III. Leadership Timeline and General Task List

Timeline

Fall Programs

Fall

• Interview and admit students

Fall / Winter Break

• Begin planning orientation

January

• Spring classes begin
• Finalize orientation syllabus, schedule, and expectations – share with group on Google Classroom

Early February

• Spring program orientation begins. Involve the immediate past faculty leader and past program recipients in an early orientation (we will help with introductions). This helps when there are questions specific to the program to which you will likely not know the answers.
• Leader contact form, passport photos, p-card form, and scan of passport (& family passports) submitted (Kaitlin will send instructions)
• Our office will begin to assign second-step materials to students via Google Classroom (i.e. housing forms, required documents for on-site staff/provider, etc.). We will manage these deadlines, but appreciate your support in reminding students of upcoming items during orientation meetings.

March

• Continue to hold orientation sessions
• Start visa process (if applicable) in cooperation with our office

April

• Student’s finalized itineraries due
• Finalize leader/family flights. Expect to receive an email from Kaitlin with instructions.

• Host final orientation dinner (or some other off-campus activity for the entire group)

May

• Logistics and last minute details emailed out to students by our office

June / July

• Budget/accounting meeting with Blythe and Kaitlin – leaders will receive purchasing cards, learn how to manage funds while on the program, cover last minute details/questions before the program begins
• Students & leader should continue to access Google Classroom & email for last minute updates over the summer
• The Overseas Programs office is open and available to meet for any last minute questions/concerns before departure

August / September

• Students will receive their stipends via direct deposit
• Fall programs begin to depart

December

• Students will receive evaluation forms from the Overseas Programs office - please encourage them to complete them.
• Meet with Overseas office to debrief – faculty evaluation of the program is due

Spring Programs

February

• Review student applications
• Interview all students
• McKenna will send detailed instructions on this process

April

• Consider having an initial meeting with the student group

June/July/August

• Plan orientation. Assign readings.

September

• Fall classes begin
• Leader contact form, passport photos, p-card form, and scan of passport (& family passports) submitted (Kaitlin will send instructions)
• Finalize orientation syllabus, schedule, and expectations – share with group on Google Classroom

October

• Spring program orientation begins. Involve the immediate past faculty leader in an early orientation (we will help with introductions). This helps when there are questions specific to the program to which you will likely not know the answers.
• Start visa process (if applicable) in cooperation with our office
• Invite past program participants to an orientation session (the past faculty leader can give you names)
• Finalize leader/family flights. Expect to receive an email from Kaitlin with instructions.
• Our office will begin to assign second-step materials to students via Google Classroom (i.e. housing forms, required documents for on-site staff/provider, etc.). We will manage these deadlines, but appreciate your support in reminding students of upcoming items during orientation meetings.

November

• Continue to hold orientation sessions
• Title IX / Mental Health Workshop organized by Overseas Programs office

December

• Host final orientation dinner (or some other off-campus activity for the entire group)
• Logistics and last minute details emailed out to students by our office
• Budget/accounting meeting with Blythe and Kaitlin – leaders will receive purchasing cards, learn how to manage funds while on the program, cover last minute details/questions before the program begins.
• Students & leader should continue to access Google Classroom & email for last minute updates over the winter break
• Overseas office open and available to meet for any last minute questions/concerns before departure
• Student’s finalized itineraries due

January

• Spring programs start to depart
• Students will receive their stipends via direct deposit

April / May

• Students will receive evaluation forms from the Overseas Programs office - please encourage them to complete them.
• Meet with Overseas office to debrief – faculty evaluation of the program is due

Faculty Leader General Information

Program Leader Information

Who to contact for what?

• Blythe: Budget, academic schedule, curriculum, student conduct, mental and physical health issues, student accommodations

• Kaitlin: Faculty leader tasks/questions, accounting, orientation

• McKenna: Travel, second-step materials/student tasks, visas
  
  (This is a general guide; we are always happy to take emails on any topic and share within the office as needed)

Orientation

• Check the Faculty Handbook for ideas and past syllabi

• Create a syllabus/schedule

• • Assign a reading over the summer so students have a shared understanding of their host country when they start orientation

• Set expectations early. Require attendance.

• Have students decide on a recurring meeting time during the first meeting (this can be much harder than you’d think!).

• Use past leaders/ students as resources (we can make introductions as needed)

Student Management

• Group dynamics – this plays a big role in the success of a program. Meet with the students regularly to get a fix on potential issues. Mix the group up (when you can) so cliques don’t form. Keep an eye on students who don’t seem to mesh with the group.

• Alcohol/drugs – We consider the law of the land to be the law our students must respect. If alcohol is legal for them, that’s fine. Drugs are a no. Sometimes it works well for students to create a ‘group contract’ for their own expectations for the group for the program. If alcohol is causing disruption (between students, in terms of attendance, in terms of academic engagement), that’s when it’s time to take steps. Meet with the student, talk through the issue. Our office can step in and help if that doesn’t work.

• As a program leader, you are wearing many hats. Professor, nurse, parent, enforcer…. Comfort with handling pastoral care of students really helps here.

• If you’re concerned about the immediate welfare of a student, contact us immediately. There are resources on campus that we can direct toward a student to help.

• Report to Blythe if there is a sexual assault on the program. She will file a Title IX report. This can be a gray area - if in doubt, please contact Blythe.

• If there is an emergency situation at your program site (an earthquake, or an act of terrorism, etc.), please survey the students immediately to make sure everyone if OK, and let us know. Blythe needs to report to the Deans that our students are accounted for if there are problems in countries in which we have students. The quicker the better.

Dinah Dodds Endowment

• This is an opportunity for your students to have a research project of their choosing, either during the program or after, funded. There is also funding for faculty! Students will hear from our office when the application is open. More information can be found here: http://college.lclark.edu/programs/overseas_and_off-campus/dde/

Logistics

• Kaitlin will work with you to book your flights to your program destination.

• If you need to get passport photos taken, save the receipts and we can reimburse you.

• Kaitlin will send you a link to a Google drive folder that includes emergency contact information, student arrival times, program budget, etc. later in the Fall semester. We will go over it in detail before you depart.

Please reach out to us throughout the semester if you have any questions or concerns. We are always happy to guide you through this process!