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DSP Program Manual
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2020-2021 DORRANCE SCHOLARSHIP PROGRAMS PROGRAM MANUAL © 2020 Dorrance Foundation for Education 740 S. Mill Avenue • Suite 220 Tempe, AZ 85281
TABLE OF CONTENTS This Manual The Mission Who Are We? The Foundation 1. Administration 1.1 Finance 2. Marketing 3. Selection The Program 4. Readiness and Retention 4.1 Orientation and Summer Bridge 4.2 Advising and Mentoring 5. Enrichment Programs 5.1 Humanities – Study Abroad 5.2 Innovation and Entrepreneurship 6. Personal and Professional Growth 7. Alumni Engagement
THIS MANUAL The purpose of this Manual is to document and describe the Dorrance Scholarship Program’s* operations and their interdependencies, and to collect all Program communications, publications, calendars, contacts, and task’s summaries into one place. The Manual is organized chronologically to mirror the cyclical nature of the Program’s responsibilities: administration, marketing, selection, program enrichment, renewal, and alumni engagement. It will be updated as needed.
THE MISSION The Dorrance Scholarship Programs provides financial and academic support for eligible first-generation college students attending Arizona’s three public universities to improve degree attainment and to instill college-going traditions in future generations of Arizona families.
*The Dorrance Scholarship Programs (the “Program”) are administered by Dorrance Scholarship Programs, LLC, an Arizona limited liability company, and its sole member, Dorrance Foundation for Education, Inc. (hereinafter “The Foundation”), an Arizona nonprofit corporation.
WHO ARE WE? THE FOUNDERS Jacquie and Bennett Dorrance, originally from Caracas, Venezuela and Philadelphia, respectively, arrived in Arizona in 1965 together from Ecole International de Geneve, Switzerland, and graduated from the University of Arizona in 1969. After 30 years devoted to raising a family and business and philanthropic ventures, they founded the Program in 1999 to address the well-documented challenges that confront first-generation college students. More than 500 Arizona high school students have received a Dorrance Scholarship since 1999, with awards and program benefits totaling more than $40M. We have always believed that the best way we have to give back to Arizona is by supporting students. For over twenty years we have had the great fortune to see how the pursuit of a college education, in the broadest sense, shapes compassionate, thoughtful, and creative thinkers and leaders. We have never sought to change Dorrance Scholars, but to enhance their opportunities. Our hope is that they will live full lives, be committed citizens, and experience the rewards of giving back to their communities. – Jacquie Dorrance, Founder
THE STAFF The Program office is operated by seven staff, the majority of whom were recipients of the Dorrance award. In addition to the various activities they oversee, their mentorship helps the Scholars achieve their highest and best potential. An employee handbook is in place to inform the staff about the important aspects of their employment and to guide them along the way. THE SCHOLARS Up to 36 students are selected each year to receive a Dorrance Scholarship. They are Arizona high school graduates and first-generation college students with financial need who will attend Arizona State University (Tempe); Northern Arizona University (Flagstaff); and the University of Arizona (Tucson). Eighty-five percent of recipients complete the Program, and 99% of them graduate within six years. Nationally, 11 percent of low-income first-generation students complete a college degree within six years (www.firstgenerationfoundation.org). A full description of the scholarship program’s eligibility and renewal requirements are included
below. The terms and conditions governing the award and renewal of the Dorrance Scholarship are set forth in the Dorrance Scholar Participation Agreement. Documents relevant to the operation of the Foundation are DFFE Board Governance Policy Manual DFFE Employee Handbook Documents relevant to the operation of the Program are The Dorrance Scholar Participation Agreement Conflict of Interest and Confidentiality Policy Dorrance Scholarship Programs Code of Conduct
.
THE FOUNDATION THE FOUNDATION In 2017, Jacquie and Bennett Dorrance established the Dorrance Foundation for Education to secure their philanthropic legacy in the field of education, especially their cherished Dorrance Scholarship Programs. The Foundation awards scholarships, makes grants to the Program’s collaborators, and provides office space and human resources to ensure the efficacious operation of the Program and to foster the academic achievement of the Scholars.
1. ADMINISTRATION The Foundation is led by an Executive Director who, working with the Foundation’s board, oversees the Program’s mission and directs the staff and administrative activities. Administration of the Program requires interaction with stakeholders who approach the Program from unique perspectives regarding philanthropy, program development and management, and educational achievement. Stakeholders include Founders, board members, committee volunteers, high school and university staff and faculty, current scholars, and alumni.
TASKS FOR PLANNING Task Devise strategy, propose spending
Description Direct and implement strategic planning; monitor Program needs and request and allocate funding
Staff Lead(s) Executive Director
Timeline On-going
Monitor the success of the Program Share Program outcomes Secure contractual relationships Adhere to best philanthropic and educational practices
Lead staff meetings, review data, attend events, evaluate staff performance, and evaluate student achievement Publish reports for board members, staff, participating students, alumni, and collaborators, i.e., Board, Annual, and Budget Reports Engage and retain qualified vendors and consultants Attend conferences, read professional articles, consult with colleagues and legal counsel, follow Foundation policy
Executive Director
On-going
Executive Director, Marketing Coordinator, Accountant
On-going
Executive Director, Legal Counsel, Accountant Executive Director
On-going On-going
CONTACTS FOR ADMINISTRATION First Name
Last Name
Title
Organization
Michael Bennett Kara
DeBell Dorrance Trullinger
Jacquie John
Dorrance Cerchiai
Member Founder V.P. and Director of Legal Affairs Founder Broker
Bob
Davis
Broker
Tango
Carrie Jason Laura
Ostroski Stiles LoBianco
VIP CFO Partner
Matt
Mars
Faculty
DFF DFE Lewis Roca Rothgerber Christie, LLP DFFE, UA
Email
Phone
Description
Communication Timeline
DFFE DFFE and DSP DFE
Board Member Board President Board Secretary and DFFE HR
Ongoing Ongoing As needed
DFFE and DSP Lee & Associates
Board VP Commercial Real Estate Broker— Tempe Office Commercial Real Estate Broker— Tucson Office DFF ED DFFE back office DFFE legal advisor
Ongoing As needed
DSP Bridge and Innovation program faculty
As needed
As needed As required As needed As needed
Marci
Bowman
Faculty
DFFE
Mark
Luprecht
Faculty
DFFE
Alba
Frascarelli
Manager
Arizona in Italy—UA
Carolyn
O’Malley
Retired
DFF ED
Susan
Bansak
DMB
Karen
Pugliesi
Committee Member Dean
Nancy
Eldredge
Psychologist
Private Practice
Margherita
diPaolo
Chaperone
Arizona in Italy—UA
Harmony
DeFazio
Director
UA Study Abroad
AP
Duran
Dean
Cheryl
Francisconi
Director
College of Humanities—UA IIE—Europe
Karen
Seat
Head
NAU
Department of Religious Studies and Classics—UA
DSP Bridge and study/travel faculty DSP Bridge and study/travel faculty DSP Study/Travel Manager Friend of the Program Friend of the Program Friend of the Program Psychological resource for scholars and staff—Tucson Study/Travel chaperone Study/Travel Collaborator Study/Travel Collaborator Study/Travel Collaborator Study/Travel Collaborator
As needed As needed Ongoing As needed As needed As needed As needed
As needed As needed As needed As needed As needed
1.1 FINANCE The Foundation and the Program are supported by a full-time accountant who maintains financial record systems and provides financial statements to the organization’s management team. A detailed Finance Manual is included as an appendix (include the page or appendix number). The Accountant is also the point of contact for IT matters and cyber security, facilities, and for the flow of agreements between the organization and vendors and consultants. GOALS • • • •
Provide board and staff with accurate and up to date budget reports Ensure that accounts payable and receivable are timely Monitor renewal of consulting contracts and insurance policies Implement best IT and cybersecurity practices
TASKS FOR PLANNING Task Complete Check Requests
Complete Expense Reports
Description • Create check requests for upcoming payments due • Submit to Executive Director for approval • Update Excel spreadsheet, Citrix file, and QuickBooks • Print Check(s) • Have authorized staff member sign check(s) • Scan a copy of the check for record keeping Print a report of expenses year to date
Staff Lead(s) Executive Director, Accountant
Timeline As Needed
Accountant
As Needed
Administer Grants Process Scholarships
