Period of Month	Fall-Spring Cycle	Spring-Summer Cycle
January
Beginning	Chase after coaches for Interim evaluations (coach, sponsor, team self-assessment, reflection meeting summary)	Start processing student and coach preference data Remove the Project Preferences widget from the myCourses homepage Get one last verification from advisors that the student list is correct Create teams, assign projects and coaches Check (quickly) with advisors and coaches for any problems with the teams. Update the team, project, and coach assignments in the Teams widget. Place it on the myCourses community homepage Send announcement to students that the team and project assignments are published Inform the project sponsors of the results of project selection Send informational note to project coaches to introduce themselves to the students on their team, and to contact the project sponsor and setup the kickoff meeting Ask coaches when project kick-off meeting will be held Update proposal solicitation list with contact information for new sponsors, and old if updated information. Create a system administrator ticket for all students starting senior projects be given swipe card access. Make teamroom assignments and announce them to the teams and coaches. Add to Teams widget on myCourses homepage. Provide the team assignments to the SE office so that the students and coaches can be put into individual sections. Remove Project Preferences widget from the myCourses homepage. Update the Expectations Discussion widget and place on senior project myCourses community homepage.
Middle	Send welcome back message to students Send start of second term message to sponsors	At the end of the week before the term starts, send notice to all teams reminding them of the Expectations Discussion and following meeting with faculty coach. Put the unassigned teamroom Sponsor Meeting widget on senior project myCourses community homepage. Update the Team Information survey and make it available to the students Put the Start-up Tasks widget on the myCourses homepage. Send note to students reminding them of the start-up tasks. Update the Expectations talk and give it in the first senior projects class session. Visit first sponsor meetings to thank the sponsors for their support of our program. Figure out the dates for Summer All-Hands meetings (How to Make a Poster, final presentations) and have department office manager find rooms across campus, if needed.
End		Remove the Expectations Discussion widget from the myCourses homepage.
February
Beginning		Remove the Sponsor Meeting widget from the myCourses homepage. Send note to teams reminding them to complete start-up tasks.
Middle	Make sure that the solicitation list is clean and up-to-date with deletions and additions from the last solicitation, or with new contacts made Send coaches note about doing peer evaluations	Chase after coaches for Completed project agreements that were not provided for archiving Teams that did not complete the project information survey Send coaches note about doing peer evaluations
End	Send out reminder about the How to Make a Poster talk. Set date for poster files to come in so it can be announced in talk. Send out solicitation for Fall-Spring project proposals Clean up the solicitation list with dead emails that bounce back from the solicitation	Remove the Start-up Tasks widget from the myCourses homepage. Put project information into the senior project pages on the department website
March
Beginning	Give the How to Make a Poster talk Check in with advisors to get a count of the expected number of students starting senior project in the fall	Setup Doodle poll for interim presentation times Send note to teams for requesting interim presentation time
Middle	Setup Doodle poll for final presentation times Update Presentations.html page for this term's final and interim presentation dates and times with teamCell calls with empty string parameters. Update final presentation schedule myCourses widget with teamCell calls with empty string parameters. Place widget on myCourses community homepage Send note to teams for requesting final presentation time	Update Presentations.html page for this term's final and interim presentation dates and times with teamCell calls with empty string parameters. Update interim presentation schedule myCourses widget with teamCell calls with empty string parameters. Place widget on myCourses community homepage
End	Setup /seniorbox for submission of posters and project artifacts Update instructions for storing information in /seniorbox Create a system administrator ticket to get swen-561 course, senior project coordinator, faculty coaches, and all students placed in the seniorbox group so that they have access to /seniorbox through group permissions
April
Beginning	Send students information for storing poster files in /seniorbox Create YouTube events for all final presentation dates Create title slides for final presentations Get streaming cart hardware and software ready Put the Second Term Important Dates widget on the myCourses homepage Send teams notice of steps to complete senior project Send coaches notice of steps to finish out this second term of senior projects Send note to project sponsors encouraging them to attend final presentations, and provide information about the stream and presentation evaluation survey. Also, ask them to show some appreciation for the team's work via gifts, dinner, or something Send a reminder to teams about when the poster files are due Send campus-wide notice of SE Project Day Create IAB/faculty project review survey Create project review assignment sheets	Create YouTube events for all interim presentation dates Create title slides for interim presentations Get streaming cart hardware and software ready Put the First Term Important Dates widget on the myCourses homepage Send teams notice of steps to complete first term of senior project Send coaches notice of steps to finish out the first term of senior projects Send note to project sponsors encouraging them to attend interim presentations, and provide information about the stream and presentation evaluation survey.
