The Academic Director’s responsibilities include supervision and management of all aspects of the program (under the direction of the Global Education Office) and representation of George Mason University in the host country. The Academic Director (AD) reports to the Executive Director of the Global Education Office (GEO) and works closely with the administrative staff in the office.
Although the academic component of a study abroad program may be the most obvious responsibility of the AD, he/she is also required to assist with and be knowledgeable in regards to program logistics and budget. ADs are encouraged to ask questions and schedule frequent meetings with the administrative staff in GEO. A well-informed AD is an ideal recruiter and on-site director.
Specific duties and responsibilities are as follows:
- Actively market the program.
- Visit a minimum of 20 classes
- Organize information sessions or kiosks
- Email colleagues both at Mason and outside of Mason
- Maintain frequent contact with prospective students via MasonAbroad and email
- Prepare a complete syllabus that meets university standards that includes the following:
- Contact hours
- Course description & learning objectives
- Pre-requisites & specific course requirements
- Assignment details & reading lists
- Assessment & grading criteria
- Instructor expectations
- Link all program activities (travel, tours, and visits) to the academic and learning content, thereby creating a holistic and academically rigorous program using the location to maximum benefit.
- Organize and coordinate the itinerary (site visits, covering academics, and delivering and scheduling lectures) for the program with all parties involved (GEO, on-site logistics coordinator, airline, and overseas partners/schools).
- Work with the Registration Specialist at GEO to get course approval from the appropriate department(s) and college unit(s).
- Complete a GEO: Academic Director Information Application in MasonAbroad prior to the student Pre-Departure Orientation that includes the following:
- Submitting proof of CPR and first aid certification
- Submitting health & emergency contact information
- Submitting passport & visa information
- Submitting an international cellphone number (or notifying Program Officer if planning to purchase a sim card in-country)
- Attend the AD training/ Pre-Departure Orientation for faculty.
- Attend the student Pre-Departure Orientation.
- Complete the following trainings prior to the AD training/ Pre-Departure Orientation for faculty:
- Host at least one program breakout session prior to departure.
- Communicate rules and expectations regarding academics, behavior, and group interaction at the breakout session and again at the start of the program.
- Consider holding a brief meeting with each student individually to go over needs and expectations, clarify rules and requirements, and discuss specific concerns.
- Submit required handbook materials to Program Officer a minimum of 1 week prior to the breakout session.
- While abroad, students should know how to and be able to contact the AD at all times (24/7).
- ADs must have a working phone number abroad and may decide to purchase an international calling plan or a sim card in-country. GEO has phones available for use.
- The AD must remain on-site with the students for the full duration of the program. The Global Education Office must approve overnight absences during scheduled free time. Late arrivals and/or early departures from the program are not permissible.
- Failure to comply will result in immediate dismissal, forfeiture of salary, and disciplinary action. In addition, ADs should stay on top of the comings and goings of students and set expectations for student travel outside the group.
- Uphold the laws of the host country and the rules and regulations of Mason; supervise students and set guidelines for conduct by modeling appropriate etiquette, cultural sensitivity, and moderation. In socializing with students, practice restraint and behave in a generally dignified manner.
- The Global Education Office reserves the right to remove the Academic Director should it receive reports of inappropriate behavior on the part of the AD. Re-appointments will depend on evaluations of past performance.
- Examples of unacceptable AD behavior include excessive drinking, abandonment of students, crossing interpersonal and professional boundaries, sexual harassment of students, unavailability, and micro-management of students’ private lives and personal time.
- Counsel and advise participating students.
- Act as crisis manager in situ and follow emergency guidelines established by the Global Education Office.
- Should the Academic Director intend to bring any family members abroad, he/she must communicate this to the Global Education Office during the development phase and then submit a formal, written request a minimum of 2.5 months prior to the start of the program.
- The Executive Director of GEO will review all requests.
- Pending approval, the Academic Director will be required to pay all expenses for the accompanying family members no later than 30 days prior to the start of the program.
- Assess and grade the academic performance of each participating student.
- Submit final grades within 7 days of completion of final assignments.
- Notify Program Officer after posting grades via Questionnaire in MasonAbroad.
- Assist the Global Education Office in gathering student feedback through the end of program evaluation in MasonAbroad.
- Follow up with students via email and in-person contact to remind them to complete the evaluation.
- Prepare a final program report upon the conclusion of the program.
- Due to the Global Education Office no later than 30 days from program’s conclusion.
- Submit the report via MasonAbroad.
- Prepare a final travel expense report.
- Due to the Global Education Office no later than 20 calendar days from the program's completion.
- Submit the expense report and all receipts to the Global Education Office, along with a check for the amount owed (i.e. any funds not spent from the Travel Advance).
- The check should be made out to George Mason University and include the Advance number on the memo line.
- All receipts should be numbered and taped to paper in an organized manner. (Note: Do not tape receipts to both sides of the paper)
- A representative from the Travel Office at Mason will contact the faculty directly with any questions about the receipts.
- GEO will notify you once the Travel Office has completed the final review of the expense report.
- If there is any difference in the amount owed to Mason, you will be required to submit an additional payment within 7 days.