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What is a Smith College-Supported Summer Program?
A Smith College-Supported Summer Program is a program at Smith College that
- takes place during the summer months
- is directed by a member of the Smith faculty or staff
- has been approved by the Office of the Provost and the Events Management Office
as appropriate to the mission and goals of the college
- at minimum, supports all costs associated with the program
To propose a new Smith College-Supported Summer
Program:
1. Discuss the summer program idea
with the appropriate department or program director/chair to receive program support,
such as a department-backed procurement card and a process for approving purchases,
in order to prepare a college-supported summer program proposal.
2. Consult with the Smith College Summer Programs Administrator
regarding intended program dates, data (costs for overnight accommodations, meals,
staffing, etc.) and space availability for the program.
Prepare a program proposal addressing:
- Mission, content, general schedule, program scope, whether the program will be
residential or non-residential, and frequency (one-time occurrence or annual)
- Market demand (potential attendees)
- Marketing plan
- Date and process for cancellation decision if revenue doesn’t develop as
anticipated
- Person responsible for all logistics (registration, program materials, approving
salary and stipends, expense reimbursements, and on-site management—generally,
the director)
- Staff responsible for residing with overnight residents (if a residential program)
Prepare a budget. It must address:
- All salaries, stipends and honoraria
- Revenue detail (participant fees, grants, departmental contributions, etc)
- The name of the person responsible for approving and tracking costs, paying bills
and using a Smith College procurement card (if applicable)
3. Submit copies of program proposal and budget to
the Summer Programs Administrator, who will confer with the Provost’s office
as part of the approval process. Approval
and signatures from both offices must be obtained before the program can be advertised.
4. Once a new program is approved, the Summer Programs
Administrator will work with the director to schedule and reserve appropriate space
and services.
Note: Standing policies, guidelines and criteria
for summer programs will apply to all Smith College-Supported Summer programs.
To renew a Smith College-Supported Summer Program:
- All income and expenses for the prior year program must be posted in a timely
manner, and in any case no later than November 1. (Note that net revenue
from the program goes to the College General Fund.)
- The summer programs administrator will provide the prior year Organizational
Financial Summary to the program director and to the provost’s office.
- An updated budget proposal must be submitted by December 1 to the summer programs
administrator, who will confer with the Provost’s office.
- In the event the program runs a deficit and/or the proposed new budget appears
unrealistic to redress past deficits, the Provost, college-supported summer program
director and Summer Programs Administrator will consult to determine whether the
program can continue or must be discontinued.
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