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Guidelines
for Sponsors
Project
Sponsors and Directors
Sponsor: Every Winter Term project must have an on-campus
sponsor. Members of the teaching faculty and, under
some circumstances, members of the Administrative and Professional
Staff (A&PS), may sponsor projects. The basic duties
of the sponsor are to establish and publicize projects, review
proposals for student-proposed individual projects, apply
for group project grant money if necessary, oversee the management
of that money, and submit a grade (Y, completed N, not completed)
for each student sponsored.
All members of the teaching faculty
may sponsor projects. Members of the Administrative
and Professional Staff may also sponsor projects, with permission
from their supervisors. A&PS members who are permitted
to
sponsor projects must request a sponsor number assigned
by the Registrar, using the form available electronically
or hard copy from the Winter Term Office.
Director:
A project director is the person responsible
for the day-to-day progress of a project. Individual
projects are typically self-directed, but may also be directed
by the sponsor or another person. In most group projects,
the sponsor is also the director. Alternatively, a
project may be directed by a student, staff member, alumnus
or alumna, invited guest, or outside specialist, typically
working in conjunction with the on-campus sponsor.
When a project is
directed by an alumnus or alumna, invited guest, or outside
specialist, a faculty or A&PS member must serve as the
sponsor for the project. In some cases, students who
register for such a project may have to find their own sponsor.
When faculty or
A&PS members sponsor projects, responsibilities differ
slightly depending on whether the project is proposed by a
student for a sponsor's approval (usually called an individual
project) or is proposed and publicized by the sponsor (usually
called a group project); this category can also include projects
which individual participants work separately. Another
factor is whether the project is directed by the sponsor or
by someone else. Follow the guidelines below, according
to the type of project, and consult the Winter
Term calendar for deadlines regarding each step.
Guidelines for
Sponsors
Group Project (or a publicized project for individual participants)
- Publicize the project by sending the Project Publicity
form to the Winter Term Office, and by other appropriate
means. Publicized projects will appear in late October
on the Winter Term web site.
- Devise a suitable 24-character title to appear on the
transcript, and designate a category for the project (academic
study; field experience or personal growth and development;
see Winter Term Academic Policy for descriptions of categories). Be clear in the
use of abbreviations (if needed) so the title is understandable.
The Office of the Registrar recommends that care be given
to the choice of project title as the student's transcript
is a permanent record that cannot be altered later.
- Apply for a Winter Term grant if necessary. As
the sponsor, you are responsible for overseeing the finances
of the project, and for submitting a report to the Committee
following its completion (see /Final Report).
- Draw up a roster of students who inquire about the project,
including name, email address, Oberlin College (OCMR) box
number and phone number for future communications about
the project. It is especially important to notify
students if a project is canceled. Note: this step
does not constitute registration – see next item.
- Sign each student's registration card, confirming that
the 24-character title and your sponsor number (listed in
the document "Winter Term Sponsor Numbers") are correctly
entered.
- If you are not directing the project, give the roster
of participants to the director, consult with the director
upon completion of the project in order to submit the appropriate
grade for each student.
- Report the grade-completed (Y) or not completed (N) –
on the grade report form sent by the Registrar and return
by the date specified on the form. If you are sponsoring
a project directed by someone other than yourself, you are
responsible for consulting with the director and each individual
registered for the project and determining appropriate grades.
- If Winter Term funds were rewarded, submit a final accounting
to the Winter Term Committee as soon as all budget items
are available and no later than the deadline (see /Final Report). Future funding
is contingent upon receipt of this report.
Individual Project
Even if a faculty
member does not sponsor a group project, he or she is likely
to be asked to sponsor individual projects in his or her areas
of expertise. Faculty members' participation in planning,
implementation, and later evaluation of projects helps ensure
the educational value of Winter Term for everyone.
For information on choosing and planning a project see
Planning
Your Project .
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