Stage 7: Wrapping Up and Assessment

After returning from the field you will reconcile your cash advance, and submit all documentation within two weeks of the end of the program. You will also submit your Field School Director Report to your Field School Coordinator within two of the end of the program. Completing this report includes reflecting on how the program went in relation to its intended outcomes, and identifying whether or not you wish to run the program again. If you recommend the program be modified, please complete the attached appendix: International Field School Renewal with Modifications.

Stage 7

Budget: Reconciliation

  • Once you return, email the Administrative Coordinator at ISS right away to prepare Expense Claims and reconcile your Cash Advance. Please submit all tracking notes (excel spreadsheet), receipts, and boarding passes to ISS. Please also provide any complete Short Form Services Agreements. All of these documents must be submitted within two weeks of the end of the program. If you will be extending your time abroad after the program, let ISS know so that we can adjust the dates with finance. If a Cash Advance is outstanding for too long, SFU may be required to consider that as additional pay, and apply income taxes as per CRA requirements.
  • ISS will review your receipts and process your expense claim and notify you once it is ready to be reconciled.

  • If you spend less than the Cash Advance, you will need to pay back the difference to SFU. If you spend more than the Cash Advance, you will be reimbursed for eligible expenses within the budget. If the International Field School runs over budget, it is the responsibility of your academic department or faculty to cover these costs.
  • ISS will then reconcile your full program budget (once any outstanding invoices have been paid), and will notify you when complete.

  • If your program runs a surplus of over $100 per student, these funds will be refunded to the students by ISS following final reconciliation of the budget. If your surplus is less than $100 per student, the funds will be held in your Field School’s account and contribute to the Contingency Funds.

Risk Management: Returning Medical Kit, Medical Report Forms and Phone

  • Once you return to Canada, return the medical kit to ISS when you come to the office to meet with the ISS Administrative Coordinator to reconcile your Cash Advance. Please include the medical kit log book that notes any items used.

  • If you have borrowed a phone from ISS, also return this to ISS when you come to the office to meet with the Administrative Coordinator to reconcile your Cash Advance.

Final Evaluations

  • Approximately a week after the completion of the International Field School, the Field School Program Assistant will send participants final surveys. These surveys are intended to be anonymous so the Field School Coordinator will review the student feedback and email you a summary of the students’ comments following the release of final grades for the term.

  • These surveys do not include academics. It is the academic department’s/faculty’s responsibility to liaise with the Field School Director surrounding student evaluation of teaching and courses.

Reporting Grades

  • Submit student grades to the appropriate department by the regular grade deadlines for the International Field School term.

  • The Field School Director is responsible for submitting grades for all of the courses offered during the International Field School. This may require you to arrange with faculty from the partner institution to submit grades prior to your departure, or to arrange for grades to be sent directly to you after the end of the program.
  • If you think you may need to submit your grades after the regular grade submission deadline for the term, contact your academic department to discuss your options and whether this is possible.

International Field School Assessment and Reporting

Assessment and reporting are important steps in Developing and Leading an International Field School, allowing Field School Directors to reflect on both the practical components of the program as well as its intended outcomes. ISS asks all Field School Directors to complete a Field School Director Report, and Field School Coordinators will complete a Field School Coordinator Report. We encourage you to also consider additional approaches to building assessment and measurement into International Field School Delivery.

Field School Director Report

  • After the end of the International Field School you will be required to complete a Field School Director Report within two weeks of the end of the program. This will be emailed to you by the Field School Coordinator.

  • This is your formal opportunity to provide feedback to ISS regarding the program logistics, budget, health and safety, ISS, partner organizations/institutions, etc. It is also a chance for you to reflect on the program in terms of its intended goals and outcomes and how it integrates the international location with the curriculum. In this report you will identify recommendations for future iterations as well as determine whether you feel the program should be continued, modified or terminated.

  • This feedback will be incorporated into the executive summary for your International Field School (see below).

  • Field School Directors are asked to submit the Field School Director Report to their Field School Coordinator within two weeks of the end of the program.

  • When you complete the Field School Director Report, if you indicate that you recommend the program be modified, please complete the attached appendix: International Field School Renewal with Modifications. If you will be making significant changes to the International Field School, such as adding a new location, the program will need to go back to SCIA for review. Completing the appendix attached to the Field School Director Report allows ISS to determine in what capacity the program will need to go back through SCIA (e.g. info item or for approval), as well as the necessary information to present.

Field School Coordinator Report

  • The Field School Coordinator will also complete a Field School Coordinator Report, providing their feedback and recommendations on the program. This feedback from the Field School Coordinator may be incorporated into a report sent to your department or faculty as well as in an annual report on student international learning activities.

Executive Summary

After each iteration of the International Field School, the Field School Coordinator prepares an executive summary of the program, which is informed by student feedback, the Field School Director Report, the Field School Coordinator Report, and the reconciled budget. This summary is included as part of a full field school evaluation to the Senate Committee on International Activities (SCIA). SCIA will determine if the field school should be approved to run again, not approved, or approved with changes. This will also be shared with your Chair and will be rolled up into a summary for your Dean/designate.

Students Returning Home

It is very normal for students to have a difficult time re-adapting to their home environment, culture and life when they return. We encourage Field School Directors to review the Field School Returning Students webpage to learn about the re-adaptation students may go through when they return, as well as volunteer opportunities and ways for students to stay connected to their Study Abroad experience. You can also contact your Field School Coordinator to receive access to the Returning from Study Abroad 101 Canvas program, a program for students who have returned from Study Abroad programs. Reviewing these will allow you to better understand and support them, as well as suggest opportunities for involvement. ISS also hosts a Study Abroad Returners Evening for returned Study Abroad students each Fall.

Engaging with the Local Community at Home

There are many ways for students to participate in local community engagement at home after the International Field School, both on campus and in the community. If you have connections in the local community related to the International Field School experience (e.g. community groups, cultural groups, volunteer opportunities), we encourage you to share these with the students at the end of the program.

Sharing the Experience

Sharing the experiences with others provides an opportunity for students to reflect on and process what they have learned, and can also help promote the program. There are many options for dissemination on campus and in the community, including those organized for returning students by ISS.

STAGE 7 CHECKLIST

  •     Submit receipts and other documents for your expense claim.
  •     Return medical kit and phone (if applicable)
  •     Submit Field School Director Report to Field School Coordinator within two weeks of the end of the program.
  • √    Review summary of final evaluations