Visits and Delegations

The International Division welcomes international visitors to the UW–Madison campus. Whether visit goals are to explore opportunities for collaboration, enhance partnerships, formalize agreements, share expertise, initiate programs, or engage with campus leadership, the International Division seeks to assist visitors and hosts in making the visit as productive as possible. We encourage opportunities to meet with representatives of higher education institutions, government agencies, private enterprises, and more and to connect them to the university’s administration and academic departments.

The International Division is charged with tracking and facilitating international visits and delegations to the UW. This work involves ensuring visit and hosting requests are correctly and efficiently routed through UW units, that visit protocols and strategic priorities are met, and connecting visitors and departments with the most relevant personnel. Below you will find more information specific to external or internal requests.

FOR INTERNATIONAL VISITORS

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International Division Involvement

The International Division is a central resource, leading campus internationalization efforts. The International Division is directly involved in visits that require high-level coordination across multiple campus units and meetings with upper-level administrators.

If you are not in contact with a specific campus unit or department or are interested in meeting with multiple units, we require the submission of a Visit Request Form to initiate planning.

If you are already being hosted by a campus unit or department, we will be a resource for them as they plan your visit. We encourage you to complete a Visit Request Form so we know who you’re working with and can reach out to them.

Priorities and Outcomes

A key role of the International Division is to assess visit objectives and how they align with institutional priorities. We encourage opportunities that are of mutual benefit to both parties and present clearly articulated anticipated outcomes.

The Visit Request Form covers these points, but we welcome specificity in what units you hope to meet with and the purpose of the visit. If the visit is exploratory and/or introductory, highlighting topics of interest and visit scope will help us make the visit as productive as possible.

Timelines

We ask that visitors submit a Visit Request Form at least 6 weeks before the visit. This ensures that campus administrators will have sufficient availability to meet and will provide enough lead time to organize required protocols.

We also recommend requesting meetings during the academic semesters (fall and spring) when faculty and administrators are most likely to be on campus. Summer visits are possible, but many faculty, staff, and upper-level administrators are away from campus and not all requests can be accommodated. This may also be the case during Winter and Spring Breaks. Take a look at the university’s academic calendar for the start and end dates of each semester.

Meeting Requests

The International Division is charged with facilitating meetings between international delegations and campus. Our office will work to connect visitors with faculty, staff, and administrators. We highly recommend delegations include specific meeting requests and objectives in their Visit Request Form.

Upper-level administrators have limited availability so we cannot always accommodate meeting requests. For this reason, we strongly suggest submitting a Visit Request Form at least 6 weeks prior to your visit. All requests to meet with the offices below should be directed to the International Division.

  • Office of the Chancellor
  • Office of the Provost
  • Office of the International Division Vice Provost and Dean
  • School/College Deans

If you are interested in or planning to meet with other groups or individuals in Madison that are not affiliated with the university, please indicate this when you submit your form. This will help us to properly schedule your visit, which is especially important if your meetings take place off-campus. While our office may coordinate with off-campus partners, we are not involved in planning any meetings with those not affiliated with UW–Madison.

Visit Request Form

We request that visitors submit a Visit Request Form at least 6 weeks before the visit.

VISIT REQUEST FORM [button]

FOR CAMPUS HOSTS

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International Division involvement

Depending on the timing, stated purpose, and intended outcomes of the visit, campus hosts may need to coordinate with International Division staff when planning visits of international colleagues. Coordination may take the form of Division staff fully facilitating the visit or simply offering guidance and resources as you plan [link to resources].

Please involve the International Division in the planning process when:

  • Visitors request meetings with senior campus leadership, e.g., the Chancellor, the Provost, School/College Deans, the International Division Vice Provost/Dean, etc.
  • Visits include discussion or signing of International Agreements
  • The purpose of the visit is to explore engagement opportunities with any International Division units, student and/or faculty mobility, capacity building projects, or funded collaboration that involves more than one campus unit.

Requests for the International Division to help facilitate the visit can be submitted via the Visit Request Form.

Timelines

We request that campus partners inform the International Division of visits 6 weeks before the visit. This ensures that campus administrators will have sufficient availability to meet and will provide enough lead time to organize required protocols. We will consider requests on a shorter timeline, but schedules may be limited.

Meeting requests

The International Division is charged with facilitating meetings between upper-level administrators and international delegations. If you anticipate meeting requests with any of the below offices, please reach out to externalrelations@international.wisc.edu with dates, times, and meeting objectives.

  • Office of the Chancellor
  • Office of the Provost
  • Office of the International Division Vice Provost and Dean
  • School/College Deans

Resources for hosts

The International Division has developed a toolkit for campus hosts to assist in visit planning. Access templates, sample documents, relevant campus policies, and other resources via Box.

  • Template for visit schedule/itinerary
  • Sample visit schedule/itinerary
  • Template for letter of invitation
  • Protocols and etiquette
  • Selected campus policies
  • Campus emergency contacts

Visit request form

We ask that all campus hosts submit a Visit Request Form 6 weeks before the scheduled visit. This will not only help the International Division in assessing the level of our involvement but also serves to track international engagement across campus more broadly.

VISIT REQUEST FORM [button]

Learn more about our efforts to report on international engagement.

VISITOR RESOURCES

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Campus resources

Campus map(s)

Campus tours

Campus parking

Campus events

Campus wi-fi access

COVID-19 policies

Accommodations

Hotels on campus

Hotels in downtown/campus area

Hotels beyond downtown (require car or bus to get to campus)

City of Madison

Restaurants (downtown/campus)

Restaurants (beyond downtown)

Downtown Madison events

City/County public health policies