3 [Form C1b] COURSE DIRECTOR RESPONSIBILITIES (RESIDENTIAL COURSES)
Course Director’s Timetable/Check List (will be supplied in hard copy)
The following list gives you an overview of the Course Director’s responsibilities throughout the course.
Please look at it carefully and speak to the Academic Manager about any aspect you are unsure of.
When
Before course
start
Date
What
With whom
Purpose
Contact
College Lettings Officer
To introduce yourself and organise
your arrival time and date on site, and
to organise when and how long the
damage check will be.
To confirm that you have your CD
pack, all electronic information and
that all information is correct and up
to date.
To arrange when you will meet on site
to plan the pre course meeting, and
when you will arrange the pre course
meeting for all staff.
To arrange the time and date for the
SUL pre-course meeting.
SUL Operations
Manager / SUL
Academic Manager/
Recruitment
Director of Studies
All SUL staff for your
course
Day
before/day of
course start
(depending
on group size)
Meet on site
College Lettings Officer
(CLO)
Date
Completed
Damage Check Form 2 (F2b for Cap
Monde courses): accommodation /
classrooms / facilities / common
rooms (anything that you will use).
Sign together. Site orientation.
Site rules.
Fire Drill and procedure – who will do
it? Are you responsible for
alarm/codes/keys for the site? Or is
there a designated College site staff
member for this.
Will you being doing a fire drill for
classrooms as well as
accommodation?
When will the fire drill happen? It
must be 36 hours after group arrival.
Check ALL accommodation and that
there are enough beds for everyone. –
students and staff!
Check programme and timings
Key allocation – if appropriate – for
rooms and facilities – are you
responsible for locking up classrooms
/ facility rooms after use?
Site induction
Where is the designated smoking
area?
Will there be extra charges / call out
charges – e.g. false alarms / birthday
cakes etc. (The Client need to be
forewarned about these as they will
1
When
Date
What
With whom
Purpose
Catering Manager/
Domestic Manager/
Facilities Manager
have to pay for them.
Check everything is in order for the
group arrival.
Add to / amend generic site risk
assessments.
Complete new ones if required.
Introduce yourself – make friends and
ensure all working from the same
programme.
Check: rules / keys / any issues /
particulars / bookings
Plan pre-course meeting.
Check through resource boxes (and CD
pack)
Set up office and working space
Director of Studies
Day before /
day of group
arrival
(depending
on course)
Welcome to
SUL staff
SUL staff
Day before /
day of group
arrival
(depending
on course)
SUL pre
course
meeting
Director of Studies
and ALL SUL staff
Group Arrival
Meet and
Greet /
Hosting
The overseas staff:
Group Director (GD)
and Group Leaders
(GL)and all students
Date
Completed
Show to accommodation and site
tour.
Sort out Wi-Fi / internet access.
Swap phone numbers.
Welcome staff.
How the programme will run.
Afternoon activity allocations / rota.
All staff must complete the same
amount of sessions (generally 5/6).
Afternoons = 1 sessions (usually run
2pm-5pm)
SUL meeting on the afternoon of the
Placement tests = 1 session
The full day excursion = 2 sessions.
Site rules
Sign Health and Safety form
First aid kit
Make aware of the CLA and Alcohol
and drugs policy.
Inform staff of anything that they
should be aware of from the risk
assessments.
Meal times and procedures.
What happens in between the courses
when there are no catering facilities
on site (staff must provide for
themselves).
All info for their stay on site: laundry/
time off/ duty of care/ fire drill.
As soon as the coach doors open you
and as many SUL staff as possible
should be there to welcome the
group.
Make yourself known to the overseas
2
When
Date
What
With whom
After supper
in the dining
room
Welcome
speech
All group and staff
Once the
group have
settled in on
the first night
All
information
Group Director
Once the
group have
settled in on
the first night
All
information
Group Director
Purpose
Date
Completed
Group Director.
Depending on timings – take the
group to their accommodation / the
dining room for supper.
You should give your welcome speech
to the overseas group – saying who
you are, introducing the SUL staff and
explaining any special site rules.
Take time to make friends with the
Group Director to ensure good
relations throughout the course.
Go through the damage check
together – SUL CD and overseas Group
Director sign the damage declaration
form ARRIVAL.
Make GD aware of any relevant
information from the risk
assessments.
Check they have your mobile number
down correctly
Obtain / make a copy of the overseas
leaders’ bed plans / fire lists for
yourself.
Explain and plan the fire drill.
Go through the programme and
ensure you both have the same copy.
Find out what activities they have
planned for the afternoons / evenings.
Give the Group Director the mobile
phone and check that you have each
other’s number.
Check excursion destinations.
Check any sports options how many
kids / transport etc.
Check any extras required – anything
that costs extra – The Client must pay
for.
Go over afternoon activity
requirements.
Go over meal timings.
Ensure that the Group Director
understands that they must go
through you, rather than straight to
site staff, to request or implement and
changes.
Ensure the Group Director knows your
day off and how they can contact you
in the evenings.
Reiterate site rules and facilities usage
and procedures.
Go through any necessary information
from the risk assessments.
If possible get all the overseas and
English staff together for a silly game
3
When
Date
What
With whom
Day after
arrival
Fire Drill
ALL students. ALL staff
Placement
test day
Meeting
Director of Studies
College Lettings Officer
Group Director
Placement
test day.
