Policies and Procedures

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.