January/February	Center for Global Education issues Call for Proposals Faculty develop proposals. Faculty should: consult with Darren Gallant, Director, Center for Global Education; meet with Stephanie Walsh, Assistant Controller for approval of proposed budget; determine secondary lead plan; determine on-site support needs; receive approval from department/program chair. Consultation with faculty who have previously led Off-Campus Short Term Courses is helpful. CITL is a great resource for proposal development.
by 8:00AM on May 1	First Round Deadline for proposal submission to Center for Global Education. Off-Campus Study Committee reviews proposals. Accepted proposals are shared with the AAC for approval.
May/June	Darren Gallant informs faculty of the approval or denial of their proposal and of any concerns raised in the review process.
August	Faculty provide a paragraph course description with travel dates, updated extra cost for students, and time and location of scheduled information sessions. CGE uses these for an announcement of all Off-Campus Short Term courses. Faculty develop a student recruitment plan, including: reserving room for information sessions at https://events.bates.edu/VirtualEMS/ announcements in Bates Today, monitor slides across campus, preparing posters for distribution in Commons and other locations (Post & Print Services can help) identifying fall classes where an announcement may be appropriate
September	Off-Campus Short Term courses are announced to the campus. Faculty participate in the Off-Campus Study Fair. Recruitment and information sessions begin. Applications are available for students to start/complete
Before October 1	Faculty submit course for approval using the online course proposal system in Garnet Gateway (under the Course maintenance menu) for the CRC to review.
Mid October	Review of course logistics and risk management with Center for Global Education staff. Reassessment of budget with the Financial office; “org” number issued at this meeting.
November, before/after Thanksgiving	Faculty publicize and hold information sessions and direct students to the online application packet.  Meetings for all approved Off-Campus Short Term faculty with Accounting office and Global Education. Costs and budgets are finalized prior to the winter break with Accounting and CGE.
Early December	Application deadline for students. Faculty conduct interviews before or during Winter break.
Mid-December to early January	Students are informed of their acceptances. Names of accepted students are shared with Student Financial Services to review possible financial aid awards.
Mid January	Eligible students are informed of their financial aid awards. Students are asked to confirm within 3 days. The CGE and Registrar’s office enrolls students in these courses. Faculty follow up with accepted students who have not confirmed
After Registration	Students who withdraw from the course at this point are responsible for any non-refundable expenditures made on their behalf, such as non-refundable airplane tickets.
Early March	Workshop for faculty to discuss health, safety and security procedures and protocols; Clery Act and Title IX reporting requirements. Meeting with Accounting to arrange course finances. Meeting with all participants to provide additional information and to answer questions, etc.
Short Term	Itinerary, contact, travel information submitted to Center for Global Education. Course travels as scheduled.  Faculty contact Center for Global Education upon arrival to confirm contact information.
Early June	Meeting with Accounting to review course finances and return unspent funds to the College. Submission of “Short Term Post-Course Report Form:”  1-2 pages summarizing academic, logistical, and financial successes and challenges.

Key contacts:

Proposal support, logistics, college policies, student forms, student recruitment:
Darren Gallant, Associate Dean & Director, Center for Global Education

Budget and finance development and questions: Stephanie Walsh, Assistant Controller

Registration questions:  Alex Myhre, Registrar

Course and learning development: CITL

Financial aid questions: Jaime Theriault, Associate Director of Student Financial Services

Student payments: Heidi Bisson, Assistant Director of Student Accounts

Title IX and Compliance reporting: Gwen Lexow, Director of Title IX and Civil Rights Compliance

Clery Act and reporting:  Dri Huber, Associate Dean of Students