Same process as a check request Accountant Accountant, Coordinators • Meet with Advisors to determine who is on hold/probation/revoked • Process a scholarship for every current Scholar in good standing • Update relevant spreadsheets on J:Drive • Send financial aid offices at ASU, NAU, UA email to alert them of upcoming wire • Wire funds Reconcile Credit Cards Accountant, All Staff • Transfer credit card statement to excel spreadsheet • Have staff members fill out their reconciliation • Go over descriptions and budget codes • Print the form and get the employee and Executive Director’s signature • Compile receipts, and attach to signed form • Enter charges and descriptions in budget spreadsheet • Enter charges in QuickBooks
As Needed July/November
Monthly
TIPS/INSIGHTS FOR PLANNING Work closely with team members to support the financial aspects of their work and to help them anticipate the financial needs of their areas of oversight • Communicate regularly with off-site back-office support staff • Maintain a schedule for financial processes •
CONTACTS FOR FINANCE First Name
Last Name
Title
Organization Email
Phone
Description
Communication Timeline
Kara
Trullinger
Dorrance Family Enterprises
[email protected]
480-3677603
HR related issues, time off tracking
Day of, or couple of days before
Clark
Hamon
Executive Vice President & General Counsel Controller
Dorrance Family Enterprises
[email protected]
480-3677212
James
Waldrep
[email protected]
Roeper
Dorrance Family Enterprises Dorrance Family Enterprises
480-3677313 480-3677603
Day of, 1-2 weeks before for money transfers Day of
Alexa
Senior Accountant Staff Accountant
Pety
Thompson Yanez
Dorrance Family Enterprises DMB Associates
[email protected]
Suzie
Executive Assistant Office Manager
Hilary
Wells
Partner
Lewis Roca Rothgerber Christie
[email protected]
303-6289529
Stephen
Campbell
eosEdge Legal
[email protected]
774-7776784
Bob
Kerner
Lockton Inc.
[email protected]
Shane
Higgins
Lockton Inc.
[email protected]
Bill
Ortiz
Lockton Inc.
[email protected]
Sally
Kim
Lockton Inc.
[email protected]
Angela
Topolosek
Via West Group
[email protected]
949-2524424 213-6890519 213-6892339 213-3344642 602-9578300
Bank account transfers, QuickBooks, wire requests QuickBooks, wire requests QuickBooks, bank services (stop payments) General office, mail, acknowledgements Credit card statements, card fraud Legal counsel, Contractor agreements, Insurance renewal terms & applications Cyber security contractor, recommendations, and next steps Insurance policy renewals Insurance policy renewals Insurance policy renewals Insurance policy renewals, billing Landlord, rent invoices
Senior Vice President Account Executive Account Manager Project Coordinator Property Manager
[email protected]
[email protected]
480-3677319 480-3677355
Day of Day of Day of 1-2 months before policy renewal
Day of
1-2 months before renewal 1-2 months before renewal 1-2 months before renewal 1-2 months before renewal Day of
Lynda
Hilton
Finance Associate
Sara
Figueroa
Senior Accountant
Joe
Stevens
Accountant
APPENDICES • Finance Manual
Arizona Community Foundation Arizona Community Foundation Arizona Community Foundation
[email protected]
602-3811400
Finance for DSP Hawaii
Day of
[email protected]
602-3811400
Finance for DSP Hawaii
Day of
[email protected]
602-3811400
Finance for DSP Hawaii
Day of
2. MARKETING The Foundation and the Program are supported by a part-time position focused on the organization’s communications activities, including public press relations, maintenance of the website, and publications such as the Program’s annual report. GOALS • Create printed and e-material for prospective applicants and their high school teachers and counselors, and for community members who work with high school students in various capacities • Publish an annual report to communicate with stakeholders and others about Program milestones TASKS FOR PLANNING Task Verify eligibility criteria
Revise marketing flyer for wide distribution
Description Ensure the alignment of criteria with policies, i.e., determine whether any eligibility criteria have been updated (i.e. Test Score Minimums, U.S. Citizenship, etc.). Update marketing flyer for next academic year o Make electronic updates via Adobe InDesign o Ensure timeline dates are updated o Alert and consult vendors, i.e., Prisma Graphics
Staff Lead(s) Executive Director, Marketing Coordinator
Timeline July
Executive Director, Selection Coordinator, Marketing Coordinator
July
Revise marketing PowerPoint Schedule marketing presentations at high schools and college fairs
Mail prospective applicants
Prepare and mail “Goody Bags”
o Once flyer is proofed by the Selection Coordinator and the Executive Director, send to Prisma for printing Update marketing PowerPoint for next academic year o Make changes to Master PowerPoint File o Ensure timeline dates are updated Coordinate virtual and/or in-person marketing presentations for high school students o Determine marketing strategy and frequency of in-person and virtual visits o For target high schools, email contacts to secure a presentation slot o Register for College Fair Week (contact Kat Pastor) Seniors: Purchase names of eligible students from ACT and College Board (SAT) o Send a marketing flyer to home address o Update and include a letter introducing the Program Juniors: Purchase names of eligible students from College Board (PSAT) o Send a marketing flyer to home address o Update and include letter introducing the Program Send to high schools where presentations are not possible. Include the following items: o Pepperidge Farm Snacks (nothing that can melt) o Letter from DSP office sending regrets o Marketing Flyers o Contact Information
Marketing Coordinator, Intern
July
Marketing Coordinator, Intern
July – September (Coordinate) September – December (Execute)
Marketing Coordinator, Intern
August/December
Intern
September – December
Schedule information sessions for high school students and parents
Schedule information sessions for high school counselors
Facilitate design and creation of DSP publications
o List of previous recipients and finalists form the school (if any) o Determine dates for information sessions o Include dates in letters for various mailings o Update website with registration links o Setup meetings in Zoom Webinar o Finalize PPT presentation and run a practice session o Determine dates for information sessions o Include dates in letters for various mailings o Update website with registration links o Setup meetings in Zoom Webinar o Finalize PPT presentation and run a practice session Carry out design and production of the following: o Desk calendar o Scholar directory o New scholar handbook o Birthday cards o Holiday cards o Annual report
Marketing Coordinator, Intern
Summer (Coordinate) September – October (Execute)
Marketing Coordinator, Intern
Summer (Coordinate) September – October (Execute)
Marketing Coordinator
Desk calendar – December Scholar directory – Summer New Scholar handbook – late Spring Birthday & holiday cards – as needed Annual report – Fall
TIPS/INSIGHTS FOR PLANNING • Crafting the presentation of important information for a variety of audiences is key • Publications are time-consuming efforts that require skill sets including writing and editing, design and storytelling, data analysis, project (time) management, and facility with various software, platforms, and technologies
CONTACTS (PUBLICATIONS) First Name
Last Name
Title
Organization
Email
Phone
Description
Communication Timeline
Shelley
Tritch
Account Executive
Prisma
stritch@prismagrap hic.com
602-243-8583
As Needed
John
Monteith
Senior Account Executive
Alphagraphics on Camelback
jmonteith@alphagra phics.com
602-263-0122
Printing for AR, Marketing Mailings Printing for Scholar Directories
As Needed
CONTACTS (MARKETING OUTREACH) First Name
Last Name
Title
Organization
Email
Phone
Description
Communication Timeline
Brian
Willett
ACT Encoura Data Lab
[email protected]
816-491-7495
Contact to purchase orders for ACT names
August Mailing December Mailing
Amarone
Thach
Regional Director, Higher Ed Group Coordinator Senior
Upward Bound ASU
Amaroney.thach@a su.edu
480-965-6483
August email blast
Diana
Betoney
Director
Upward Bound NAU
Diana.betoney@nau .edu
928-523-6984
Eugene
Begay
Program Coordinator
NAU Talent Search
Eugene.begay@nau .edu
928-523-6987
Roxanne
Dewyer
602-687-7450
Reno
Northern Arizona College Resource Center College Depot
Roxanne.dewyer@n au.edu
Judy
Director of Statewide Initiatives Director
College.depot@pho enix.gov
602-261-8847
Naomi
Taylor
Senior Program Specialist
Big Brothers Big Sisters
[email protected] v
602-264-9254
Marketing contact during application season Marketing contact during application season Marketing contact during application season Marketing contact during application season Marketing contact during application season Marketing contact during application season
August email blast August email blast August email blast August email blast August email blast
Teena
Olszewski
Director
Arizona Gear Up
[email protected]
602-776-4613
Theresa
BooneSchuler
CEO
Kinlani Dorms
Tbooneschuler.fbd @gmail.com
928-774-5279
Kat
Pastor
Counselor
Flagstaff High School
[email protected]
928-773-8100
Marketing contact during application season Marketing contact during application season Contact for AZ College Fair Week
APPENDICES • • • • • • • • •
Marketing Flyer Annual Report Marketing PowerPoint Template email to previous DSP recommenders o Electronic campaign to prospective Dorrance Scholars Template email blast to prospective applicants Template email blast to Counselors Template hard copy letter to prospective applicants o Instructions to purchase names of prospective applicants through ACT/SAT Template email to high schools for presentations Template email to high schools declining a presentation
August email blast August email blast Summer, As Needed
.
