Handbook for setting up courses

Liaising with the faculty

The project manager should inform the faculty about the venue and dates of the course and keep them informed about possible changes.

The project manager should liaise with the course director to obtain the final programme of the course and make it available on the web site of the School at the latest 4 months before the course (else a draft programme should be available online).

The project manager should arrange travel and accommodation for the faculty and inform them about all practicalities. Travel should be arranged according to the ESTRO travel policy (see attached).

The ESTRO School can on demand provide worldwide travel insurance (unlimited medical and repatriation expenses) for all faculty members for the time spent on an ESTRO course.

The project manager is responsible for the payment of the per diem allowance to the faculty (150€/day for course directors, 100€/day for teachers) and extra costs of the faculty (of which the original receipts should be received at the ESTRO office 1 month after each course at the latest).

Preparing the course book

The Project Manager should send the teacher’s agreement form to all the faculty members asking them to sign it in order to accept or reject the fact that their presentations will be accessible online in the ESTRO online service library DOVE (Dynamic Oncology Virtual Environment) to the specific course participants, to all ESTRO faculty members and to the ESTRO Ambassador members. The course material from the previous year will be made available online to the participants as background information. All presentations should be provided to the ESTRO project manager at the latest before the start of the course. The latest version of all presentations is uploaded at the end of the course and remains available online for all participants and for all the teachers for 1 year.

The presentations online should be made available in secured, low resolution pdf format.

Follow up of registrations

The project manager should regularly check the registrations and payments for the course and take action if registrations are coming too slowly.

The project manager is also responsible for replying to all possible questions of course participants and should send a final confirmation letter to all participants at the latest 2 weeks before the start of the course.

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