Faculty are responsible for recruiting and selecting the students who will enroll in their classes. Continuing and Distance Education staff manage the student inquiry, application and deposit process; questions may be directed to travel.study@uvm.edu


Faculty course leaders are responsible for all student recruitment and advertising efforts. Make sure that in program descriptions, discussions with students and advertising, you include:

  • Student eligibility requirements (class standing, language, etc.)
  • Physical requirements for successful course participation (examples could include swimming; ability to hike 8 miles/day in hot and humid climate; etc.)
  • Accurate pictorial and other representation of the program experience
  • Notable information specific to the destination or course activities that could help a student determine if the course is a good match for them
  • All costs -- including estimated costs of airline tickets if applicable, and any costs not included in the program fee budget. (See travel-study website for examples; don’t advertise until budget is approved)

Student inquiry and application process

  • As the faculty leader, you will reply to student questions related to course academic content and itinerary
  • Questions related to how a course fulfills a student's degree requirements should be directed to their academic advisor
  • Direct interested students to your course landing page on CDE's travel study website. Students can only apply by submitting a completed application through this website, as it is a prerequisite for CDE to collect student desposits. 
  • As students apply, CDE staff will send copies of each student application to you. To admit a student for your course, email travel.study@uvm.edu with the student's name.
  • CDE staff will notify students of admission and advise them on how to pay their deposit.
  • As the lead faculty member, you will receive a weekly summary report on Friday mornings during the application and deposit season. Reports include the number of students who have applied, been admitted, paid their deposit and enrolled (once course registration opens).

Selection process

As the lead faculty member, you are responsible for deciding which students will participate in your course. Selection criteria must be objective and not discriminate on the basis of any protected categories. The application process can be an important educational opportunity wherein you begin to establish behavioral expectations and begin to build rapport, which has a substantial influence on the success of any travel course. 

  • What characteristics will the successful student in this course possess beyond the minimum eligibility requirements? What type of student will make this an optimal learning experience for everyone?
  • What criteria will you use (and apply to all applicants equally) for program acceptance? Questions regarding mental health or disabilities are not allowed in the application process; the most effective way to screen applicants who may not be appropriate for a given program is by providing clear information about required activities, on-the-ground conditions, and what is needed to successfully participate. 
  • What will you require of students beyond basic application information so that you can determine who to admit? Will you require responses to several short essay questions? Brief interviews? Enrolling students simply because they apply and pay a deposit first come, first-serve often can lead to challenges down the road which could have been avoided for certain destinations and/or for certain types of course activities. Ask questions to understand maturity and tolerance for ambiguity.
  • How will you assess student motivation/likelihood of contributing positively to group dynamics?
  • What commitments will you have students make in writing before you guarantee them a spot in the course?
    • Consider: pre-departure meeting attendance (you are required to hold at least two meetings; many courses hold three); successful completion of pre-departure quiz covering primary health and safety risks and mitigation strategies; pre-travel readings….
    • How will you know a student is prepared to engage safely, responsibly and be optimally ready academically when they arrive in your destination?

Deposit process

  • As the lead faculty member, you will receive a weekly summary report on Friday mornings during the application and deposit season. Reports include the number of students who have applied, been admitted, paid their deposit and enrolled (once course registration opens).
  • Students accept their admission by filling out a commitment deposit form, sent by travel.study@uvm.edu, and submitting a $500 non-refundable deposit within 48 hours of admission.
  • When admitted, the student agrees to formally register for the course when registration opens through myUVM, and accepts responsibility for all course-related tuition and fees on their student account.
  • Tuition, plus the balance of the program fee, will be assessed on the student account after formally registering for the course according to the UVM Student Financial Services billing cycle.
  • For disciplinary reasons, a student may be sent home at his/her own expense, without any refund, at the discretion of the Faculty Director after consultation with the Office of International Eduation (for international courses). Students are strongly advised to purchase "cancel for any reason" trip protection insurance. If UVM cancels the course due to insufficient enrollment or for any other reason, student will receive a refund of course-related tuition and fees, including the full program fee; however, airline tickets or other transportation purchased directly by the student will not be refunded by the University.

Course enrollment

At Go/No Go, CDE will notify you of your dean's office final approval and the list of students who have deposits. At that time, you will issue a course registration override (only to students who have paid their deposit!) so that the student may register for the course in Banner once registration opens for the relevant term. (If you issue a course override for a student who has not paid the non-refundable deposit, that means the student also hasn't committed financially in writing; if they back out of the course, you will be left with a complicated situation where your department will be on the hook financially.)



This page is part of the Travel Study Guide for Faculty.

Click here to go to the Travel Study Guide for Faculty home page