3. SELECTION The Foundation and the Program are supported by a part-time position that identifies eligible candidates and convenes reading and interview committees to select recipients. The selection process for the Dorrance Scholarship Program is conducted in four phases: The application for the scholarship includes (1) the submission of demographic information and a summary of extracurricular activities, work history, and community service; (2) the submission of an essay, short answer responses, and two recommendations; and (3) a personal interview. Finally, selected students must (4) attend the Program’s orientation and successfully participate in the Program’s Summer Bridge experience. to receive their scholarship for the academic year. GOAL • Select a new class of up to 36 Scholars each academic year – 12 at each of the three state universities TASKS FOR PLANNING Task Update application Launch application Oversee Q&A period
Description Reformat, provide changes to questions, review, and update in online platform/SmarterSelect, and create headers for merging Publish live application in SmarterSelect Respond to all applicant and recommender emails and phones calls Schedule and staff Zoom information sessions for applicants, parents, professionals (including a session in Spanish)
Staff Lead(s) Selection Coordinator
Timeline July-August
Selection Coordinator Selection Coordinator, Intern
September 1 September 1May
Identify and invite reading and interview committees
Convene the staff to select prospective alumni and community members to serve on these committees
Selection Coordinator
Selection: Close phase 1 Selection: Complete eligibility verification Selection: Initiate phase 2 Selection: Close phase 2 Outreach: Schedule and convene reading committees Selection: Facilitate interviews
Close the application and finish the final verification process Verify test scores, GPA, financial need, firstgeneration status Notify all eligible semi-finalist and their recommenders and re-open application Close the application and finish the final verification process with a pre-determined matrix Merge and prep all applications, send reminder emails to committees with reading materials, catering orders, compile binders and iPads Notify finalists, merge and prep all applications, send reminder emails to committees with reading materials, catering orders, compile binders and iPads prep/mail iPads, reminder emails to committees with instructions, catering, set-up interview rooms, assign staff to roles, location/time reminders to interviewees Selection Coordinator sends all turn downs and all Advisors notify recipients about next steps
Selection Coordinator, Intern
Selection: Announce finalists
Selection Coordinator, Intern
NovemberJanuary (Reading) November- April (Interview) Mid-February
Selection Coordinator, Intern
September- MidFebruary Late FebruaryMid-March Mid-March
Selection Coordinator, Intern
Late March
Selection Coordinator-Lead All staff
Mid to late April
Selection coordinator, Advisors
Day after interviews in April
Selection Coordinator
TIPS/INSIGHTS FOR PLANNING • Provide opportunity for donor participation in the selection process • Application deadlines need to align with the dates scores will be available for December ACT/SAT/CLT test dates
• The verification of application documents needs to happen as they come, not just after the application closes APPENDICES • Phase I Applicant Email Blasts o 2 weeks before deadline o 1 week before deadline o 1 day before deadline o Submitted application email o Phase I Eligible Semi-Finalists o Phase I Ineligible applicants ▪ Counselor Notification • Phase II Applicant Email Blasts o 3 days before deadline o 2 days before deadline o 1 day before deadline o Phase II Ineligible Applicants ▪ Counselor Notification • Phase III Applicant Email Blasts o Invitation to interview ▪ Counselor Notification o 1 week before interviews ▪ DSP Map/Parking Information o DSP Scholarship Offer o DSP Decline Email • DSP Scholarship Application • Green Room Talking Points • Finalist Sign-In Sheet
• • • • • • • • • • • • • • • • • • • • •
Finalist Release Form DSP Orientation Flyer Reading Committee Member Instructions Selection Committee Member Instructions Conflict of Interest Policy for Selection Committee Selection Committee Roster by University Selection Committee Score Sheets Finalist Rating Sheet and Summary Data Form Selection Committee Notes Sheets Selection Committee Interview Questions Spark Sheet University Cost of Attendance Reference Sheet Federal Pell Grant Program Reference Sheet Selection Committee Decision Sheet by University Selection Committee Charitable Donation Form Selection Committee Expense Reimbursement Form New Release announcing new DSP class Updated Roster Award Ceremony Script Award Ceremony Certificate Welcome to the Program Letter
THE PROGR THE PROGRAM The Program consists of bridging students from high school to college, engaging them in various activities that enrich their studies, including training in entrepreneurship and studying abroad, and fostering matriculation and a path toward graduate school and/or a career. In addition to their classroom studies and campus extracurricular activities, the scholars participate in a summer experience to help the transition from high school to a university, an innovation/entrepreneurship program, cultural events, internships, and a travel/study semester abroad, all sponsored and fully-funded by the Program. The scholars selected typically have had limited prior exposure to the experiences that the Program provides. Participation in Program activities is required except for the semester abroad.
