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-When in doubt, refer to this page

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Check Academic Calendar for LT start date

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Check Academic Calendar for LT start date

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-Link: https://registrar.wustl.edu/academic-calendars/
-LT usually starts 2 weeks after the first day of class

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The academic calendar of Washington University in St. Louis is designed to provide an optimal amount of classroom instruction and examination within a manageable time frame, facilitating our educational mission to promote learning among both students and faculty.

Washington University in St. Louis primarily follows a standard semester-based academic calendar: a fall and spring semester of approximately 16 weeks, including sessions of half-semester lengths and intersessions beginning before the term start date, and a summer term of 13 weeks, including sessions of half-term length, an intersession beginning before the term start date, and 3-, 5- and 8-week lengths. The Doctor of Medicine program follows a yearlong calendar supporting modular curriculum delivery.

Please note * indicates no classes.

Brown School

Law School

Arts & Sciences, McKelvey School, Olin School, Sam Fox School, School of Continuing & Professional Studies

Summer

Commencement

The Calendar Committee preliminarily approves academic calendars each spring, four years in advance; the calendar is finalized one year in advance by the Office of the University Registrar. The Calendar Committee is commissioned by the Provost and chaired by the University Registrar. Representatives from each school and key administrative units, including the Office of the Chancellor, the Office of the Provost and the Division of Student Affairs, comprise membership. In addition to approving preliminary calendars, the Calendar Committee is charged also with considering changes to the calendar and submitting any they endorse to the Provost and Chancellor; ensuring academic calendars are in keeping with federal and accreditation requirements and industry best practices; and ensure any calendar principles and patterns are approved and applied consistently from year to year.

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The academic calendar of Washington University in St. Louis is designed to provide an optimal amount of classroom instruction and examination within a manageable time frame, facilitating our educational mission to promote learning among both students and faculty. Washington University in St.

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Contact existing Let's Talk facilitators

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Contact existing Let's Talk facilitators

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-Invite facilitators and get their availability
-Draft email, see template "Existing Facilitators Invite"

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Title: Let's Talk Quick Yes/No Scheduling Question

Hi everyone,

I'm assisting with Let's Talk coordination and appreciate knowing if you would you be continuing with Let's Talk.  Here are some details:

Format: keeping it zoom telehealth format, no traveling involved, no parking concerns 🙂

Start date: at least 2 weeks after the start of the semester. So looking to start the week of [DATE]

Let me know if you have any questions.

Thanks,
[Name]

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-If not enough facilitators, reach out to the whole staff
-Draft pitch email, see template "Pitch Email"

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-Ask LT facilitators to give you permission to generate Zoom link

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Ask facilitators to block their time slot on PnC

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Ask facilitators to block their time slot on PnC

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-Once LT team roster is set, update LT website using document "Doc: Let's Talk Website Changes"
-Submit request through new project form: https://studentaffairs.wustl.edu/staff/marcomm/request-form/

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Student Affairs Marketing & Communications Request Form

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Contact Health Promotion to advertise program

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Contact Health Promotion to advertise program

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-Update flyer (on Canva) or contact health promotion them to update LT flyer and ask to promote on social media, etc.
>Current contact: Melissa Rutwitch mruwitch@wustl.edu

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(Optional) Contact specific campus partners

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(Optional) Contact specific campus partners

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International student office, Law School, etc.

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-Update Qualtrics to include new facilitator
-Whoever is in charge of the survey/report, send collaboration link through Qualtrics

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-Contact sheet, Zoom link, etc.

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Train new facilitators: setup meeting time and book room

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Train new facilitators: setup meeting time and book room

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-Setup meeting with new facilitators and invite former members if they would like a refresher
-Book room with projector
-Present training materials, see Box

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-Send reminders to LT facilitator if they missed any submission

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-Double check the schedule change is reflected on PnC for the involved parties

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Remind facilitators of holidays and LT program timeline

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Remind facilitators of holidays and LT program timeline

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Title: Let's Talk about Let's Talk

Hi everyone,

Our exciting Let's Talk program will resume with the fall semester.  Please let me know if you are interested.

As many of you know, there are great perks to participating, and here’s a recap.

Format: zoom telehealth format, no traveling and parking gymnastics to figure out

Fall duration: 9/11 to 12/8 (No Let’s Talk during Fall Break 10/07 to 10/10, and Thanksgiving Break 11/22 to 11/26)

Time commitment: 2-hour block weekly. Only 1.5 hours of this time is used for Let's Talk. You get a 15-minute buffer before and after the session.

Note documentation: kept brief and non-specific (no diagnosis assigned). For example, the student came for intimate relationship concerns, and communication strategies were discussed.

Program website: https://students.wustl.edu/lets-talk/

Feeling curious or have questions?  Reach out to me :)

Best,

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Zoom Procedure:

Use the website interface to see the recurring date option: https://wustl.zoom.us/profile

Top Right Bar, select “SCHEDULE”> loads Meetings (left bar)

Select the person you want to “Schedule For”

Topic: “Let's Talk [Date]”

When, Duration (1.5 hours),

Recurrence

Zoom Setting:

Recurring, schedule for the person

No passcode

Do waiting room

Options: allow participant to join anytime, add the whole team, take out the person’s contact email

Save

Audio on

Outlook calendar

Copy invite link

Waiting Room Setting:

https://wustl.zoom.us/profile/setting > Customize waiting room> select logo & description

Here for a Counseling Appointment: While you're waiting, please go to the Survey tab in the Student Portal and complete the CCAPS Survey.

