Leader Task Calendar

Phase I

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

Travel Study: Leader Task List/ Timeline

Task	Submission Date	Notes
Individual Faculty Leader Meetings with the Travel and External Studies Office	SPRING: August FALL: January	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 Travel and External StudyOfficewill provide you with a copy to review or you can click here to review online www.otis.edu/travel-study-programs/forms-documents
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 31 FALL: December 15 Submit your materials to the Travel and External Study Office no later than the dates noted above.	Develop a flyer, and poster for your course. Once your flyer/ poster have been approved by the Travel and External Studies Office,it is your responsibility to distribute posters around campus, or via Otis Community. ($50 will be included into your Course Proposal dedicated to marketing) The Travel and External StudyOffice will create a course specific page on the Travel Study website. Students will use this website to apply to the course.
Update: Travel Study Presentation	SPRING: August 15 FALL: December 15 Submit your materials to the Travel and External Study Officeno later than the dates noted above.	The Travel and External Study Office will provide you with a template to use. However, you are welcome to develop your own presentation. Your presentation will be uploaded to the Travel Studywebpage. 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 course is the responsiblity of the lead faculty of the course. You may ask your home department for assistance, but that is at their discretion and may not be available. 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 course using posters, flyers, info sessions, classroom visits, former participants, student organizations, online networking sites, Otis College Community communication efforts, etc.
Finalize: Course Budget	SPRING: September 21st FALL: February 21st Submit your budget to the Travel and External Study Officeno later than the dates noted above.	Finalize course 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 course 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 29th & 30th FALL: TBA	The Travel Study Fair (TSF) is an opportunity to showcase your course, invite students to attend your information session to be held in October, and to recruit students.
Information Session	SPRING October	The Travel and External Study Office will secure dates for your information session to be held in the Forum or Student Lounge. 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 travel and external study office	SPRING: December 10 FALL: April 10	The faculty leader and the Travel and External Study Office will review the applicant numbers for each course after Dec. 10 (Spring) or April 10 (Fall) to decide whether or not to continue planning for the course. Ultimately, applications could be accepted 1-2 weeks after the last day to add courses. Therefore, the final absolute deadline varies course-to-course, year-to-year. Please always consult with the Travel and External Study Office 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 2^nd phase will be centered on Student Learning Outcomes, Logistics, and Pre-Departure Materials.

Task	Submission Date	Notes
Participation in Faculty Pre-Departure Orientation	SPRING: TBA 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 14^th Fall: August 27^th	Please inform both your students and Travel and External Study Office when you will be delivering yourpre-departure orientations (required to hold at least two meetings.) The Travel and External Study Officewill send you a list of information that needs to be covered; this information is also on our webpage.
Review: Faculty Travel Study Course Log & Review Terra Dotta Account Log-in	SPRING: Ongoing FALL: Ongoing	The Travel and External Study Office will provide you with a copy to review of the Travel Study Course Log. Use this Log to help develop your First 48 hours, and Final Itinerary. Review your student applications, by logging into Terra Dotta. Don't know how. Contact the Travel and External Study Office.
Update: Student Course Prep-Manual	SPRING: January 14^th FALL: August 14^th Submit your Course Prep-Manual to Travel and External Study Office no later than the dates noted above.	The Travel and External Study Office will provide you with a template to use. Insert Relevant Supporting Course Material Course Description Dates/Titles/Contact Information The Travel and External Study Office 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 Travel and External Study Office 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 Travel and External Study Office. Arrange for any advance payments or deposits. Collect invoices from vendors and forward to the Study Abroad Office to process payments.
Complete: First 48 Hours Form Proposed Itinerary/ Activities Worksheet	SPRING: Four weeks prior to departure date FALL: Four weeks prior to departure date	The Travel and External Study Office will provide you with a template to use. If you are using a program provider you must submit their program calendar to the Travel and External Study Office
Individual Faculty Leader Meetings with Travel and External Study Office	SPRING: FALL: Ongoing	We will meet once during each Phase. Meetings can occur via Skype, or in-person.

Task

Submission Date

Notes

Participation in Faculty Pre-Departure Orientation

SPRING: TBA

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 14^th

Fall: August 27^th

Please inform both your students and Travel and External Study Office when you will be delivering yourpre-departure orientations (required to hold at least two meetings.)

The Travel and External Study Officewill send you a list of information that needs to be covered; this information is also on our webpage.

Review: Faculty Travel Study Course Log &

Review Terra Dotta Account Log-in

SPRING: Ongoing

FALL: Ongoing

The Travel and External Study Office will provide you with a copy to review of the Travel Study Course Log. Use this Log to help develop your First 48 hours, and Final Itinerary.

Review your student applications, by logging into Terra Dotta. Don't know how. Contact the Travel and External Study Office.

Update: Student Course Prep-Manual

SPRING: January 14^th

FALL: August 14^th

Submit your Course Prep-Manual to Travel and External Study Office no later than the dates noted above.

The Travel and External Study Office will provide you with a template to use.

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

The Travel and External Study Office 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 Travel and External Study Office 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 Travel and External Study Office.

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

Complete:

First 48 Hours Form

Proposed Itinerary/ Activities Worksheet

SPRING: Four weeks prior to departure date

FALL: Four weeks prior to departure date

The Travel and External Study Office will provide you with a template to use.

If you are using a program provider you must submit their program calendar to the Travel and External Study Office

Individual Faculty Leader Meetings with Travel and External Study Office

SPRING:

FALL: Ongoing

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

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 Travel and External Study Office.
Oversee all academic aspects of the course.
Oversee all course logistics.
Act as the custodian and manager of field advance funds and resources. Track all course 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 course's primary liaison with the Travel and External study office 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 Travel and External Study Office.
Submit: Travel Expense Reports Only if applicable.	SPRING: Two weeks upon return FALL: Two weeks upon return	Please complete and send (electronically) to the Travel and External Study Office
Schedule: Exit Interview with the Travel and External Study Coordinator	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 The Travel And External Study Office

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 GeoBlueInsurance
Budget Management
Assistance with Course 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 Course Itinerary planning