/ the university of british columbia|okanagan

GLOBAL SEMINAR program

essential task agreement

This template provides an overview of the steps in planning and implementing a Global Seminar Program, and the typical timeframe for these tasks.The Program Director (faculty leading the program) and GSP Coordinator(Dana Lowton) will customize this agreement for each program.

Task: Program Development / Person Responsible / Timeframe
Prepare program proposal in consultation with Go Global staff. Establish student learning goals, and integrate experiential learning opportunities. /
  • Program Director
  • Dean
/ May-July
Submit Proposal to Go Global /
  • Program Director
/ July 1
Ongoing meetings and communication with the GSP Advisor to continue strategy and task completion. /
  • GSP Advisor
  • Program Director
/ Duration of the program
Task: Finance / Person Responsible / Timeframe
Confirm costs for budgeted items /
  • Program Director
/ Complete by Sept 1st.
Finalize the budget, and determine range of program fees based on the range of participants. /
  • Program Director
  • Consultation with GSP Advisor
/ Complete by Sept 1st.
Collect EFT forms from vendors who will be paid via EFT (wire transfer) /
  • Program Director
/ October-December
Schedule and monitor student payments of program fees /
  • GSP Advisor
/ December-March
Collect Invoices from vendors and service providers (consider costs based on final student numbers) /
  • Program Director
/ January-February
Book Program Director flight and submit receipts for reimbursement /
  • Program Director
  • GSP Advisor
/ January-March
Book any outstanding in-country services (i.e., accommodation, transportation, group meals, etc.) /
  • Program Director
/ January-April
Assess students for Go Global Award funding eligibility /
  • GSP Advisor
  • Student Awards and Financial Aid
/ March
Payments to vendors and service providers /
  • GSP Advisor
/ January-April
Arrange for travel advances for the Program Director /
  • GSP Advisor
/ 10 business days prior to departure
Withdrawal deadline with 50% of program fee (no further refunds after this date) /
  • GSP Advisor
  • Go Global Staff
/ Within 30 days of original payment of fee
Track Program Expenses – template created by Go Global /
  • Program Director
  • Go Global
/ During program
Submit expense claims to GSP Advisor /
  • Program Director
  • Teaching Team
/ Within 30 days of end of program
Reconcile budget /
  • GSP Advisor
  • Program Director
/ Within 4-6 weeks of end of program
Recruitment and Promotion /
  • Person Responsible
/ Timeline
Establish a recruitment and promotion strategy and associated tasks. /
  • Program Director
  • GSP Advisor
/ Complete by September 1st
Create posters/web site material/promotional materials/ template email messages /
  • GSP Advisor
  • Go Global Communications Coordinator
  • Program Director
/ Complete by September 1st
Go Global Promotion Events (CREATE, EXPLORE) /
  • GSP Advisor
  • Go Global Advisor
/ September
Implement program specific recruitment strategy /
  • GSP Advisor
  • Consultation with Program Director
/ September-November
Student Advising on appropriate fit for the program. Discuss academic integration, application processes, and financial planning /
  • GSP Advisor
  • Go Global Advisor
  • Program Director
/ September until deadlines
Application and Selection / Person Responsible / Timeline
Determine application and selection process /
  • GSP Advisor
  • Program Director
/ August-October
Determine selection criteria for participants /
  • Program Director
/ August-September
Create application questions /
  • Program Director
  • GSP Advisor
/ August-September
Build student application in Gateway (online program) /
  • GSP Advisor
/ September
Create interview questions /
  • Program Director
  • GSP Advisor
/ October
Collect and compile applications by application deadline /
  • GSP Advisor
/ Deadline for the program
Conduct interviews /
  • Program Director
  • GSP Advisor (if needed)
/ Following application deadline
Review applications and select participants /
  • Program Director
  • GSP Advisor
/ Following interviews
Create and collect program acceptance materials including: acceptance letter and participant agreement /
  • GSP Advisor
  • Consultation with Program Director
/ November-January
Notify accepted and rejected students /
  • GSP Advisor
/ After interviews
Pre-departure / Person Responsible / Timeline
Establish pre-departure plan. Identify what students need to know, experience, consider prior to departure. /
  • Program Director
  • GSP Advisor
/ November-December
Coordinate the development of pre-departure learning sessions /
  • Program Director
  • GSP Advisor
/ January-March
Coordinate pre-departure logistics /
  • GSP Advisor
/ December-March
Evaluate the pre-departure session /
  • GSP Advisor
/ March-April
Safety Planning and Mitigation / Person Responsible / Timeline
Submit Safety Planning Record: Risk assessment and mitigation plan /
  • GSP Program Director
/ 2-3 months prior to start of GSP
Participate in First Aid Course (if desired) /
  • Program Director
/ At least 2-3 prior to start of GSP
Collect heath information including health issues, allergies and food preferences. /
  • GSP Advisor
/ January
Ensure that students register in the Student Safety Abroad Registry /
  • GSP Advisor
/ March-April
Provide a Safety briefing to Program Director covering emergency responseprotocols /
  • GSP Advisor
/ April
Report safe arrival of all students and staff to GSP Advisor /
  • Program Director
/ Within 24 hours of arrival
Provide on-site orientation for students /
  • Program Director
  • Teaching Team/Local staff
/ Within 24 hours of arrival
Notify GSP Advisor of any incidents that occur /
  • Program Director
  • Teaching Team
/ Within 24 hours of incident
Mid-program check in with GSP Advisor /
  • Program Director
  • Teaching Team
/ At mid-point of GSP
Course Logistics / Person Responsible / Timeline
Register students in their course(s) /
  • Go Global staff
/ March
Register students in their Exchange code /
  • Go Global staff
/ March
Program Evaluation / Person Responsible / Timeline
Create program evaluation /
  • Program Director
  • GSP Advisor
/ Following the immediate return
Send students evaluations, encourage completion, and analyze and summarize results /
  • GSP Advisor
/ Within 1 month of end of program
Program Debrief /
  • Program Director
  • GSP Advisor
/ Within 1 week of end of program
Complete GSP Advisor report /
  • GSP Advisor
/ Within 4-6 weeks of end of program

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