Each team member's specialized realm of work contributes a unique piece to different stages of the project's success, while no one person holds the entire picture. Start with your Chair and Dean, who will help to bring in the rest of our campus collaborators at key points in the project life-cycle.

INQUIRY + DEVELOP SCOPE

12 mo.

• Ideation: goals + curricular/non-curricular models—loop Chair/Dean/Director
• Affirm faculty expectations

COMMITMENT

6 mo. out

• Schedule key milestones for advance, external resourcing beyond Academic Affairs
  • Major presentations, guest review dates + work/installation offsite (to reserve event space, authorizations and photo/videography)
  • Identify the Partner’s project management counterpart
  • Any large prototype, donation or loaned object that may require Facilities/insurance/transport/Technology Services accommodation
• Logistical needs may affect your budget—see Pre-Planning section: Event chargebacks
• Agreement terms coordinated with Advancement to include
  • Design Brief (informing the Syllabus+MarCom), NDA, IP
  • Documentation plan (sharing assets, scoping freelancers)
  • Budget, payment schedule + reporting requirements

PRE-PLANNING / ORIENTATION

60 days out

• Mapping milestones to college operations
  • Shop accommodations
  • Event chargebacks (A/V, off-hours or high-attendee security + custodial)
  • Purchasing turnarounds/processes
• Affirm studio expectations + RA/student hire briefing

IMPLEMENTATION+DOCUMENTATION

After add/drop

• Sponsored Studio Orientation with students
• Open preliminary POs

Mid-review / First receipts

• Group check-ins, reprise business processes + expense tracking
• Partner-CCA logo exchange for graphic design/videography content

1 month out > 15-minute weekly check-ins

• Confirm Facilities exhibition+installation details
• Secure A/V technicians (not available beyond main campus)
• Attendance over 100 requires additional Public Safety
• Arrange off-hour Media Center checkouts

2 weeks out

• Finalize catering menu

1 week out

• Finalize guestlist/catering numbers
• Final logistics

Final presentation

• Day-of staffing

DEBRIEF

Post-semester

• Extended engagements? (e.g. dissemination at a conference)
  • Student travel + extracurricular labor requires additional funding/compensation
• Budget reconciliation
• Wrap documentation final cut for MarCom + Chairs
• Loopback with Sponsor experience

View this as a downloadable Checklist.