Admin Procedures- Visiting Professor
- 1. 1 12/1/2016 Harvard Medical School Cornea Center of Excellence Programs Visiting Professor Lecture Series The Visiting Professor Lecture Series invites academic leaders in the field of cornea and refractive surgery to Mass. Eye and Ear to participate in several educational activities, including lectures and liver corneal rounds with faculty and trainees. This program exposes participants to complex cases of cornea, refractive surgery and anterior segment diseases and surgery, and promotes discussions on differential diagnosis and treatment options ******************************************************************************************* 1. The names of individuals to invite are determined in the regular CCOE meetings. Dr. Dana and Jurkunas will give the names of who are to be invited and in what order they are to be invite. 2. The next step would be to look at the calendars of both Drs. Dana and Jurkunas to come up with dates that work for both. Place a temporary hold on dates that work for both. Send an email to the doctors making them aware of the holds on their calendars. i. Dr. Dana always gets the 3-3:30pm (3:45pm if it is a research visiting professor) for his faculty meeting if he will not be taking the visiting professor to lunch. Meeting place is his office at either SERI or MEEI depending on where the speakers talk will be. ii. Dr. Jurkunas always gets the 3:30-4pm (4:15 if it is a research visiting professor) in her office at either at SERI or MEEI depending on where the speakers talk will be. 3. Once the speaker order has been determined you then can send out speaker invites. They should be sent out one at a time with no more than 3 date options. Once you have received a confirmation you can move on to the other names on the list until all have been invited. The clinical speaker invite template can be found here: Corneaevents ► Visiting professor ►Templates ►Clinical invitation on behalf of Reza Dana The research speaker invite template can be found here: Corneaevents ► Visiting professor ►Templates ►Scientific invitation on behalf of Reza Dana 4. Once the date has been confirmed If it is a clinical speaker, reserve the Meltzer Auditorium from 3:30-7. This can be done with Katherine Chase and Gene Lunderman (they both need to be on the email for the room request) If it is a research speaker reserve the 2nd Floor conference from 12-7. This time is choosen because some of the staff don’t have offices and if they would like to meet with the speaker they can do so in the 2nd Floor conference room. Also the post-doc lunch or tea/coffee time will be held in the room as well.
- 2. 2 12/1/2016 5. You will then start a VP checklist to keep track of what needs to be done. You will follow the steps on the checklist to ensure the correct people are notified each time a visiting professor accepts a date. Faculty Meetings 6. Once the schedule template has been Ok’d by the CCOE directors you can then send out the faculty meeting email to all CCOE faculty. The faculty meeting email template can be found Corneaevents ► Visiting professor ►Templates ►Faculty meetings with visiting professor Make sure to update all of the information then send out to all of CCOE Faculty 7. The faculty meeting template can be found: Corneaevents ► Visiting professor ►Templates ►Faculty meeting schedule template This is where you would keep track of the responses. 8. Time slots are first come first server Faculty Dinner 9. The people whom will be invited to dinner will be decided by both Drs. Dana and Jurkunas If a specific list of people are highlighted you invite them and then report responses to Drs. Dana and Jurkunas. If others need to be added they will tell you. Note that that community physicians are expected to send a $50 payment prior to going to dinner. Honorarium 10. Request the honorarium at least 6 weeks prior the speakers arrival I. Make sure the request the program coordinator is contacted when the check is ready to be picked up. DO NOT MAIL THE CHECK TO THE SPEAKER! The check and the plaque will be presented to the speaker at the end of their talk. i. The check will be picked up in the cash office. Plaque 11. The plaque is to be ordered from Radars engraving. Their information is in the vendor folder on the events drive 12. The plaque template can be found: Corneaevents ► Visiting professor ►Templates ►Plaque template II. Once updated the draft can be emailed to Warren Rader at wpr@engraving.cc III. It usually takes no more than 2 weeks to have the plaque done. IV. The plaque will be charged to Leila’s AMEX, card is on file at Radars engraving i. They are located in the Jeweler’s Building downtown Boston on the 5th Floor. ii. The plaque is picked up.