Organise a Summer intensive thematic programme

Category of recipe: Internationalisation through pedagogical activities and development of international skills (curriculum).

Objective: Attracting International students / diversify the student body; Improving academic quality / offer.

Short description of the recipe: Organise a short-term thematic programme designed primarily for people wishing to rapidly develop skills / get specialised in a specific thematic and deepen their knowledge of the thematic while integrating into the local environment. Choose your laboratory preferred / specialist area.

Academic recognition: At a minimum a certificate of attendance, and if validated, this course must earn ECTS credits per session to be attractive.

Level of difficulty: medium

Calendar and time needed:
8 to 12 months before teaching.

Cost summary: €€€.

Language and level required for students: The aim being to attract international students, you can choose to organise a bilingual course, or it can be just in English or in your local language (in this case you must request a B1 or B2 level in your local language, depending).

Roles and Responsibilities:

• Programme Coordinator: Manages the day-to-day planning and execution of the summer school programme.
• Academic Lead: Coordinates the pedagogical aspects by structuring the curriculum to ensure a rigorous and engaging learning experience, helps develop interactive methodologies, and ensures alignment with best practices in thematic education.
• Expert(s) in the chosen field: (May be the same as the Academic Lead) responsible for delivering content.
• Receiving institution: Provides support services (administrative, communication, housing, and other logistical aspects); one or more colleagues in charge of managing the administrative, logistical, communication and financial aspects of the project.
• Advisor in Internationalisation (if available): May help design the programme with an international perspective, identify relevant academic and institutional partnerships, and support the promotion of the summer school through global networks.
• International Relations' Office: Can facilitate the administrative process for international students, ensure compliance with institutional and funding regulations, and help integrate the programme within broader faculty internationalisation efforts.

Ingredients:
Vision and objectives: 2 cups of clear academic and cultural goals.
A team of at least 3 highly motivated persons to organise the summer school in your faculty (see Roles and Responsibilities above).
At least 1 expert in the chosen thematic area.
A pinch of rigorous, innovative curriculum.
A clear profile of international students as the target audience.
1 or 2 time slots of 3 weeks each, during summer (before the summer closing of your institution).
Cultural activities: a dollop of local immersion experiences.
Collaborations: partnerships with universities or other partners (2–3 strong ones recommended).
A well-prepared financial plan (budget) including tuition, scholarships, and logistics.
A robust marketing strategy including social media campaigns, international fairs, and email outreach.

Steps:
Step 1: Define the theme and objectives of your Summer school

• Begin by selecting a focused, engaging theme relevant to the participants. For example, if you choose "Sustainable innovation in Education," ensure it resonates with current trends in higher education.
• Set measurable learning objectives that align with the goals of the programme (e.g., enhancing leadership skills, fostering innovation, expanding academic networks).

Step 2: Create a Planning Committee

• Assemble a team to assist in organising the event. This should include:
• A programme coordinator to oversee the entire event.
• Administrative assistants to handle logistics and registration.
• Subject-matter experts (colleagues or external facilitators) to lead sessions.

Step 3: Select the venue and format

• Set the dates: 1 or 2 sessions of 3 weeks each, during summer (before the summer closing of your institution). Students may choose to attend one or both sessions.
• Choose a suitable venue: It should be accessible, comfortable, and equipped with necessary technology (WiFi, microphones, projectors).

Step 4: Collaborate with partners

• Reach out to international universities for joint teaching efforts or credit transfer agreements.
• Secure partnerships with local organisations for site visits and guest lectures.

Step 5: Develop the Programme content

• Develop a detailed work plan and activities to meet the goals and needs identified in Step 1.
• Organise a variety of sessions, such as:
• Keynote speeches from experts in the field.
• Workshops with active engagement (project-based learning, discussions).
• Panel discussions for broader viewpoints.
• Ensure the content is dynamic, engaging, and interactive to avoid passive learning.
• Prepare materials (slides, handouts, case studies) for each session.

Step 6: Budget and funding

• Create a detailed budget, accounting for academic content, accommodation, meals, and excursions.
• Explore funding sources: Erasmus+, external grants, or sponsorships.
• Apply to those grants / calls for proposals.

Step 7: Inform the following players: Your institution & your faculty (they can relay the information on your programme offer at their level).

Step 8: Establish a Communication Plan

• Communicate actively on internal and external channels: mailings to universities, research labs, and other partner institutions (e.g., your network of Embassies, etc.).
• Design and send out invitations to potential participants (including those already attending courses at your institution, on campus, and abroad).
• Create a digital brochure with event details (agenda, speakers, registration process) and communicate application deadlines. (NB: If students benefit from scholarships, e.g., ISEP grants, close registrations by early April.)
• Promote the programme through social media channels to generate interest and engage participants.

Step 9: Get help from Support Services of your institution or faculty (e.g., Schooling Service, International Relations Office, Communication Department)

• To continue communication actions and start the registration process at least 6 months in advance.
• After registrations are closed, manage administrative steps: arrange accommodation for international students, handle immigration processes (letters of invitation, visa documents), and communicate about compulsory personal liability insurance (the university declines all responsibility).
• Coordinate logistics: Finalise transportation and accommodation for speakers and out-of-town participants; arrange for catering services that align with the programme schedule; prepare participant kits including event materials, schedule, and other resources.

Step 10: Send out a Welcome notice to the registered participants, anticipating guidance on accommodation, access to internet and classrooms, local transportation, groceries, etc.

Step 11: Serve the Programme

• On the day of the event, ensure that all preparations are in place (check equipment, seating, materials).
• Welcome the students with a tour/activities and ensure they are settled in their accommodation. Introduce them to all useful staff and departments.
• Organise the teaching and evaluation: explain the context of your university, encourage active engagement (discussions, group work, networking), and integrate teaching and assessment seamlessly.

Step 12: Post-event follow-up

• Send thank-you notes to speakers and participants.
• Measure the satisfaction of students and academic staff.
• Review feedback to evaluate the success of the programme and identify areas for improvement in future editions.
• Share post-event materials (session recordings, slides, further reading).

Budget description:

• - Cost for the organising institution: €€
• - Cost per participant: Clearly communicate what is covered by registration fees (e.g., a certain number of class hours, access to cultural and sports activities, accommodation, meals, and other personal expenses).
• - Business model of the activity: Registration fees may cover at least the costs of the courses, potentially more, but not all expenses.
• - Budget type / sources of revenues: Bilateral funding (e.g., mobility programmes through embassies, Campus France, ISEP grants, etc.), Erasmus funding if relevant, internal or external call for applications.
• - How to obtain financing: Apply to specific call for proposals; contact Embassies (they may provide grants for international students).

Non-mandatory items:

• - Tips & tricks:
  • Presentation matters: Your promotional material should highlight the unique value of the programme.
  • Keep it fresh: Change the theme or activities annually to maintain novelty.
  • Stay adaptable: Always have a Plan B for unforeseen circumstances.
  • Key dates: The programme should be designed by December of the previous year, with communication starting in early January and registrations closing by the end of April.
  • Adapt your offer to the target audience (e.g., for USA students via ISEP, offer a fully packaged programme with higher expectations).
  • Person to contact for further information: To be personalised according to each institution.
• - Successful examples of this recipe:
  • Webpage of the French & Sciences programme, organised at USMB (conceived by Emilie Viret-Tasiniphone).
  • French research summer schools.
  • List of short programmes offered by French universities, advertised on Campus France website.