Cohort coordination committee

1. Membership

1. WU shall appoint a cohort coordination committee in each region where it has a group of students. It may be a committee or a group of senior students.
2. The cohort coordination committee is subject to WU.

2. Committee responsibilities

1. Refer applicants
2. Advise WU on payment for instructors
3. Propose a budget to WU
4. Arrange food, transport, and accommodation for visiting WU staff and lecturers
5. Arrange locations, food, transport, accommodation for intensives (i.e. non-educational services)
   1. Decide local costs for budget: venue, food, fares, travel.
   2. Inform students of the arrangements and fees for meals, accommodation and transportation.
   3. Inform and advise students if a faculty member is late for a session without notice.
   4. Send students a financial report every three months.
6. Provide feedback for program evaluation and assessment.
7. Foster a good relationship with students:
   1. Communicate regularly with them.
   2. Keep an updated record of students’ contact details (phone number and email address).
   3. Encourage students who might feel isolated and discouraged and help them to focus on their goals in order to maintain their motivation.
8. Give limited academic support:
   1. Help authenticate students’ work.
   2. Help students to understand what is expected from them in assignments.
   3. Create a plan to help students catch up if they have missed an intensive or fall behind in their assignments.
   4. Help students schedule their time.
   5. Address difficulties students might have (e.g., study, health, or changes in arrangements to attend cohort meetings) as soon as possible.
   6. Organize proctoring of examinations, if necessary.
9. Complaints
   1. Resolve student complaints or conflicts informally whenever possible by speaking to the student and other parties directly involved in the grievance (Matthew 18 principle).
   2. Advise students who wish to withdraw from WU before they submit a written withdrawal statement to the registrar.

3. Fee components

1. Fees shall be announced as having two components:
   1. Tuition fees, which cover WU overheads, venue, online services, instructor payments, materials
      • Scholarships are a reduction of the tutition fee published in the WU catalog.
      • The final fee amount is fixed and set by WU.
   2. Local cohort fees: accommodation, food, fares, travel for WU classes and conferences.

4. Budget

1. The local committee sends a budget proposal for the cohort to the head of department, to be approved by the WU board.
2. The budget should have a suitable allowance for risk.
3. Committee members may be paid from the local fund to the extent to the budgeted amount. They may also be paid for teaching at the normal rate if they are approved as instructors.
4. The Board may authorise local committees to hold bank accounts.

5. Forwarding fees

1. Coordinating committees shall forward fees to WU by two weeks after semester commencement (the sensus date).