Three months before the exchange
- Scholar finalizes the dates of the exchange with the ICI3D faculty supervisor and emails admin@ici3d.org specifying the confirmed travel dates
- The ICI3D Program Assistant (PA) works with the scholar to make travel arrangements
- PA notifies Gavin of scholar’s exchange schedule and initiates the subaward process
- Scholars coming from Africa to a US-based institution must submit J-1 visa application materials to the host institution no later than 60 days prior to the proposed arrival date. These materials should be submitted as soon as possible to avoid administrative delays. Also note that some host institutions may require earlier submission.
- Scholar and supervisor plan and begin preliminary work
Two months before the exchange
- Scholar works with the host institution to identify housing options
- Scholar and ICI3D faculty supervisor continue preliminary work
One month before the exchange
- Gavin contacts the scholar and supervisor to gather information about pre-exchange expectations
- Scholar continues to coordinate with the ICI3D faculty supervisor to complete preliminary work
- Scholar completes required CITI Program training module in International Research (contact PA for details)
- Two weeks prior to the exchange, scholar submits a summary of preliminary work and updated research plan (1-2 pages) to the ICI3D faculty
During the exchange
- Scholar follows host institution’s guidelines regarding check-in for international visitors
- Scholar works closely with ICI3D faculty supervisor to complete the proposed project
- Scholar is integrated into the supervisor’s research group and participates in lab/department activities
- Gavin contacts the scholar and supervisor to gather mid-session feedback during the third week of the exchange
- Toward the end of the visit, scholar gives an oral presentation on their progress. The ICI3D faculty supervisor coordinates with Gavin to identify at least one local expert or ICI3D faculty member who will attend and evaluate the presentation.
After the exchange
- Scholar works with the supervisor to complete any remaining work
- Gavin solicits post-exchange feedback from the scholar and ICI3D faculty supervisor within 1 week of the conclusion of the exchange
- No later than 6 weeks after the exchange, scholar submits a research report to the ICI3D faculty (via Gavin). Research reports should take the form of a manuscript formatted for submission to a specified scientific journal.
- Gavin coordinates ICI3D review of the submitted report, prior to journal submission
- Scholar receives feedback on the research report within 2-3 weeks of submission to the faculty
- Scholar works with the supervisor to finalize the manuscript for journal submission
- Gavin compiles a final report and evaluation summarizing and evaluating the I3D exchange experience, including progress made and lessons learned for future exchanges