4. READINESS AND RETENTION The Foundation and the Program are supported by three Coordinators, one assigned to each university where Dorrance scholarships are awarded, whose focus is on college readiness, retention, and matriculation of Dorrance Scholars. GOALS • Readiness: Transition or bridge the new class of Scholars to college • Retention: Support Scholars academically and financially for the duration of the Program to retain them for the duration of the fouryear program • Enrichment: Enhance the undergraduate experience with focused enrichment activities within learning communities • Readiness for graduate school and career: Prepare Scholars to access the highest and best opportunities in their desired field
4.1 READINESS: ORIENTATION AND BRIDGE ORIENTATION At a one-day orientation held at the Program’s Tempe offices, the newly-awarded class of Dorrance Scholars meet the Program staff and select alumni, learn about the next four years, complete assessments for placement in mathematics and writing courses offered at the Program’s summer transition, or bridge, experience, and sign the Dorrance Scholar Participation Agreement. Attendance at orientation is required. BRIDGE The Foundation and the Program are supported by a part-time position to direct a summer transition/bridge program. During the summer following selection, and after the Program’s orientation, rising freshmen participate in a six-week immersive experience hosted by the Program on the Northern Arizona University campus. This program is meant to help close the cognitive and affective gaps between high school and college and to build camaraderie among the new class members. Dorrance Scholars are introduced to learning processes, campus resources, and university academic expectations that will assist them to become successful scholars and university students. Scholars will take academic courses in mathematics and writing during the bridge program, as well as other workshops taught by university faculty and DSP Advisors. Scholars who successfully complete the coursework will earn three-four units of mathematics and three units of English credits. As already stated above, the successful completion of the bridge program is the final eligibility requirement for the Dorrance award. GOALS • • • • •
Provide a successful transition from high school to university, both personally and academically Introduce students to college faculty and expectations, especially in writing and mathematics Build camaraderie within the group Facilitate conversations to match passion, strengths, and career aspirations with a degree program Define and facilitate what it means to be successful in the Program and in college
TASKS FOR PLANNING (ORIENTATION) Task Create agenda Update handbook
Description Invite speakers, plan day Work with DSP staff to update their pages
Facilitate writing placement
Work with Marci to mail assignment to students with clear expectations, and submission guidelines. (Contact 15) Work with Mary to get students pre-registered, to Bridge Coordinator take test on computer. Get updated ‘off-site proctor’ instructions (Contact 7) Set up DSP classroom with 36 computers, preBridge Coordinator and load computers with websites. Accountant
Early Spring – prep
Invite 3-4 current scholars for lunch panel Q&A
Bridge Coordinator
Print name tags, print sign in sheet, and handout DSP Led sessions: prep PowerPoint, designate speaker Lunch for scholars, panelists, staff
Bridge Coordinator Advisors
Mid Spring invite Late Spring Late Spring
Intern
Late Spring
Students apply, and DSP receives student ID NAU (Contact 1), CCC (Contact 10)
Bridge Coordinator
Late Spring
Collect documentation required by NAU and CCC for admission, or waivers for programs. Process, scan documents and return originals to scholars Meet students, proctor placements, have students apply to CCC, have students sign PA, built in Q&A (group and individual)
Advisors
At Orientation – first Saturday in May At Orientation – first Saturday in May
Facilitate math placement Purchase a class set of laptops Schedule scholar panel Print materials Prepare content Schedule catered lunch Verify student admittance to NAU and CCC Ensure document submission Host one-day orientation
Staff Lead(s) Bridge Coordinator Bridge Coordinator and Marketing Coordinator Bridge Coordinator
Advisors
Timeline Early Spring Early Spring
Early Spring – prep Mid Spring
TASKS FOR PLANNING (BRIDGE) Task Prepare budget
Description Set and track budget
Confirm math and English courses
Orient faculty and tutors to DSP, secure class rooms, buy textbooks, place students, enroll students, check in about student progress and staff needs, send transcripts after program (English Contact 15, Math Contact 6) Update Bridge Binder
Update binder Secure peer mentors
Complete faculty contracts Coordinate Uni 101
Train, check in, personal development, approve community building programming, van rental (Contact 14), provide support for conversations with students Process contracts and pay
Staff Lead(s) Bridge Coordinator, Accountant Bridge Coordinator
Bridge Coordinator, Marketing Coordinator Bridge Coordinator
Timeline Early Fall Early Fall – share dates, and build classes Late Spring – enroll students Mid Fall – Early Spring Mid Fall – Hire Late Spring – Train
Accountant
Early Spring
Bridge Coordinator
Early Spring
Coordinate lodging, classroom, faculty speakers Bridge Coordinator (4-5 topics) Campus rec: fitness and excursions (Contact 5), Bridge Coordinator Jacks Card Office, insurance (Contact 12), campus dining (Contact 3), campus housing (Contact 2), financial aid, Van rental (Contact 14), admissions (Contact 1), Campus health, career services Coordinate move in weekend, closing weekend, Bridge Coordinator etiquette dinner (Contact 11), headshots, alumni panel, cultural event, applying for passports (Contact 13)
Early Spring
Coordinate guest speakers and DSP speakers
(11 topics) (university resource staff, instructors, DSP alumni) Schedule faculty lecture series Confirm NAU departments
Schedule one-time events
Early Spring
Early Spring
Print admin documents Assemble welcome baskets Confirm Uni 101 Facilitate advising
Create individual schedules, photo roster, program calendar, welcome letter Order and pack welcome baskets, with DSP welcome gear, portfolio, and school supplies Develop content to present to during week 1 and weekly meetings (11 topics) Meet with scholars at least twice, review weekly reflections, help students understand fall schedule, expectations, financial aid.
Bridge Coordinator
Mid Spring
Bridge Coordinator, Intern
Late Spring
Advisors
Summer
Advisors
Summer
TIPS/INSIGHTS FOR PLANNING • Design activity schedules mindful of university and Program dates, and scholar’s need to study, complete homework, socialize, and rest • Identify faculty who are familiar with the characteristics of first-generation college students • It is essential to begin the planning process in early fall • Communicate early and often with your higher education contacts in order to identify instructors, schedule a math placement, and build classes. Begin the enrollment process as soon as new Scholars are selected. They must apply, be admitted, take the math placement, be placed, and be assigned to classes all before Bridge begins • Work with university administrators to identify instructors who are familiar with the student population and would be a good fit to teach for this program CONTACTS FOR BRIDGE
1
First Name
Last Name Title
Organization
Email
Chris
Mott
NAU Admissions
Christopher.mott@ nau.edu
Director
Phone
Description
Communication Timeline
Contact for students applying on interview day, and being admitted by orientation
Jan – share dates April – who has an app on file at NAU May – process applications and send IDs
2
Alicia
Stewart Voytek
Executive Director
NAU Housing and Residence Life
Alicia.stewart@nau .edu
928-5233978
Contact for on campus housing
3
Felton
Williams
Controller
NAU Campus Dining
Felton.williams@na u.edu
928-5236135
Contact for meal plans
4
Linda
Carter
NAU Catering
[email protected]
5
Clint
Rose
Coordinator
NAU Campus Rec
Clinton.e.rose@na u.edu
928-5232732
Contact for Saturday trips, fitness classes, challenge course
6
Gina
Nabours
Interim Director
NAU Lumberjack Math Center
Gina.nabours@nau .edu
928-5235301
7
Marietta
Fule
Program Director
NAU Dept of Math and Stats
[email protected]
928-5230276
