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 in your university): 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 enthusiastic team of (at least) 3 persons highly motivated to organise a summer school in your faculty (see roles and responsibilities, in the above section).
At least 1 expert.
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:

Already attending courses in my degree programme
Already attending courses on the campus
Abroad / in partner institutions.

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, as this is a much time consuming step.
Once registrations are closed, take care of the administrative steps:
Find an accommodation for the international students and set the contract for them (or send them useful information in that sense / make sure they do it).
Take care of the immigration process – if letters of invitation and other administrative documents are required (students may need to apply for a visa...)
Communicate clearly on the personal liability insurance which is compulsory. The university declines all responsibility.
To coordinate logistics:

Finalise transportation and accommodation for speakers and out-of-town participants (if necessary).
Arrange for catering services (lunches, coffee breaks, dinners) that align with the programme schedule.

Prepare participant kits that include event materials, schedule, and other helpful resources.

Step 10: Send out a Welcome notice to the registered participants: anticipate the guidance provided to international students upon their arrival (accommodation, access to internet and classroom, guidance for 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 arrangements, and materials.
Welcome the students: welcoming tour / activities, settling in the housing... And introduce them to all useful people /staff.
Organise the teaching and evaluation: explain the context of your university and how it works. Encourage active engagement throughout the programme (discussions, group work, networking).

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: You must communicate clearly on the things that are covered or not by the registration fees (e.g. xx hours of class, access to cultural and sports activities organised by your university for its international students; for all participants may cover at least the costs of accommodation and the courses, accommodation, meals and any other personal expenses
Business model of the activity: registration fees may cover at least the costs the courses, potentially more aspects, but not all fees engaged (see above).
Budget type / sources of revenues
Bilateral funding (mobility programmes such as embassies / Campus France / ISEP grants, etc.)
Erasmus funding, if relevant in your case
Call for applications: internal or external to your university
How to obtain financing: Apply to specific call for proposals, contact Embassies (they can give grants for international students)

Non-mandatory items[edit | edit source]

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 & the type of package to the target you want to reach. For example, if you wish to attract students from the USA (cf. ISEP agreement), opt for a fully packaged programme as they are used to it and looking for that type of offers. You must be aware that this public is very demanding and that the level of expectation is usually higher than the average.
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.