The position of resident director requires a significant time commitment before, during and after the program. In addition to attending information sessions and orientations, the resident director will be asked to review applications and consult with their education abroad specialist to finalize program details.
The resident director’s attendance, participation in meetings and prompt responses to education abroad specialist and OIA inquiries are critical to the program’s success. Additionally, they are expected to be available and responsive to students who have questions/concerns about the academic content of the program.
Any questions about the terms of the resident director’s regular appointment, course load reduction and/or how the time commitment to the education abroad program is assessed must be directed to the chair or director of the academic unit. See list below for an approximate timeline of activities.
The following gives the resident director an approximate idea of the general flow of activities throughout the life of an Ohio State sponsored education abroad program. Some details/deadlines will vary depending on the specific program. The education abroad specialist will provide the resident director with a more detailed timeline, specific to their program.
Timeline
Program Development and Recruitment
| What | When |
|---|---|
| Meet with former resident directors | Ongoing |
| Develop Itinerary | By OIA deadline (varies) |
| Provide budget information | By OIA deadline (varies) |
| Create/revise Program Information Sheet | Summer |
| Determine if academic reference will be collected | Summer |
| Meet with education abroad specialist about roles and responsibilities | Summer |
| Communicate with host institution/provider | Ongoing (if applicable) |
| Hold information sessions/visit classes/clubs | Ongoing, before application deadline |
Pre-Departure Preparation
| What | When |
|---|---|
| Review applications, interview students (if applicable) | Immediately after application deadline |
| Assist with preparing students through pre-departure orientations | Two to three meetings before departure |
| Develop Group Expectations Contract | At pre-departure orientation |
| Meet with education abroad specialist to get overview of resident director finances | One meeting |
| Meet with business manager to receive cash advance funds (if applicable) | One meeting |
| Participate in mandatory health and safety training | One meeting |
| Communicate with host institution (if applicable) | Ongoing |
| Obtain passport, visa, immunizations | Two to four months before departure |
| Work with education abroad specialist to arrange air travel | Two to four months before departure |
| Ensure all students are registered for the appropriate course | One to two months before departure |
Mid-program Responsibilities
| What | When |
|---|---|
| Inform OIA of group travel | Within 12 hours after arrival to site |
| Conduct on-site orientation | Within 36 hours of arrival |
| Send reports to education abroad specialist | Weekly or as needed |
| Respond to medical and non-medical emergencies | Ongoing and as needed |
| Be available 24/7 to students and host institution | Ongoing |
| Serve as liaison between host institution/provider and OIA | Ongoing |
| Assist host institution/provider in arranging field trips and excursions | Ongoing |
| Obtain original itemized receipts for program expenditures and maintain detailed fiscal records | Ongoing and as needed |
Post-program Responsibilities
| What | When |
|---|---|
| Submit fiscal records and receipts | Within three business days after the official last day of the program |
| Submit student grades | By registrar's deadline |
| Debrief with education abroad specialist | Two to four weeks after return |
| Assist future resident directors | Ongoing |
| Begin planning for next year | Ongoing |