host(s)/mentors(s) |
ˇ Orientation meeting for host scientists and mentors | ˇ Deadline for withdrawal ˇ Pre-trip orientation ˇ Begin e-mail or other communication with mentor(s) ˇ Follow Web site for program updates |
| May | ˇ Deliver airline tickets to student travelers ˇ Begin distribution of stipend allowance |
ˇ Plan participant reception at airport, and arrange transportation to host site(s) | ˇ Submit signed participation contract and waiver form(s), medical insurance information, emergency contact information ˇ Receive airline tickets and first installment payment of stipend/allowance |
| June | ˇ Participants depart ˇ Program begins |
ˇ Confirm safe arrival of participants at international site ˇ Program begins |
ˇ Depart for international site ˇ Confirm safe arrival at foreign site (via international program host) ˇ Program begins |
| July | ˇ Program status review for mid-course correction(s) (as necessary) | ˇ Review participant progress and submit report status report to program director(s) | ˇ Provide feedback for program status review |
| August | ˇ Closing activities/ceremony ˇ Exit survey ˇ Program ends ˇ Last payment of stipend/allowance |
ˇ Closing activities/ceremony ˇ Program ends |
ˇ Closing activities/ceremony ˇ Complete exit survey ˇ Program ends ˇ Complete final Report ˇ Receive last installment payment of stipend/allowance |
| September | . | . | . |
| October | ˇ Send follow-up survey/evaluation questionnaire(s) ˇ Solicit pictures for Web site album |
. | ˇ Follow-up survey/evaluation questionnaire(s) ˇ Submit pictures for Web site album |
| November | ˇ Prepare and submit annual status report to funding agency ˇ Report highlights and new advice for REU reference |
. | . |