Contact for math classes and instructors Contact for math placement
8
Roland
Shae
Coordinator
NAU Dept of Math and Stats
Roland.shay@nau. edu
928-5236462
9
Kimberly
Batty-Herbert
CCC
Robin
Jarecki
Kimberly.batty_her [email protected] u Robin.Jarecki@coc onino.edu
928-2264362
10
11
Julene
Boger
12
Cynthia
Rabe
Dean of Arts and Sciences Registrar and Director of Enrollment Services Etiquette Teacher Revenue Cycle Manager
CCC
NAU NAU
Julene.boger@nau. edu Cynthia.rabe@nau. edu
Contact for catered meals
928-2264228
928-5236361
Contact for classroom space and hiring 9mentors and tutors Contact for hiring Eng instructor
Sept – Dates to reserve April – hall placement May – Roommate assignments and bill student accounts Aug - invoice March – program dates May – student IDs to apply meal plan and bill accounts Aug - invoice May – DSP staff inputs orders online, and emails Linda for confirmation Jan – Dates March – Program Plan May – Confirmation of programs and staffing Aug - invoice Sept – Share dates Jan – confirm instructors May – placement March – share timeline April – set date for meeting May – Discuss math placement and enroll Sept – program dates Jan – Final class schedule Aug - Invoice Sept – dates Jan – syllabus
Contact for Eng admissions and enrollment
Jan – Timeline May – admissions, enrollment, send invoice
Teaches etiquette dinner Enrolls students in NAU health insurance policy
Jan – confirm date Jan – sent program dates May – send roster, and receive policy info
13
Sky
Yazzie
14
Nesta
McKnight
15
Marci
Bowman
Center for Internationa l Education Fleet Services Writing Instructor
NAU
[email protected] u
928-5237173
Helps students apply for passports
Jan – set date July - workshop
NAU
Nesta.mcknight@n au.edu thewritingcraft@g mail.com
928.5232770
Rents van for Peer mentors Teaches two ENG courses, in two sections
Jan – Dates June – pick up van Sept – dates Jan – contract Mar – placement June – teach course
CCC
APPENDICES • • • • • • • • • • • • •
Orientation Agenda Participation Agreement Scholar Handbook Reminder Emails Math Placement Email Bridge Welcome Letter Faculty Welcome Letter Post-Bridge Survey for Scholars Summer Bridge Handbook Peer Mentor Training (application, agenda, handouts) Bridge Coordinator To-Do List Bridge Schedule and Components Welcome basket
4.2 PERSISTENCE The effort to facilitate persistence for scholars in college, in their chosen degree program, and in the Program itself is overseen by the Coordinators. They work closely together to ensure the continuity of the Program across the three universities, and they monitor academic achievement and recommend opportunities for growth and interventions if needed via individual and group meetings on-campus. Their work on behalf of the Program and its Scholars is guided in part by their personal experiences and professional knowledge as past recipients of the Dorrance Scholarship. GOALS • Provide a successful transition from year to year • Provide academic and personal support for current Scholars • Define and facilitate what it means to be a successful Dorrance Scholar TASKS FOR PLANNING Task Conduct individual meetings
Facilitate group meetings
Complete scholarship renewal
Description Schedule meetings with current Scholars (Scholars are encouraged to schedule additional meetings as needed) • Freshman – Twice per semester • Sophomores – Twice per semester • Juniors – Twice per semester • Seniors – Once per semester Design curriculum • Freshmen – Weekly meetings • Sophomores/Juniors/Seniors – Monthly meetings Determine scholarship renewal for Scholars by confirming submission of: • Annual survey
Staff Lead(s) Advisors
Timeline Fall/Spring
Advisors
Fall/Spring
Executive Director, Advisors
Fall/Spring
• • • • •
Submission of transcripts Year End Report Community Service Hours Student Aid Report Financial Aid Award Letter
TIPS/INSIGHTS FOR PLANNING • Reconcile program and university calendars • Communicate frequently with Scholars on probation • Encourage Scholars to revisit four, five, and six-year plans – both logistical and aspirational APPENDICES • • • • • • • • • • • • • • •
Request for Individual Meeting Sign-up Schedule of Semester Meetings Reminders for Scholar Tasks Advisor Meeting Agenda Campus Meeting Attendance Sheet Counseling Policy Degree Plan Funding Request Form Graduate School Research Assignment Graduate School Funding Form Job Shadow Guidelines and Experience Letter of Recommendation Request Form Midterm Grades Form Online Tutoring Reimbursement Form Plan for Improvement
• • • • • • • • • • •
Presentation Scoring Rubric Professional Development Funding Form Senior Grant Project Instructions Task List by Year Tutor Form Volunteer Guidelines and Form Why This Major Report End of Term Survey Annual Survey Year End Report Guidelines Renewal Letter Samples o Warning, Probation, Suspension, Revoke
ASU CONTACTS First Name
Last Name
Monica
Petersen
Annestelle
Pedreiro
Nydia
De Anda
Title
Program Coordinator
Associate Director
Description
Communication Timeline
[email protected]
CC with scholarship wire
July and Nov
[email protected]
CC with scholarship wire
Grades in May and Dec. Wires in July and Nov
Student FA questions and support. Reports grades and overawards
Overawards in Aug and Jan
CC with scholarship wire
July and Nov
Organization
Email
Financial Aid and Scholarships Financial Aid and Scholarships
Financial Aid and Scholarships
[email protected]
Phone
480-9655435
Questions and needed
Sylvia
Jencks
Account Principal
SBS Treasury Business Services
[email protected]
CC with scholarship wire
July and Nov
Melissa
Heinrich
Senior Director
Financial Aid and Scholarships
[email protected]
CC with scholarship wire
July and Nov
Maggie
Flynn
Coordinator
Study Abroad Office
[email protected]
Study Abroad Contact
As Needed
Amanda
Butkiewicz
Assistant Director
Career Development and Experiential Learning
[email protected] 480-965-
Scholar Meeting Presenter
As Needed
4137
480-9658334
Kimberly
Frick
Associate Director
ASUHS Health Initiatives
[email protected]
480-9659401
Scholar Meeting Presenter
As Needed
Brenda
Young
Senior Health Educator
ASU Wellness
[email protected]
480-9658910
Scholar Meeting Presenter
As Needed
Kyle
Mox
Associate Dean
Barrett, the Honors College
[email protected]
480-7278204
Barrett Questions and Scholar Meeting Presenter
As Needed
Brianna
Miloz
Program Coordinator
National Scholarship Advisement
[email protected]
480-9655894
Scholar Meeting Presenter
As Needed
Kevin
Correa
Director
First Year Success Office
[email protected]
480-9653126
Resource
As Needed
NAU CONTACTS First Last Name Name
Title
Organization Email
Phone
Description
Communication Timeline
Esther
Cuellar
Associate Director, Financial Aid
NAU
[email protected]
928 5236079
CC with scholarship wire
Student FA questions and support. Reports grades and overawards
Grades in May and Dec. Wires in July and Nov
Overawards in Aug and Jan Questions as needed
Tamara
Lee
Program Coordinator, Senior – Financial Aid
NAU
[email protected]
928-5235310
CC with scholarship wire
July and Nov
Tricia
Sherrard
Education Abroad Advisor
NAU
[email protected]
928 5235239
Contact for transfer credits for study abroad
As Needed
Linda
Carter
Catering Event Coordinator
NAU
[email protected]
928-5234981
Catering for Scholar meetings
July and Nov
Student Unions
NAU
928-5234313
Room reservations for Scholar meetings
July and Nov
Morgan
Owen
[email protected]
Questions as needed
Questions as needed
Roberto
Diaz Aquino
Assistant Director – Career Programming
NAU
[email protected]
928-5231030
Scholar Meeting Presenter
As Needed
Emily
McCarthy
Director – Career Development
NAU
[email protected]
928-5233922
Scholar Meeting Presenter
As Needed
UA CONTACTS First Last Name Name
Title
Organization Email
Carmen
Manager, Scholarships
Office of Scholarships and Financial Aid
Maldonado
[email protected]
Phone
Description
Communication Timeline
520.621.1858
CC with scholarship wire
Grades in May and Dec. Wires in July and Nov
Student FA questions and support. Reports grades and overawards
Overawards in Aug and Jan Questions as needed
Michelle
Mixer
Associate Director, Scholarship
UA Foundation
[email protected]
CC with scholarship wire
July and Nov
Christine
Wong
Accountant, Senior
Office of Scholarships and Financial Aid
[email protected]
CC with scholarship wire
July and Nov
Johnique
Woods
Sales and Event Planner
Student Union Event Planning Office & Arizona Catering Co.
