Program Leader Handbook - International Education and ...
Program Leader Handbook - International Education and ...
Program Leader Handbook - International Education and ...
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56<br />
Appalachian Overseas <strong>Education</strong> <strong>Program</strong>s <strong>Program</strong> <strong>Leader</strong> <strong>H<strong>and</strong>book</strong><br />
Appendix G - Pre-Departure <strong>Program</strong> Planning Checklist (for late spring <strong>and</strong> summer programs)<br />
TIMELINE ACTIVITY TASK/RESPONSIBILITY<br />
JULY‐AUGUST<br />
(9‐10 MONTHS BEFORE DEPARTURE)<br />
PROGRAM PROPOSAL PLANNING<br />
* Meet with OIED to discuss project <strong>and</strong> procedures<br />
* Meet with Chair <strong>and</strong> Dean for salary consideraons<br />
* Meet with Compliance Officer for export controls<br />
MID‐SEPTEMBER PROGRAM PROPOSAL DUE * Submit your proposal to OIED with all signatures<br />
MID‐OCTOBER APPROVAL OF PROPOSAL * By AOEP Commiee <strong>and</strong> Assoc. V.C. for OIED<br />
LATE OCTOBER<br />
NOVEMBER<br />
unl end of recruitment<br />
by LATE FEBRUARY at latest<br />
ONCE MINIM. RECRUITMENT<br />
IS ACHIEVED<br />
COURSE LISTING<br />
AND<br />
PAYMENT SCHEDULE<br />
PROGRAM PROMOTION<br />
STUDENT BILLING & PAYMENTS<br />
STUDENT CONDUCT MEETING(S)<br />
* Check with your department that your program<br />
course is set up with the Registrar’s Office<br />
* Meet with OIED to establish course lisng <strong>and</strong><br />
payment schedule<br />
* <strong>Program</strong> info is posted on AOEP webpage by OIED<br />
* Start your promoon <strong>and</strong> recruitment efforts<br />
* Promote your program at OIED Annual Int’l Fair<br />
* Offer informaon sessions (see session checklist)<br />
* Develop database of prospecve parcipants<br />
* Inform students of billing <strong>and</strong> further payment<br />
procedures<br />
ONGOING & NO LATER THAN<br />
3 MONTHS<br />
before END OF SPRING term<br />
NO LATER THAN<br />
2 MONTHS<br />
before END OF SPRING term<br />
NO LATER THAN<br />
6 WEEKS<br />
before END OF SPRING term<br />
LOGISTICS & SAFETY PLANNING<br />
TRAVEL HEALTH PREPARATION<br />
COURSE REGISTRATION<br />
INSURANCE<br />
PRE‐DEPARTURE MEETING (1MIN.)<br />
STUDENT AND<br />
UNOFFICIAL TRAVELERS<br />
PAYMENTS<br />
* Coordinate <strong>and</strong> pre‐pay for logiscs with OIED<br />
* Monitor country safety <strong>and</strong> health issues<br />
* Remind students of passport , visa, health paperwork<br />
* Ensure that your program is compliant with export<br />
controls / human subject research regulaons<br />
* Coordinate group info session(s) with Student Health<br />
<strong>and</strong> remind students of the crical need to obtain<br />
immunizaons <strong>and</strong> other medical preparaon EARLY<br />
* Submit independent study paperwork to OIED (if app)<br />
* OIED registers all students for your course (s)<br />
* Provide insurance info to OIED <strong>and</strong> forward to stud’ts<br />
* Distribute & collect crical informaon<br />
* Contact students to ensure that student account balances<br />
are cleared prior to departure <strong>and</strong> forward<br />
payments/agreements of unofficial travelers<br />
NO LATER THAN<br />
3 WEEKS<br />
BEFORE DEPARTURE<br />
TRAVEL ADVANCE<br />
HEALTH AND SAFETY PLANNING<br />
STUDENT CONDUCT MEETING<br />
PRE‐DEPARTURE TRAVEL INFO<br />
* Meet with OIED to process your travel advance<br />
* Register group w/ local embassy & gather crical<br />
info to take with you as described on page 31<br />
* Read & pack OIED Emergency Crisis Protocols<br />
* Gather <strong>and</strong> pack copies of student immunizaon<br />
records if vaccinaons are required for entry<br />
* Pack this h<strong>and</strong>book for future reference<br />
* Coordinate w/ student as requested by OIED <strong>and</strong> S.C.<br />
* Submit to OIED the following documents:<br />
‐ emergency contact / inerary /host family info<br />
‐ copies of all parcipants’ passports plus visas<br />
<strong>and</strong> immunizaon records (if applicable)<br />
‐ assumpon of risk indemn’on agreements (if appl)<br />
Revision Date 5/8/13<br />
507_AOEP_<strong>Leader</strong><strong>H<strong>and</strong>book</strong>
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