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Leader Task Calendar

TRAVEL STUDY: LEADER TASK LIST/ TIMELINE

PHASE I

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

 

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 Study Office will 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 Study Office 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 Office no 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 Study 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 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 Office no 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 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: 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 14th

 

Fall: August 27th

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

 

The Travel and External Study Office 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 &

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 14th

 

FALL:  August 14th

 

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 GeoBlue Insurance

 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