This prompt helps educators develop a communication plan to maintain regular contact with students from their home institution while they are abroad. The plan includes guidelines for regular check-ins, emergency contact procedures, and tips for students to stay connected with their support networks.
Basic Prompt
Prompt Development:
Provide Documentation for Better Accuracy: If you have any documentation related to the communication protocols or previous communication plans used by your institution, include it in the prompt. This will help ensure the AI generates a communication plan that is aligned with the institution’s established procedures.
Add specific date duration of the programmes: Provide the model with actual dates of when the students will be undertaking the exchange and ask it to take into account local bank holidays or university days off. With this level of detail, the model will generate more specific and tailored plans.
Incorporate Multiple Communication Channels: Add recommendations for using various communication channels such as email, messaging apps, video calls, and social media. Ensure that students have access to both formal and informal means of communication with their home institution and support networks.
Include Time Zone Coordination: Suggest adding strategies for coordinating communication across different time zones, ensuring that check-ins and emergency procedures account for time differences between the home institution and the host country.
Develop Crisis Communication Protocols: Add specific crisis communication procedures for emergencies, such as natural disasters, political unrest, or health crises. These should outline steps for quickly reaching students and their families, as well as providing necessary updates and support.
Provide Tips for Staying Connected with Peer Networks: Encourage students to maintain connections with their peer groups, mentors, and academic advisors while abroad. Suggest methods like virtual group meetings or academic discussion forums to foster ongoing engagement with their home institution community.
Developed Prompt:
Refinements:
After generating your response, you may need to ask questions and refine the response to ensure more accurate and relevant results. Refining helps the AI better understand your specific needs, leading to more practical and tailored outputs. Here’s how you can refine the plan:
Add Flexibility to Check-In Guidelines: Ask the AI to adjust the regular check-in schedule based on the length of the program and the specific needs of the students. This might include increasing the frequency of check-ins during certain periods, such as the beginning of the program or during high-risk travel times. → Example: “Can you adjust the check-in schedule to include more frequent contact during the first month abroad and less frequent check-ins as students become more acclimated?”
Customize Crisis Communication Plans for Specific Destinations: Request more detailed crisis communication plans based on the country destination, including information on local emergency services and embassy contacts. → Example: “Can you expand the crisis communication procedures for students in Japan, including steps for contacting the nearest U.S. embassy and local emergency services in the event of an earthquake?”
Refine Time Zone Coordination: Ask the AI to provide a more structured plan for coordinating communication across time zones, ensuring that both students and staff are aware of the best times to connect. → Example: “Can you develop a communication schedule that accounts for the 8-hour time difference between New York and Paris, ensuring regular check-ins at convenient times for both students and staff?”
Add More Resources for Staying Connected with Peer Networks: Ask the AI to suggest more creative ways for students to stay connected with their peers, such as hosting virtual coffee chats, peer mentoring programs, or joint academic projects. → Example: “What creative ways can students stay connected with their home institution peers while abroad, including virtual study groups or academic discussion forums?”
Ensure Comprehensive Emergency Protocols: Ask the AI to ensure that emergency contact procedures are clearly outlined, with specific roles for institutional staff and clear instructions for students. → Example: “Can you expand the emergency contact procedures to include step-by-step instructions for both students and staff, outlining their roles in an emergency?”
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Comms Plan for Outgoing Exchange
This prompt helps educators develop a communication plan to maintain regular contact with students from their home institution while they are abroad. The plan includes guidelines for regular check-ins, emergency contact procedures, and tips for students to stay connected with their support networks.
Basic Prompt
Prompt Development:
Add specific date duration of the programmes:
Provide the model with actual dates of when the students will be undertaking the exchange and ask it to take into account local bank holidays or university days off. With this level of detail, the model will generate more specific and tailored plans.
Incorporate Multiple Communication Channels:
Add recommendations for using various communication channels such as email, messaging apps, video calls, and social media. Ensure that students have access to both formal and informal means of communication with their home institution and support networks.
Include Time Zone Coordination:
Suggest adding strategies for coordinating communication across different time zones, ensuring that check-ins and emergency procedures account for time differences between the home institution and the host country.
Develop Crisis Communication Protocols:
Add specific crisis communication procedures for emergencies, such as natural disasters, political unrest, or health crises. These should outline steps for quickly reaching students and their families, as well as providing necessary updates and support.
Provide Tips for Staying Connected with Peer Networks:
Encourage students to maintain connections with their peer groups, mentors, and academic advisors while abroad. Suggest methods like virtual group meetings or academic discussion forums to foster ongoing engagement with their home institution community.
Developed Prompt:
Refinements:
Ask the AI to adjust the regular check-in schedule based on the length of the program and the specific needs of the students. This might include increasing the frequency of check-ins during certain periods, such as the beginning of the program or during high-risk travel times.
→ Example: “Can you adjust the check-in schedule to include more frequent contact during the first month abroad and less frequent check-ins as students become more acclimated?”
Request more detailed crisis communication plans based on the country destination, including information on local emergency services and embassy contacts.
→ Example: “Can you expand the crisis communication procedures for students in Japan, including steps for contacting the nearest U.S. embassy and local emergency services in the event of an earthquake?”
Ask the AI to provide a more structured plan for coordinating communication across time zones, ensuring that both students and staff are aware of the best times to connect.
→ Example: “Can you develop a communication schedule that accounts for the 8-hour time difference between New York and Paris, ensuring regular check-ins at convenient times for both students and staff?”
Ask the AI to suggest more creative ways for students to stay connected with their peers, such as hosting virtual coffee chats, peer mentoring programs, or joint academic projects.
→ Example: “What creative ways can students stay connected with their home institution peers while abroad, including virtual study groups or academic discussion forums?”
Ask the AI to ensure that emergency contact procedures are clearly outlined, with specific roles for institutional staff and clear instructions for students.
→ Example: “Can you expand the emergency contact procedures to include step-by-step instructions for both students and staff, outlining their roles in an emergency?”