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Leader Task Calendar

TRAVEL STUDY: LEADER TASK LIST/ TIMELINE

Materials may be submitted via email to dgrosch@otis.edu (put the material item, program, and your name in the subject line) or in person to the Center for International Education,

Ahmanson Hall 215.

 

PHASE I

Focus on developing recruitment materials, finalize course budget, and familiarize one’s self with Otis’ Travel Study mission and fundamental philosophies.

 

TASK

SUBMISSION DATE

NOTES

 

 

 

Individual Faculty Leader Meetings with CIE

SPRING:

FALL: Ongoing

We will meet once during each Phase. Meetings can occur via Skype, or in-person.

 

 

 

Review: Leader Guide & Safety Guide

SPRING: Ongoing

 

FALL: Ongoing

The Center for International Education (CIE) will provide you with a copy to review or you can click here to review online http://www.otis.edu/assets/user/Leader%20Guide%20_Safety%20Guide%20.pdf

 

 

 

Correspondence with Program Provider/

Host Organization

SPRING: Ongoing

FALL: Ongoing

 

 

It is your responsibility to communicate with your Program Provider any changes to your itinerary, general concerns, etc.

 

 

 

Update: Travel Study Flyer/ Poster

 

Information Components

 

  • Course Dates   
  • Course/Program/      Participant Description      
  • Faculty/Contact Info
  • Info-Session Dates/ location
  • Pricing              
  • Included/Not-Included Description 

SPRING:  August 15

 

FALL:  December 15

 

Submit your materials to CIE no later than the dates noted above.

The Center for International Education will develop a flyer, and poster for your program.

 

However, if you would prefer to develop your own flyer and poster please submit it by the dates indicated in “Submission Dates” and insert information found in the “Task Column.”

 

Once your flyer/ poster have been approved by the CIE it is your responsibility to distribute posters around campus, or via Otis Community.  (CIE will print you 100 flyers, and 3 posters)

 

The CIE Office will create a program specific page on the Travel Study website. Students will use this website to apply to the program.

 

 

 

 

 

 

Update: Travel Study Presentation

SPRING:  August 15

 

FALL:  December 15

 

Submit your materials to CIE no later than the dates noted above.

The Center for International Education will provide you with a template to use. However, you are welcome to develop your own presentation. Your presentation will be uploaded to the CIE webpage. You can also use this as recruitment tool, while students can use this as a fund raising tool.

 

 

 

Review: Student Recruitment

Please review:

  • Recruitment Strategies 101

Host two Information Sessions

SPRING: 

September 1

 

FALL:  January 25

 

Begin your recruitment effort no later than the dates noted above.

The recruitment of students for your program rests primarily with you.

Successful recruitment depends on the efforts of the faculty leader(s). It is important that the faculty leaders understand the application process, and any other important information that students may inquire about.

 

In some cases the Program Provider will provide additional recruit materials.

 

It is your responsibility to actively recruit applicants for your program using posters, flyers, info sessions, classroom visits, former participants, student organizations, online networking sites, Otis Community, etc.

 

 

 

Finalize: Program Budget

 

SPRING: 

September 1

 

FALL: 

February 15

 

Submit your budget to CIE no later than the dates noted above.

Finalize program logistics: verify reservations, negotiate final prices, and secure resources (instructors, guests, classroom, housing, food, tickets, transportation, activities, etc.). Make any needed adjustments based on enrollment, final logistics, etc.

 

After the submission date, there can be no additions to the projected program costs, and changes to the budget are expected only in the areas of exchange rates and number of participants.

 

 

 

Participate: Travel Study Fair

SPRING:

September 16

 

FALL: 

TBA

The Travel Study fair is an opportunity to showcase your program, invite students to attend your information session to be held in October, and to recruit students.

 

 

 

Information Session

SPRING October

The Center for International Education has secured dates for your information session to be held in the Forum. Pizza will also be provided by CIE. You are encouraged to hold additional Information Sessions as well.

 

 

 

Begin correspondence with your students

SPRING:  October 1

FALL:  March 1

Begin your correspondence no later than the dates indicated.

 

 

 

Student Applications

 

ALL APPLICATIONS ARE SUBMITTED TO THE CENTER FOR INTERNATIONAL EDUCATION

SPRING:  December 10

               

FALL: April 10

 

The faculty leader and the CIE will review the applicant numbers for each program after Dec. 10 (Spring) or April 10 (Fall) to decide whether or not to continue planning for the program.

 

Ultimately, applications could be accepted 1-2 weeks after the last day to add courses. Therefore, the final absolute deadline varies program-to-program, year-to-year. Please always consult with the Center for International Education on whether to extend your program deadline.