[email protected]
Catering for scholar meetings.
July and Nov
520.621.9433
Questions as needed
Morgan
Evans
Peer Education Student Coordinator
Student Engagement and Career Development
[email protected]
520.621.2588
Scholar Meeting Presenter
As needed
Nura
Dualeh
Director of Undergraduate Research and Graduate Preparation Programs
Graduate College
[email protected]
520.626.7475
Scholar Meeting Presenter
As needed
5. ENRICHMENT PROGRAMS In 2018, the Program underwent a strategic plan and stakeholders expressed their support for enhanced enrichment activities. Education in the humanities has served our students remarkably well. Knowing that today’s college students will encounter a future transformed by technology, we want to ensure that they also have the critical skills and understanding from the humanities to make sense of that future—James Hensley, Executive Director, DFFE.
The Foundation and the Program support various activities to enrich the Scholars’ university programs of study, which are increasingly in STEM fields. In particular, the Founders value entrepreneurship and international experience; the Program sponsors summer coursework in the humanities followed by a semester abroad, and formal training in innovation and entrepreneurial thinking. The following activities represent the Program’s ongoing efforts to fulfill the strategic plan’s recommendations.
5.1 HUMANITIES The Foundation and the Program are supported by a full-time position (based in Orvieto, Italy during the academic year and in Tucson, AZ during the summer) focused on the integration of the humanities in two related but distinct programs. 5.1a Summer Humanities Program: During the summer following freshman year, rising sophomores participate in five weeks of course study in the humanities at the University of Arizona that focus on the legacy of the ancient western world in the United States, and that (re)acquaints Scholars with the disciplines of art, literature, and history. The courses offer Scholars many opportunities to analyze cultural artifacts and attempt to foster an appreciation (at least) for some of the great western artistic works and sites in Europe, tracing their influence to the United States. Scholars who successfully complete the coursework earn six units of credit in Classics.
GOALS • Provide a foundational, interdisciplinary experience in the humanities (to introduce Scholars to different people and places, and to themselves) • Address skepticism regarding the value of including the study of the humanities in their STEM degree plan • Address fears about traveling abroad, especially for an extended period TASKS FOR PLANNING Item Select faculty Secure contract for faculty Set program calendar Enroll students in courses & secure meeting space for DSP Programing Secure summer conference housing Secure meal plans
Description Working collaboratively with the college of humanities, faculty are selected to teach the courses designated for the program. Contracted is drafted to reflect teaching load, and program dates. Executive Director to set compensation and other constraints. Based on academic calendar and faculty constraints, a program calendar is created. Program dates and rosters are sent to the College of Humanities to enroll students and secure classroom space. Additional space (Union, Residence Hall, etc.) is secured independently. Initial request is sent in January and follow up occurs in March/April.
Staff Lead(s) Executive Director
Timeline January-March
Executive Director, Accountant
March-April
Travel Coordinator
March-April
Travel Coordinator
April
Travel Coordinator
Meal plan requirements are set based on program calendar. Initial request includes research on what dining options will be available on campus.
Travel Coordinator
January: Request March-April: Confirmation March
Secure CatCards for scholars
Secure speakers and site visits Plan group meetings and Italian workshops Open Wells Fargo accounts for scholars
After admissions is confirmed. Contact CatCard office to book appointment on first day of program. Have students bring required identification and complete applications in advance Once dates and classes have been set speakers and visits are confirmed. Reach out based on priority and flexibility. Based on all other calendar constraints, fill in available time with DSP content. Secure appointment to have a group financial education and have students sign up for appointments to open account independently
Advise Scholars & administer program
Act as point of contact for all aspects of the program. Advise students related to program courses, travel, and other concerns as they arise. Conduct at least two individual meetings per scholar. Update and administer Update previous years evaluation and administer evaluation on last day of the program. Once all responses have been collected compile responses and create reports to be shared with DSP Staff and faculty.
Travel Coordinator
March: Request May: Students apply for cards
Travel Coordinator
March-April
Travel Coordinator
February-May
Travel Coordinator
Travel Coordinator
March: Request May-June: Students open accounts May-June
Travel Coordinator
May-June
TIPS/INSIGHTS FOR PLANNING • Design activity schedules mindful of university and Program dates, and Scholar’s need to study, complete homework, socialize, and rest • Identify and retain faculty who are familiar with the characteristics of first-generation college students and able to work with students who are not majoring in the humanities
• Engage Scholars who do not plan to study abroad to help them see the value of the courses themselves and to appreciate the study of the humanities for its own sake • Foster camaraderie between traveling and non-traveling Scholars • Carefully schedule activities to complement rather than disrupt Scholars’ degree plans. For example, summer activities are scheduled during one of two summer sessions so that other is free for the Scholars to use as they wish (summer classes, work) CONTACTS FOR HUMANITIES PROGRAM First Name
Last Name
Title
Organization
Email
Phone
Karen
Seat
Department Head
UA Religious Studies and Classics
[email protected] na.edu
Leonora
Escobar
UA College of Humanities
[email protected] izona.edu
520-621-0042
Toni
Alexander
UA College of Humanities
[email protected] ona.edu
520-626-3874
Lindsay
Downs
Curriculum Services Coordinator SILLC Assistant Dean, BusinessFinance College of Humanities Study Abroad Enrollment & Curriculum Manager
UA Study Abroad
[email protected] zona.edu
520-626-0673
Lisa
Nava
Textbook Buyer
UA Bookstore
[email protected] na.edu
Carmen
Madonado
Project Coordinator
UA Office of Scholarships and Financial Aid
carmenmoreno@em ail.arizona.edu
520-621-2491
Matt
Stevenson
Financial Services Specialist, Sr.
