The program asks study tour leaders for three items of documentation: a Course proposal form, a list of the names and addresses of all travelers, and a Study tour report.

First, the Course proposal form should be submitted to the International Studies office soon as plans for the course are definite, but no later than October 1. It asks for a 250-word description of the course; the official course title(s) and course number(s), including any cross-listings in Liberal Studies or other graduate programs; course meeting times, unless they are TBA; dates of the tour; and an estimated price and payment schedule, if then available. It should also indicate which of the three standard formats the course will follow. Most of these details will already have been worked out in consultation with the program director.

Second, because alumni and friends do not appear on course rosters, the program requires a list of the names and addresses of all travelers. Travel agencies normally create such lists routinely.

Finally, the program conducts an official debriefing of its tour leaders through the Study tour report, which is due after the completion of the course. Honoraria, if applicable, are paid upon receipt of this report. For paperwork expected of students, see the Students section of this site.