 

 

 

Complete: CPR

Optional

Contact Human Resources to register for free First Aid Training

       

 

 

PHASE II

Focus on course content, structure, and flow. Discussion during this 2nd phase will be centered on Student Learning Outcomes, Logistics, and Pre-Departure Materials.

 

TASK

SUBMISSION DATE

NOTES

 

 

 

Participation in Faculty Pre-Departure Orientation

SPRING:  January 9th or Feb. 7th

Fall: TBA

 

 

All participating faculty are required to attend this orientation. Topics covered:

Health & Safety;  Group Life Cycle;  Program Components; Student Conduct; Documents/Forms; Course Flow          

 

 

 

Finalize: Two Pre-departure Meetings with your students

Spring: January 14th

 

Fall: August 27th

Please inform both your students and CIE when you will be delivering your two pre-departure orientations. 

 

CIE will send you a list of information that needs to be covered; this information is also on our webpage.

 

 

 

Review: Faculty Travel Study Course Log

SPRING: Ongoing

 

FALL: Ongoing

The Center for International Education will provide you with a copy to review. Use this Log to help develop your First 48 hours, and Final Itinerary.

 

 

 

Update: Student Course Prep-Manual

 

 

SPRING:  January 14th

 

FALL:  August 14th

 

Submit your Course Prep-Manual to CIE no later than the dates noted above.

The Center for International Education will provide you with a template to use.

  • Insert Relevant Supporting Course Material         
  • Course Description  Dates/Titles/Contact Information

The Center for International Education will review your Course Manual and send you the edited version. This is the version you will send to your students

 

 

 

Submit: Passport Copy

SPRING:  January 14

 

FALL:  April 14

 

 

 

 

Submit: Travel Advance Request Form

Only if applicable.

 

Submit your Travel Advance to CIE no later than the dates indicated.

SPRING:  Four weeks prior to departure date

 

FALL:  Four weeks prior to departure date

 

Please complete and send (electronically) to the Center for International Education.

 

Arrange for any advance payments or deposits. Collect invoices from vendors and forward to the Study Abroad Office to process payments.

 

 

 

 

Complete: Proposed Itinerary/ Activities Worksheet

SPRING:  Four weeks prior to departure date

 

FALL:  Four weeks prior to departure date

The Center for International Education will provide you with a template to use.

 

If you are using a program provider you must submit their program calendar to the Center for International Education

   

 

 

PHASE III

Your Travel Study program is in progress. Please refer to your Travel Study Course Log, and your  Leader Guide & Safety Guide for further instructions

 

In the Field

  • Confirm safe arrival of all program participants with the Center for International Education.
  • Oversee all academic aspects of the program.
  • Oversee all program logistics.
  • Act as the custodian and manager of field advance funds and resources. Track all program expenditures on-site and collect required documentation (receipts, etc.).
  • Act as primary resource for student inquiries and problems.
  • Act as the initial responder to logistical, medical, behavioral, and other crises.
  • Serve as the program's primary liaison with the Center for International Education and Otis College

PHASE IV

Post trip checklist.

TASK

SUBMISSION DATE

NOTES

 

 

 

Submit:

Trip Folder/Course Log

SPRING:  Two weeks upon return

 

FALL:  Two weeks upon return

               

 

 

 

 

Submit: Course Debrief

SPRING:  Two weeks upon return

 

FALL:  Two weeks upon return

Course Debrief is found online under the Center for International Education.

 

 

 

Submit: Travel Expense Reports

Only if applicable.

SPRING:  Two weeks upon return

 

FALL:  Two weeks upon return

Please complete and send (electronically) to the Center for International Education

 

 

 

Schedule: Exit Interview with CIE Director

SPRING:  Three weeks upon return

 

FALL:  Three weeks upon return

 

 

 

 

Submit: Photos, Videos, Assessments

SPRING:  Three weeks upon return

 

FALL:  Three weeks upon return

Student assessments are found online. Please ensure that each of your students complete a Travel Study assessment.

RESPONSIBILITIES of CIE

 

 Application Processing & Student Database Management in coordination with Departments. 

 Dissemination and Collection of Student Forms:

 Behavior Code of Conduct    Student MEDICAL Questionnaire   Participation Agreement Form

 Waiver of Liability Form        Travel Arrangement Form    (Post) Student Evaluation 

 Program Provider Forms     

 Assistance with Group Travel Arrangements

 U.S. Embassy STEP Submission

 Printed versions of the Student Course Manual, Recruitment Materials (limited)

 Assistance with HTH Insurance

 Budget Management

 Assistance with Program Marketing

 Faculty Orientation

 Assistance with Student Pre-Departure Orientation

 Assistance with the Development of Pre-Departure & On-Course Materials

 Assistance with “De-Orientation”

 Staff Support

 Correspondence with Program Provider

 Assistance with Program Itinerary planning