Middle	Collect poster files and check that the PDF is accessible. Create USB drive with PDFs and native version of files for printing Get posters printed at Kinkos/FedEx When dates are known, place dates for final presentations in the widget on the myCourses homepage and the Presentations.html webpage Create final presentation evaluation surveys. Check that reports are correct. Add links to Presentations.html webpage. Send campus-wide notice of final and interim presentations Print final evaluation surveys Stream final presentations Check student count with advisor to know how hard to push for proposals. Send out a reminder notice about the proposal submission date. Request creation of myCourses shell for the next project cycle Add advisors to myCourses shell for the next project cycle	When dates are known, place dates for interim presentations in the widget on the myCourses homepage and the Presentations.html webpage Create interim presentation evaluation surveys. Check that reports are correct. Add link to Presentations.html webpage. Send campus-wide notice of final and interim presentations
End	Compute results of IAB/faculty project review. Collect proposal submissions. Stream final presentations Create a new project information spreadsheet by clearing out entries from previous one. Create faculty proposal evaluation spreadsheet. Distribute proposals and evaluation spreadsheet to the faculty. Send note to sponsors submitting proposals thanking them for the proposal, and informing of the timeline. Populate myCourses shell with content including linking the correct team and coach timelines and setting the dates. Put Expectations Meeting widget on homepage.	Print interim evaluation surveys. Stream interim presentations
May
Beginning	Send note to students reminding them to do the presentation evaluation Send link and password for final presentation evaluation and IAB/faculty project review reports to each team and coach. Send reminder to teams about storing artifacts in /seniorbox	Send note to students reminding them to do the presentation evaluation Send link and password for interim presentation evaluation to each team and coach.
Middle	Faculty vetting of proposals Send notes to sponsors with results of faculty vetting	Send welcome back message to students Send start of second term message to sponsors
End	Chase after coaches for Final evaluations (coach, sponsor) Put posters and technical reports up onto the department senior project website Create project preferences survey for students Populate myCourses community with proposals	Chase after coaches for Interim evaluations (coach, sponsor, team self-assessment, reflection meeting summary)
June
Beginning	Update Project Preferences widget and put it on myCourses homepage. Announce the availability of preferences survey to the students. Figure out the dates for Fall All-Hands meetings (Expectations meeting, interim presentations) and have department office manager find rooms across campus. Have department office reserve the SE conference room and the Student Innovation Center conference room for Tuesday and Thursday evenings through the fall term
Middle		Send coaches note about doing peer evaluations
End	Confirm coaching assignments with department chair Create coaching preferences survey for coaches Remind students about project preferences survey Ask advisors for list of students who are strong, weak, have low motivation and don't play well with others	Send out reminder about the How to Make a Poster talk. Set date for poster files to come in so it can be announced in talk.
July
Beginning	Start processing student and coach preference data Remove the Project Preferences widget from the myCourses homepage Get one last verification from advisors that the student list is correct	Give the How to Make a Poster talk Setup Doodle poll for final presentation times Update Presentations.html page for this term's final presentation dates and times with teamCell calls with empty string parameters. Update final presentation schedule myCourses widget with teamCell calls with empty string parameters. Place widget on myCourses community homepage Send note to teams for requesting final presentation time
Middle		Setup /seniorbox for submission of posters and project artifacts Update instructions for storing information in /seniorbox Create a system administrator ticket to get swen-561 course, senior project coordinator, faculty coaches, and all students placed in the seniorbox group so that they have access to /seniorbox through group permissions Put the Second Term Important Dates widget on the myCourses homepage Send teams notice of steps to complete senior project Send coaches notice of steps to finish out this second term of senior projects Send note to project sponsors encouraging them to attend final presentations, and provide information about the stream and presentation evaluation survey. Also, ask them to show some appreciation for the team's work via gifts, dinner, or something Create YouTube events for all final presentation dates Create title slides for final presentations Get streaming cart hardware and software ready
End	Create teams, assign projects and coaches Check (quickly) with advisors and coaches for any problems with the teams.	When dates are known, place dates for final presentations in the widget on the myCourses homepage and the Presentations.html webpage Create final presentation evaluation surveys. Check that reports are correct. Add links to Presentations.html webpage.
