2019-2020 Off-Campus Short Term Course Timeline
|August/Early September||Center for Global Education issues requests for proposals.
Faculty develop proposals — consult with Darren Gallant, Center for Global Education; meet with Stephanie Walsh in Accounting, Lane 221, for proposed budget approval; determine secondary course lead plan; determine on-site support needs; and discuss with department/program chairs. Consultation with faculty who led 2019 Off-Campus Short Term Courses is recommended.
|October 1||Deadline for proposal submission to the Center for Global Education, for review by the Off-Campus Study Committee|
|Before October 13||Faculty submit course for approval using the online course proposal system in Garnet Gateway (under the Course maintenance menu).|
|Mid-October||Off-Campus Study Committee submits recommended slate of courses to the Academic Affairs Council.|
|Late October||Darren Gallant informs faculty of the approval or denial of their proposal and of any concerns raised in the review process.|
|Early November||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.
Faculty develop a student recruitment plan, including:
Faculty provide a paragraph course description with travel dates, updated extra cost for students, and time and location of scheduled information sessions. Darren Gallant uses these for an announcement of all Off-Campus Short Term courses.
|November, before/after Thanksgiving||Faculty publicize and hold information sessions and direct students to the online application packet. (Students should not be accepted or denied prior to mid-January.) Group meeting for all approved Off-Campus Short Term faculty with Accounting office.|
|Early December||Registrar’s Offices publishes on Bates Today preliminary information for all Short Term courses, including off-campus courses, and registration procedures/dates.|
|Monday, January 20, 2020||Deadline for students to submit online Application to the Center for Global Education.|
|January 20-23||Faculty select and inform students of their status. Faculty email list of accepted students to Wendy Glass, Director of Student Financial Services, <firstname.lastname@example.org>. On Garnet Gateway, faculty grant an “instructor permission” override to each student accepted into the course. Faculty should have a wait list in case some students withdraw.|
|January 27||Eligible students are informed of their financial aid awards.|
|January 27-31||Accepted students meet with faculty advisors; advisors remove the “Advisor Hold” so students may register.|
|February 1-February 7 (4pm)||Deadline for students to register during registration week for extra cost Off-Campus Short Term courses. Faculty follow up during the week with accepted students who have not registered.|
|After Registration Week||Registered students are billed the $500 non-refundable deposit. Note: students who withdraw after this point are responsible for the $500 and 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 “ST 2020 Post-Course Report Form:” 1-2 pages summarizing academic, logistical, and financial successes and challenges.
Proposal support, logistics, college policies, student forms, student recruitment:
Darren Gallant, Director, Center for Global Education
Budget and finance issues: Stephanie Walsh, Assistant Controller
Registration issues: Mary Meserve, Registrar
Financial aid issues: Wendy Glass, Director of Student Financial Services
Student payments: Heidi Bisson, Assistant Director of Student Accounts
Title IX issues and reporting: Gwen Lexow, Director of Title IX and Civil Rights Compliance
Clery Act issues and reporting: Paul Menice, Clery Act Officer