{"id":10816,"date":"2021-12-17T11:08:28","date_gmt":"2021-12-17T16:08:28","guid":{"rendered":"https:\/\/www.bates.edu\/global-education\/?page_id=10816"},"modified":"2026-05-27T15:35:21","modified_gmt":"2026-05-27T19:35:21","slug":"2025-shortterm-ocs-timeline","status":"publish","type":"page","link":"https:\/\/www.bates.edu\/global-education\/off-campus-short-term-course-proposal-form\/2025-shortterm-ocs-timeline\/","title":{"rendered":"General Off-Campus\/Extra Cost Short Term Course Proposal and Timeline"},"content":{"rendered":"\n
January\/February<\/td>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.<\/td><\/tr>
by 8:00AM on May 1<\/td>First Round Deadline<\/strong> for proposal submission to Center for Global Education. Off-Campus Study Committee reviews proposals. Accepted proposals are shared with the AAC for approval.<\/td><\/tr>
\u00a0May\/June<\/td>Darren Gallant informs faculty of the approval or denial of their proposal and of any concerns raised in the review process.
<\/td><\/tr>
August<\/td>

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.<\/p>Faculty develop a student recruitment plan, including:
reserving room for information sessions at https:\/\/events.bates.edu\/VirtualEMS\/<\/a><\/strong>
announcements in Bates Today<\/strong><\/em>, 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<\/td><\/tr>

September<\/td>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<\/td><\/tr>
Before October 1<\/td>Faculty submit course for approval using the online course proposal system in Garnet Gateway (under the Course maintenance menu) for the CRC to review.<\/td><\/tr>
Mid October<\/td>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.<\/td><\/tr>
November, before\/after Thanksgiving<\/td>Faculty publicize and hold information sessions and direct students to the online application packet.\u00a0 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.<\/td><\/tr>
Early December<\/td>Application deadline for students. Faculty conduct interviews before or during Winter break.<\/td><\/tr>
Mid-December to early January<\/td>Students are informed of their acceptances. Names of accepted students are shared with Student Financial Services to review possible financial aid awards.<\/td><\/tr>
Mid January<\/td>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<\/td><\/tr>
After Registration<\/td>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.<\/td><\/tr>
Early March<\/td>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.<\/td><\/tr>
Short Term<\/td>Itinerary, contact, travel information submitted to Center for Global Education.
Course travels as scheduled. \u00a0Faculty contact Center for Global Education upon arrival to confirm contact information.<\/td><\/tr>
Early June<\/td>Meeting with Accounting to review course finances and return unspent funds to the College.
Submission of “Short Term Post-Course Report Form<\/a><\/strong>:” \u00a01-2 pages summarizing academic, logistical, and financial successes and challenges.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

Key contacts:<\/strong><\/p>\n\n\n\n

Proposal support, logistics, college policies, student forms, student recruitment:<\/strong>
Darren Gallant<\/strong><\/a>, Associate Dean & Director, Center for Global Education<\/p>\n\n\n\n

Budget and finance development and questions: Stephanie Walsh<\/a><\/strong>, Assistant Controller<\/p>\n\n\n\n

Registration questions<\/strong>:\u00a0 Alex Myhre<\/a>, Registrar<\/p>\n\n\n\n

Course and learning development<\/strong>: CITL<\/strong><\/a><\/p>\n\n\n\n

Financial aid questions:<\/strong> Jaime Theriault<\/strong><\/a>, Associate Director of Student Financial Services<\/p>\n\n\n\n

Student payments: Heidi Bisson<\/a><\/strong>, Assistant Director of Student Accounts<\/p>\n\n\n\n

Title IX and Compliance reporting: Gwen Lexow<\/a><\/strong>, Director of Title IX and Civil Rights Compliance<\/p>\n\n\n\n

Clery Act and reporting:<\/strong> \u00a0Dri Huber, Associate Dean of Students<\/p>\n","protected":false},"excerpt":{"rendered":"

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