UA CatCard Services
[email protected] ona.edu
520-621-1709
Description
Communication Timeline
Contact for faculty and course matters Contact for enrolling students & securing classroom space Contact for Tech Series and other College of Humanities matters
As needed
Admits ASU and NAU students via NDS Application
January: Confirm app process March: Confirm student presentation April: Confirm enrollment March: Place order May: Confirm pickup
Contact for ordering textbooks Contact for cost of attendance and all financial aid matters Contact for securing CatCards
April: Contact May: Confirmation As needed
As needed
April: Set appointment and verify fees May: Confirm visit
Varies
UA Meal Plans
[email protected] zona.edu
Varies
UA Summer Conference Housing
conferencehousing @email.arizona.edu
Contact for securing CatCash deposit for student accounts Contact for campus housing
Tyler
Meier
Executive Director
UA Poetry Center
[email protected] a.edu
520-626-5880
Contact for visit
Meg
Jackson Fox
Associate Curator, Academic & Public Programs
UA Center for Creative Photography
JacksonFoxM@ccp. arizona.edu
520-621-0447
Contact for visit
Borbi
Gaspar
UA Faculty
[email protected] ona.edu
Contact for Italian Cooking Class
Julene
Boger
NAU Faculty
[email protected] du
Contact for Etiquette Dinner
German
Castro
International SOS
German.CASTRO@i nternationalsos.com
215-360-5097
Becky
Keyes
Mountain View Tours
Becky.K@mountainv iewtours.com
520-292-1183
Regional Security Manager Office Manager/Disp atcher
APPENDICES • • • • • •
Humanities Manual Humanities Program Dates and Details Individual Meeting Sign-Ups Individual Meeting Follow-ups Grade Check Follow-ups Participation Agreement Addendum – Humanities Program
Contact for Travel Awareness Training Contact for bus transportation in and around Tucson
April: confirm process and fees May: Confirm date of deposit January: Submit application March/April: Confirm placement and contract May: Confirm check in and roommates March: Contact to secure visit May: Reconfirm visit March: Contact to secure visit May: Reconfirm visit March: Contact to secure date May: Reconfirm class March: Contact to secure date May: Reconfirm class March: Contact to secure visit May: Reconfirm visit As needed
• •
Welcome Letter Suggested Packing List
5.1b Study Abroad: During their sophomore year, Scholars may participate in an optional semester-long study/travel program based in Orvieto, Italy to advance their knowledge of western cultural foundations and their legacy in the United States. Scholars take humanities courses in Orvieto, and travel throughout Italy, and to parts of France and to major sites on the east coast of the USA. Scholars who successfully complete the coursework earn a minimum of 12 credits in Humanities. GOALS • Introduce Scholars to different cultures, both in theory (academically) and in practice (the study abroad experience itself), thereby contributing to global citizenship • Acquaint Scholars to classrooms without walls • Instill confidence to travel abroad and a desire to travel abroad independently TASKS FOR PLANNING Item Hire faculty (fall and spring) Secure contract for faculty Set travel calendar for academic year
Description Working collaboratively with the college of humanities and Arizona in Italy, faculty are selected to teach the courses designated for the program. Contracted is drafted to reflect teaching load, and program dates. Executive Director to set compensation and other constraints. Based on courses, faculty, and global situations select travel destinations and dates
Staff Lead(s) Executive Director
Timeline January-April
Executive Director, Accountant
April-June
Executive Director, Travel Coordinator
March-April
Have students enrolled in study abroad programs Purchase flights (fall and spring) Plan excursions
Secure housing for Scholars in Italy Secure hotels, transportation, and booking for all nonItaly parts of the program Set Scholar per diems Ensure Scholars are enrolled in courses Order text and supplies Prepare and print travel rosters & documents
Send second scholarships
Work with university contacts to create and enroll students in appropriate study abroad programs Verify students’ eligibility and staff requests prior to sending rosters to Sundance for flight options. Final approval from Executive Director. Propose schedules to faculty and Executive Director based on reports from prior years and adjust as necessary. Ensure bookings once schedules are agreed upon. Provide roster to Alba and confirm apartment and hotel recommendations Based on itinerary make all necessary bookings
Travel Coordinator
March/October
Executive Director, Travel Coordinator
JuneJuly/NovemberDecember May-July/OctoberNovember
Travel Coordinator, Italian Liaison (Alba) Travel Coordinator
July/November
Based on travel itinerary set student per diems
Travel Coordinator, Accountant Travel Coordinator
June/October
Travel Coordinator
July/November
Travel Coordinator
August/December
Collect elective choices from scholars and provide enrolment rosters to UA Study Abroad Order text and supplies, setting shipping based on itinerary Prepare and print all necessary documents • Insurance • Health and emergency contact • Flights • Passports • Reservation Confirmations Verify that all student aid is disbursed before requesting second scholarship to zero out balances
Executive Director, Travel Coordinator, Italian Liaison (Alba)
Travel Coordinator, Accountant
Ongoing
July/November
Facilitate advising
• • • • • • • • • •
Assist with orientation Sit in on classes Hold individual meetings Host weekly meeting Visit every apartment Informally interact with scholars and model desired affective attitudes and Encourage extracurricular exploration Administer independent travel Document all incidents Serve as liaison between UA Study Abroad and scholars
Travel Coordinator
Ongoing
TIPS/INSIGHTS FOR PLANNING • Design activity schedules mindful of local holidays, university and Program dates, and scholar’s need to study, complete homework, socialize, and rest • Identify faculty who are familiar with the characteristics of first-generation college students • Work closely with peers and Italian-based staff to ensure a safe and efficacious experience and a smooth transition to Europe and back to the United States • Utilize accommodations and vendors who have been vetted by partners or used previously • Understand trends around tourism which may influence booking timelines and availability • Mrs. Dorrance is the champion of this program and should be apprised of its progress and influence
CONTACTS FOR STUDY ABROAD First Name
Last Name
Title
Organization
Email
Karen
Seat
Department Head
UA Religious Studies and Classics
[email protected] na.edu
Harmony
DeFazio
Director
UA Study Abroad
520-626-0673
Diane
Nelson
UA Study Abroad
520-626-0043
Contact for most program level financial matters
As needed
Lindsay
Downs
UA Study Abroad
[email protected] zona.edu
520-626-0673
Primary Contact
Ongoing
Jill
Calderon
UA Study Abroad
[email protected] ona.edu
Contact for health related matters
As needed
Alyssa
Montijo
UA Study Abroad
Primary Contact for visas Contact for ordering textbooks
March-May
Nava
alyssamontijo@ariz ona.edu [email protected] na.edu
520-626-9211
Lisa
Associate Director, Faculty-led and Exchange Programs UA Global Study Abroad Enrollment & Curriculum Manager Assistant Director Student Health and Safety Administrative Associate Textbook Buyer
[email protected] ona.edu [email protected] na.edu
Maggie
Flynn
ASU Study Abroad
[email protected] du
480-965-9624
Tricia
Sherrard
International Coordinator Partnership & Exchange Programs Education Abroad Advisor (Italy)
NAU Study Abroad
Tricia.Sherrard@nau .edu
UA Bookstore
Phone
Description
Communication Timeline
Contact for faculty and course matters
As needed As needed
Primary contact for ASU Study Abroad Primary contact for NAU Study Abroad
June: Place fall order July: Confirm shipping October: Place spring order November: Confirm shipping Ongoing
Ongoing
Angel
Palumbo
Alba
Frascarelli
Margherita
Di Paolo
Director of Education Abroad Program Manager
NAU Study Abroad
Angelina.Palumbo@ nau.edu
Arizona in Italy
albafrascarelli@emai l.arizona.edu
+39-333-4961838
Arizona in Italy
Margherita.dipaolo @gmail.com
+39-349-8707177
Sundance Travel
[email protected] om
Bookings Charlotte
Downing
Travel Agent
APPENDICES • • • • • • • • • • • • • • • • •
Reminder Email – Flight Details Individual Meeting Sign-ups Fall Break Application Returning to AZ – Flights Details and Guidelines Art Books Intent to Travel Survey Scholar Contact and Medical Information Travel Itineraries Suggested Packing List Dress Code Guidelines Room Assignments Financial Readiness and Studying Abroad Crisis Management Abroad Form Guidelines for Independent Travel Independent Travel Plans Form Midterm Grade Check Fall Break Application
Secondary contact for NAU Study Abroad Primary contact for Arizona in Italy Primary contact for Italy logistics outside of Orvieto See prior years for vendors and contacts Contact for flights
As needed Ongoing Ongoing
As needed
