SAMPLE TIME LINE
Coordinator’s To-Do List Month by Month
Target Date June 2008
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Late November 2007 |
Set dates. Prepare brochure. Begin publicity and recruiting efforts. |
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December 2007 |
Put application on webpage. Mail applications to Faculty/ Staff student?? 5-College Faculty |
|
January 2008 |
Send request-for-mentors letter. With responses, start Project lists for students to choose labs. Block out schedule (with major events like field trips, poster sessions, etc.) Confirm budget with current prices. Set up filing system and mechanism to handle applications, matches, and follow-up. Schedule meeting with conference services for housing and board. (a) |
|
February |
Begin creating or updating all forms (e.g. participant agreements, acknowledgment letters, evaluations etc.) Create files for incoming applications. Create spreadsheet of incoming applications. Tickle file for all elements of applications. (see separately) Create contacts with “partner” programs (e.g. Neagep programs, Cornell Food Science etc.) Advertise for Dorm Assistant positions |
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Late February – Early March |
APPLICATION DEADLINE |
|
March
Late March |
Establish procedures and begin faculty review of applications Complete Dorm Assistant interviews Begin notifying students of their status (accept/ reject letters) |
|
April |
Send letters/emails for transportation, pay papers, health insurance (b) Close out late applications/ acceptances. Book venues for meetings; finalize plans for fieldtrips etc. Set up lab safety trainings, etc. (through Council of Coordinators) Order materials (books or pamphlets, readings; bags other UMass items) |
|
Early May |
Set up local transportation for arrivals. Email final information packets (see separate list) Give gender information to conference services. Make arrangements with OIT (through conference services), the library (directly Ann Moore amoore@library.umass.edu); for safety training (through Council of Coordinators) Do disbursement vouchers for student stipends (generally have 3 checks, one early, middle, and late) (c) Arrange for funds transfer to mentor RTF account numbers |
|
Mid May |
Make contact lists (students, mentors, near-peer mentors) Send confirmation letter to Conference Services. Send information to evaluators?? |
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Late May |
Assemble student packets. Assemble dorm assistant packets. Assemble mentor packets. Arrange mentor orientation??** (Send student list to Health services?? Conf Services does) Send reminders to mentors and co-PIs about orientation. Confirm local transportation arrangements. Visit dorm. Make coordination plans with other programs. |
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Last week before students |
Meet with Dorm Assistants. Meeting with Conference Services |
|
June program begins |
Organize arrival day. Organize orientation and EHS training. Have pre-program evaluation. (h) |
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During program |
Organize weekly seminars Near-peer and Mentor Meetings Make arrangements with SACNAS, SBE etc. Visit labs and take pictures. Block out final slide show; materials for webpage. Make “souvenirs.” Set up double contact information |
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End of program |
Final evaluation (students and mentors) Final poster session; closing event |
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After program |
Organize archives, final report. Wrap-up loose ends. Put materials on webpage. |
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Make to-do list for 2009 |