SAMPLE YEARLY TO DO LIST FOR REU SITES

January
– Set up your website with program dates and application procedure
– Advertise your site: recruitment visits and talks, emails, fliers, etc.
– Start working on project topics and mentors
– Register and submit information for PI meeting

February
– Revise applications received
– Continue with site advertisement
– Make travel arrangements for PI meeting
– Finalize projects and select mentors
– Talk to mentors about program: dates, expectations, etc.
– Talk to program evaluator and set up data collection for evaluation

March
– Close application link (March 15)
– Collect and organize application information
– Start selection process: Committee? phone interviews?
– Send letters of acceptance/rejection
– Finalize student line up (obtain proof of citizenship or perm residency)
– Collect students’ cellphones and give them yours
– Attend PI meeting
– Start planning site activities (speakers, visits, trips, workshops, fun, etc.)
– Coordinate activities with other REU programs on campus (welcome ceremony, join activities, poster competition and closing ceremony, etc.)
– Finalize evaluation instruments (surveys, questionnaires, etc.)

April
– Continue selection process if necessary
– Email students with general information (airport pick up, dress codes, payment schedule, dorm information, first day of work date, time and place, etc.)
– Make travel arrangements including pick up of students
– Make housing arrangements
– Make meal arrangements
– Process student IDs
– Collect student information for payments (ID,W-4, SS)
– Set up payment procedure and schedule
– Finalize site program
-Send pre-program survey for program evaluation

May
– Set up labs (computers, access, any other hardware/software, etc.)
– Set up email accounts
– Car rental to pick up students

Late May (Upon students’ arrivals)
– Pick up students from airport and take them to the dorms
– Take students to buy stuff for the dorms (grocery, etc.)
– Tour of campus
– Photo ID session
– Meet their mentors
– Get first stipend
– Welcome ceremony
– Intro session about the program (activities, program, expectations, etc.)
** List of example activities: **
* Talk about graduate school and how to find funding for it
* GRE workshop
* How to prepare a good fellowship application
* Visits to sites/places of interest and fun and group building activities
* Technical talks from invited faculty
* How to write a good research paper
* How to do and present a good poster

June
– Research starts
– Weekly surveys for program evaluation
– Finalize coordination of certain activities and poster competition and closing ceremony (food, speakers, photographer, booklet, name tags, easels, judges, a/v, room, etc.)
– Second stipend
– Have weekly meetings with students
– Mid-program presentations
– Submission of draft of research paper with intro, lit review, problem statement, and more if available

July
– Weekly surveys for program evaluation
– Have weekly meetings with students
– Third stipend
– Rent car to take student to airport
– End of program presentations
– Submission of poster
– Submission of research paper
– Poster competition and closing ceremony
– Dorms check out
– Students return to their homes

August
– Send post-program survey for program evaluation
– Collect information for renewal (statistics, publications, etc.)
– Prepare material for NSF annual report
– Work on research papers

September
– Send all program evaluation material to program evaluator
– Obtain evaluator annual report
– Finalize research papers and submit for publication

October
– Prepare and submit NSF annual report

November
– Start working on website for next year

December
– Determine dates for next year
– Start advertisement process