Here for Let's Talk: the counselor will be with you in a moment.

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Website: https://www.canva.com/
> Let's Talk folder: https://www.canva.com/folder/FAE1YjCwemo
Username: washuphe@gmail.com

Password: HabifCanva

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Canva is a free-to-use online graphic design tool. Use it to create social media posts, presentations, posters, videos, logos and more.

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-The week before LT starts, send a reminder to LT team about the program and provide resources and answer questions.
-See template "Let's Talk Next Week"

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See below for logistics and refreshers.

Feel free to reach out to me or the team if you have any questions/need time swaps 🙂

Let’s Talk Team Wiki (when in doubt, check the main page or bookmark it for when that time comes)

Main page: https://bevel-gold-896.notion.site/Let-s-Talk-Team-Wiki-b3932f1a6d81456eb4867728da2b38ee?pvs=4

Each Session Check-List: https://bevel-gold-896.notion.site/Each-Session-Check-List-571613e42fc7467d8156d62a5d17b2e0?pvs=4

Setting up PnC

One way to block your Let’s Talk 2-hours time slot is to create a recurring weekly 2-hours block with the following info in the “additional info” section.

(1) Zoom Link: paste your URL

(2) Debrief:

https://www.notion.so/Debriefed-Statement-3348a16e2d0b411e89b4725a808d2b66

(3) Anym Note:

https://wustl.az1.qualtrics.com/jfe/form/SV_eLnLzRdOZJzADsy

(4) Weekly number:

https://wustl.az1.qualtrics.com/jfe/form/SV_9BKdgN03zSiCcPY

Training Slides

Fall 2023 (basically the same info as previous years, just less cluttered and new dates)

https://www.canva.com/design/DAFtC8Prw3U/VAXcHSYOUbAOyXHRwmw26w/view?utm_content=DAFtC8Prw3U&utm_campaign=share_your_design&utm_medium=link&utm_source=shareyourdesignpanel

Spring 2023: https://docs.google.com/presentation/d/1sBzoKbHudJQPnqv8wEPNNLmxqreytes5/edit?usp=sharing&ouid=112848162007472831283&rtpof=true&sd=true

Waiting Room: moving on to another student

In Zoom, Click More> Remove person> Admit

Video: https://youtu.be/ntaT7KEcids?t=130

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-After 1st week of LT, remind LT team to submit survey response
>See template "Let's Talk Team Submission"
-Check Qualtrics to see if responses recorded

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Hi LT team,

Thanks so much for supporting the Let's Talk program that resumed last week.  Below is a reminder of links to submit your weekly number and the anonymous note.

Weekly number

https://wustl.az1.qualtrics.com/jfe/form/SV_9BKdgN03zSiCcPY

Anonymous Note

https://wustl.az1.qualtrics.com/jfe/form/SV_eLnLzRdOZJzADsy

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1) Mandarin Process Group

Contact: Dr. Yujia Lei (leiyujia@wustl.edu) and Dr. Zhenni Wang (zhenni@wustl.edu)

Flyer  link: https://students.wustl.edu/wp-content/uploads/2024/01/Mandarin-Process-Group-Spring-2024.pdf

This group is in-person at Habif and takes place every Thursday (except holidays).  The student must be fluent in Mandarin (not a space for learning or practicing the language).

Start date is 2/15, 1-2:30 PM (we will consider students even after the group starting date and can place them on a waitlist for when more slots open)

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Hi everyone,

Yujia and I are excited to resume our Mandarin Process Group for this semester.  We have enough people to start but have room for 2 more members.  The anticipated start time is 2/15, 1-2:30 PM.  This group is in-person at Habif and takes place every Thursday (except holidays).  The student must be fluent in Mandarin (not coming to practice/learn the language).

If you have a student who is a fit, please cc Yujia and me on your referral for a 30-minute screening.  Thanks a bunch!

A preview of the flyer is below and it can be found on the WashU website: https://students.wustl.edu/wp-content/uploads/2024/01/Mandarin-Process-Group-Spring-2024.pdf

If you want to know even more about this group:

This is an unstructured group focused on here-and-now interpersonal dynamics in the group space.

This group offers opportunities to: 1) Build emotional intimacy; 2) Experience mutual vulnerability; 3) Improve communication; 4) Give and receive feedback; and 5) Practice new ways of relating to others.

Ideal for students who would benefit from greater insight into self, opportunities to practice relating and opening up to others, and safe opportunities to practice new ways of being.

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Setup recurring zoom link for after the transition

Email the link to the new person

Update the contact list in Notion

Update all Qualtrics forms to switch out people

Update the website doc and send to Kathy Atnip

Update Health Promo

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10/2/24 Mena Engineering Dean asked for resources & support