Meeting
SUL Staff
After lunch
Meeting
Group Director
After lunch
SUL staff
course plan
All SUL staff
After lunch
Meeting
Site staff
Supper
Meeting
Group Director
Evening
Send numbers
SUL Operations
Manager
1 or 2 days
before half
day excursion
Check
excursion
Group Director
Daily
Meeting
College Lettings Officer
Group Director
Director of Studies
Afternoon activity staff
Purpose
Date
Completed
(Pictionary or other) session – to help
bonding of staff and smooth running
of the course.
Implement the fire drill. This must be
done 36 hours after the group arrival,
and must be completed successfully.
This must be done in the
accommodation, and if possible in
the classrooms.
I cannot stress the importance of this
enough!
If the drill is not completed
successfully – make sure they do it
again – until they get it right.
Record this is the fire drill log.
Go through the day’s plan.
Check all is well – report anything
necessary.
Check the day’s plan and overseas
staff supervision timetables.
If you have time – help the SUL staff to
mark the placement tests.
General problem solving and ironing
out any problems.
Ensure Group Director has access to
all facilities booked for
the afternoon.
Meet with SUL staff – check all happy
and afternoon/excursion rota is in
place. The Director of Studies will then
run the rest of the meeting.
Check everyone is happy! Iron out any
problems.
Check everyone is happy! Iron out any
problems.
Electronically send the student and
staff numbers to SUL Operations
Manager on the document provided
via email.
Check where they are going, do they
need maps, what are they doing, do
they need help searching for
venues/information on the internet –
or booking venues?
Ensure they know ALLthe coach
timings.
Do SUL staff have all the information
they need – risk assessments – what
information needs to be passed on
and to who?
Are packed lunches required – if so:
Have they been ordered from the
kitchen?
Quantity?
4
When
Day 3 or 4
As required
during the
course.
Date
What
Course
Monitoring
Group
Director
Feedback
Meetings
With whom
Date
Completed
Who will pick them up and from
where?
Check all well and report anything
necessary – problem solving.
Check all well, report any changes,
problem solving.
Check all well – iron out any problems.
Check all in place and know where
they are going and what is required of
them.
Problem solving / trouble shooting.
Group Director
All site staff
SUL Head Office/
Operations manager /
Academic manager
Catering
Telephone
Purpose
Excursion coach
companies
Group Director
Checking
Sports Options
Providers
2 days before
full day
excursion
Check
excursion
information.
Group Director
3 days before
departure
Packed meals
for departure
Catering
Go through Group Director Feedback
Form with Group Director to check all
is ok. Note any changes you make.
Send results to Academic Manager.
Check everyone is happy!
Check in every other day.
When support is required.
Check protocol – any issues that may
arise.
Packed lunches / packed meals for
departures / amendments to meal
times / special diets / quality /
quantity / variety of food
Check dates / timings / destinations.
Assisting with excursion planning.
Hospital / doctor / dentist visits.
Ordering taxis. Shopping. Anything to
help the course run smoothly!
All satisfactory.
Check where they are going, do they
need maps, what are they doing, do
they need help searching for
venues/information on the internet –
or booking venues?
Ensure they know the coach timings.
Do SUL staff have all the information
they need – risk assessments – what
information needs to be passed on
and to who?
Are packed lunches required – if so:
Have they been ordered from the
kitchen?
Quantity?
Who will pick them up and from
where?
Make sure catering know what packed
meals are required for departure day
– breakfast / lunch – check quality and
quantity.
5
When
Penultimate
Day
Departure Day
Date
What
Damage check
for classrooms
and facilities
Paperwork
Resource box
Sessions
worked
With whom
SUL Operations
Manager
College Lettings Officer
and Group Director
Director of Studies
SUL Operations
Manager / Recruitment
Departure
times
Group Director
Damage Check
Group Director /
College Lettings Officer
Finalise
paperwork
Group Director
Say goodbye
The Group
Resource
boxes
College Lettings Officer
Sign off
SUL staff
Sign off
College Lettings Officer
Sign off
Operations Manager
/Academic Manager
Purpose
Date
Completed
Check coach pick up times for the
departure.
Check and sign off the damage check
for classroom and facilities used.
Tie up all course paper work
Pack up resource box
Electronically send to SUL Operations
Manager the sessions worked sheet –
without this staff pay will be delayed.
Ensure the Group director knows
when the coach will arrive to pick
them up and that they should be
ready 15mins beforehand.
Go through the accommodation for
the final damage check with the
College Lettings Officer and Group
Director. The Group Director must
sign the damage check form for any
damages or extra charges that the
overseas group must pay for, before
departing – on the DEPARTURE
damage check form. THERE MUST BE
3 SIGNATURES: YOURS / THE CLO and
THE GROUP DIRECTOR. (Strike through
any empty space before signing)
Take back the mobile phone– both
you and the Group Director must sign
the “Handing back mobile phone”
form.
Ensure ALL keys have been returned –
MARK ON THE DAMAGE FORM IF
NOT.
Wave the group goodbye.
Finalise all paperwork.
Leave resource box ready to be
collected by courier – inform SUL
where to have it picked up from –
RESOURCE BOX LABELS ARE IN YOUR
CD PACK FOR SENDING BACK!
Sign off with all SUL staff and check
everything is in order.
Ensure all keys have been returned.
Sign off with CLO and check
everything is in order.
Liaise with – to sign the course off.
Complete the CD/DOS report
THOROUGHLY and send electronically
at least one week after the course has
finished.
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