5.2 INNOVATION AND ENTREPRENEURSHIP The Foundation and the Program are supported by a summer faculty position to integrate a three-and-a-half-week experience in Innovation. During the summer following sophomore year, Scholars participate in a program at the University of Arizona that explores innovative thinking and calculated risk-taking, and problem solving. This immersive experience into the world of innovation culminates with live presentations about the ventures Scholars have created. Scholars who successfully complete the coursework will earn three credits in Public and Applied Humanities. Concurrent with this experience, the Program sponsors a lecture series, Humanities: Innovators in a Tech World, and a hands-on technology workshop that introduces coding skills. GOALS • • • • • • •
Foster an entrepreneurial mindset Foster informed social and commercial risk-taking Identify opportunities to improve the human condition Polish public speaking skills Think about the sources and limits of personal creativity Learn to work collaboratively to solve problems Integrate technology into the Program
TASKS FOR PLANNING Item Complete faculty contracts Select peer mentors
Description Created the contract for faculty and determine salary Interviewing and hiring TA and two peer mentors. The TA is current DSP intern and two peer mentors are current scholars or recent alumni
Staff Lead(s) Accountant
Timeline September
Innovation Faculty and Innovation Coordinator
October
Determine budget
Create budget for upcoming program
Complete program planning
Faculty, TA, and peer mentor review/update syllabus, plan field trips and guest speakers, and discuss roles and tasks for each staff member. Introductory Saturday meeting(s) for scholars to learn about the upcoming program Contact UA Conference Services for link to apply for summer housing Get ASU and NAU admitted to the UA by having them fill out a UA non-degree seeking application Reach out to UA parking services to secure parking permits for the program participants Reach out to the UA Classics department with a list of student names for course enrollment Reach out to UA financial aid and inform them of program timeline and when financial aid needs to be disbursed because the program is dynamically dated Develop roommate list and send to UA Conferences services Send scholarships/stipends to UA financial aid with enough time for disbursement prior to the program starting
Schedule saturday meetings Secure housing Confirm non-degree seeking admissions Acquire parking permits Verify course enrollment Confirm financial aid
Follow-up with housing Send scholarships
Innovation Coordinator and Accountant Innovation Faculty, TA, Peer Mentor, and Coordinator
September
Innovation Faculty, TA, Peer Mentor, and Coordinator Innovation Coordinator
October and February December or January March
Innovation Coordinator Innovation Coordinator Innovation Coordinator and UA Classics department Innovation Coordinator
October-May
February or March March March
Innovation Coordinator
April
Accountant
Early May
TIPS/INSIGHTS FOR PLANNING • Design activity schedules mindful of university and Program dates, and scholar’s need to study, complete homework, socialize, and rest • This program has been taught by the same faculty for over ten years, and it is important to nurture that relationship • Scholar programs are scheduled during one of two summer sessions so that other is free for the Scholars to use as they wish (summer classes, work)
• Mr. Dorrance is the champion of this program and should be apprised of its progress and influence CONTACTS First Name
Last Name
Title
Organization Email
Phone
Description
Communication Timeline
Matt
Mars
Innovation Faculty
UA
[email protected] na.edu
520.307.6103
Innovation Faculty
Luke
Symington
UA Conference Services
lsymingt6827@ariz ona.edu
520.621.6502
Housing contact
Deborah
Milora
UA Registrar
[email protected]
520.626.8488
Processes all non-degree seeking applications
February: Initial contact March: Follow-up
Carmen
Maldonado
520.621.2491 520.621.3025
Michael
Wallace
[email protected]. edu [email protected] a.edu
Financial aid disbursement questions Enrollment in courses Parking permits
March: Send timeline Late April: Send reminder
Laird
UA Office of Scholarships & Financial Aid UA Classics Department UA Parking & Transportation
carmenmoreno@em ail.arizona.edu
Jacqueline
Coordinator of Conference & Guest Services Program Director, Office of Summer & Winter Session Project Coordinator, Scholarships Administrative Assistant Visitor Programs Liaison
August: Initial contact October-May: Continual contact December: Initial contact April: Confirmation
APPENDICES • • • • • •
Pre-Innovation Saturday Meeting Reminder Pre-Innovation Meeting Assignment Innovation Program Reminder Email Welcome Letter Suggested Packing List Scholar Dietary Preferences and Parking Pass Form
520.621.3710
Late March: Send roster Mid-April: Send reminder March: Initial contact April: Confirmation
• Innovation Presentations – Save the Date
6. PERSONAL AND PROFESSIONAL GROWTH Over the course of eight semesters and the intervening summers, the Program oversees activities that enrich the college experience and contribute to what some stakeholders referred to in the strategic plan as “developing the whole person.” These activities are organized or facilitated by the Coordinators: • • • • • • • • • • •
Volunteering 40 hours per academic year Attending four cultural events per academic year Attending etiquette dinners during Bridge and the Summer Humanities Program Participating in professional development in their chosen career field Living on campus freshmen and sophomore year Shadowing a professional sophomore year Attending financial literacy workshops conducted by the 3rd Decade Program Participating in an Interning at an internship experience the summer following junior year Attending a Graduate School Prep Workshop junior year Attending a Career Readiness Workshop senior year Participating in Senior Grants senior year
TASKS FOR PLANNING Task Distribute internship form guidelines
Description Share form with juniors during Spring monthly meeting
Staff Lead(s) Advisors
Timeline Junior year, spring semester
Confirm application submissions Approve internship applications
Distribute funding (if applicable) Share presentation guidelines Coordinate Grad School Prep Day
Coordinate Career Readiness Day
• Give presentation on expectations and requirements • Allow time for Q&A Ensure each junior has submitted a complete internship application to their Advisor • Review applications and ensure internships are competitive • Ensure budget is reasonable if requesting a cost of living stipend • Submit to Executive Director for approval Work with Accountant to disburse cost of living stipend if applicable Share guidelines with juniors during early Fall monthly meeting Schedule Grad School Prep Day for Juniors • Identify speakers/alumni panel • Invite/confirm speakers • Catering Talking Points Schedule Career Readiness Day for Seniors • Identify speakers/alumni panel • Invite/confirm speakers • Catering • Talking Points
APPENDICES • • • •
Internship Requirements Email Confirmation of Internship Host Internship Status Check-in Internship Presentation Reminder
Advisors
Deadline: May 1
Advisors, Executive Director
May
Advisors, Accountant
May
Advisors
August
Marketing Coordinator
Summer – Determine and invite speaker/alumni panel
Marketing Coordinator
Fall – Determine and invite speaker/alumni panel
• Internship Guidelines • Internship Stipend Application • Internship Presentation Guidelines
7. ALUMNI ENGAGEMENT The Foundation and the Program are supported by a part-time position to increase alumni engagement. As the alumni community continues to grow, Program staff are endeavoring to connect them to each other, to current Scholars, and back to the Program. GOALS • Track and document career trajectory, geography, and continuing education • Report alumni achievements and milestones to Founders on an annual basis • Engage alumni to strengthen the Program by giving back through service on committees and panels and mentoring current Scholars TASKS FOR PLANNING Task Administer alumni survey Schedule alumni gatherings
Facilitate alumni involvement
Description • Update survey in SmarterSelect • Update email transmittal language • Send alumni email via GradSnapp Create opportunities for alumni to connect via Zoom and in person • Holiday Dinner at each state university • Virtual Happy Hours • Alumni Meet & Greets by career field Invite alumni to serve on the following committees/panels:
Staff Lead(s) Alumni Engagement Coordinator
Timeline Annual (Spring)
Alumni Engagement Coordinator
Twice a Year
Alumni Engagement Coordinator
As Needed
Facilitate individual pairings between Scholars and alumni Search for updated data
• Reading/Selection Committees • Panel for Summer Bridge Program • Panel for Grad School Prep Day • Panel for Career Readiness Day • Annual Report Profiles/Bios Connect alumni with current Scholars as appropriate by major and career goals Review National Student Clearinghouse data to ensure most accurate records for degree attainment
Advisors
On ad hoc basis
Alumni Engagement Coordinator
Summer
TIPS/INSIGHTS FOR PLANNING • Include alumni who add value because of the quality of their participation in the Program and their demonstrated continuing enthusiasm, and who represent diverse fields of study, personal interests, and communities APPENDICES • • • • • •
In-person/virtual gathering invitations Email for panel invitations Email for Alumni survey Annual Report Alumni Survey Alumni Data Reports