August
Beginning	Update the team, project, and coach assignments in the Teams widget. Place it on the myCourses community homepage Send announcement to students that the team and project assignments are published Update the Expectations Discussion widget and place on senior project myCourses community homepage. Inform the project sponsors of the results of project selection Provide the team assignments to the SE office so that the students and coaches can be put into individual sections. Add coaches to myCourses community Send informational note to project coaches to introduce themselves to the students on their team, and to contact the project sponsor and setup the kickoff meeting Update proposal solicitation list with contact information for new sponsors, and old if updated information. Figure out the dates for Spring All-Hands meetings (How to Make a Poster, final presentations) and have department office manager find rooms across campus.	Print final evaluation surveys Stream final presentations Send note to students reminding them to do the presentation evaluation Send link and password for final presentation evaluation and IAB/faculty project review reports to each team and coach. Send reminder to teams about storing artifacts in /seniorbox
Middle	Create the teamroom needs survey for this project cycle. Send note to faculty coaches asking them to complete the teamroom needs survey after they have determined the sponsor meeting logistics At the end of the week before the term starts, send notice to all teams reminding them of the Expectations Discussion and following meeting with faculty coach. Ask coaches when project kick-off meeting will be held Hold a meeting with any new (or interested old) coaches to review the responsibilities for the faculty coach.	Chase after coaches for Final evaluations (coach, sponsor)
End	Create a system administrator ticket for all students starting senior projects be given swipe card access. Make teamroom assignments and announce them to the teams and coaches. Put the assignments in Teams widget on myCourses homepage. Update the Expectations talk and give it in the first senior project class session. Put the assigned teamrooms Sponsor Meeting widget on senior project myCourses community homepage. Update the Team Information survey and make it available to the students Put the Start-up Tasks widget on the myCourses homepage. Send note to students reminding them of the start-up tasks. Visit first sponsor meetings to thank the sponsors for their support of our program.	Put posters and technical reports up onto the department senior project website
September
Beginning	Visit first sponsor meetings to thank the sponsors for their support of our program. Remove the Expectations Discussion widget from the myCourses homepage.	Make sure that the solicitation list is clean and up-to-date with deletions and additions from the last solicitation, or with new contacts made Figure out the dates for Spring All-Hands meetings (Expectations meeting, interim presentations) and have department office manager find rooms across campus, if needed.
Middle	Remove Sponsor Meeting widget from the myCourses homepage. Send note to teams reminding them to complete start-up tasks.
End	Chase after coaches for Completed project agreements that were not provided for archiving Teams that did not complete the project information survey Submit project agreements for RIT projects to Ryne Raffaelle for his signature	Send out solicitation for Spring-Summer project proposals Clean up the solicitation list with dead emails that bounce back from the solicitation
October
Beginning	Remove Start-up Tasks widget from the myCourses homepage. Put project information into the senior project pages on the department website Create the Doodle poll for requesting interim presentation times Send coaches note about doing peer evaluations	Check in with advisors to get a count of the expected number of students starting senior project in the spring
Middle	Send note to teams with instructions for selecting a time for their interim presentation. Update Presentations.html page for this term's interim presentation dates and times with teamCell calls with empty string parameters. Update interim presentation schedule myCourses widget with teamCell calls with empty string parameters. Place widget on myCourses community homepage
End
November
Beginning	Create YouTube events for all final presentation dates Create title slides for final presentations Get streaming cart hardware and software ready
Middle	Put the First Term Important Dates widget on the myCourses homepage Send note to students with tasks to close out the first term of senior project Send note to coaches with tasks to close out the first term of senior project Send note to sponsors about closing the first term of senior project encouraging attendance at interim presentations, and provide information about the stream and presentation evaluation survey.	Check with advisors on the student count to know how hard to push for proposals. Send out a reminder notice about the proposal submission date. Request creation of myCourses shell for the next project cycle Add advisors to myCourses shell for the next project cycle
End	Send campus-wide notice of interim presentations Print paper copies of interim presentation evaluation survey Stream interim presentations	Collect proposal submissions. Create a new project information spreadsheet by clearing out entries from previous one. Create faculty proposal evaluation spreadsheet. Distribute proposals and evaluation spreadsheet to the faculty. Send note to sponsors submitting proposals thanking them for the proposal, and informing of the timeline Populate myCourses shell with content including linking the correct team and coach timelines and setting the dates. Put Expectations Meeting widget on homepage.
December
Beginning	Stream interim presentations Send students reminder about completing presentation evaluation surveys Send link and password to presentation evaluation report to team and coach
Middle		Faculty vetting of proposals Send notes to sponsors with results of faculty vetting Create project preferences survey for students Populate myCourses community with proposals Update Project Preferences widget and put it on the myCourses homepage Send note to students about providing project preferences Ask advisors for list of students who are strong, weak, have low motivation and don't play well with others
End		Confirm coaching assignments with department chair Add coaches to myCourses community Create coaching preferences survey for coaches Remind students about project preferences survey

 

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