Guidelines for Concentration Coordinators Launching a New Cohort

The concentration coordinator shepherds all cohorts within that concentration. A cohort in the Doctor of Ministry program is a number of Andrews DMin participants with a common interest in a specific program concentration who begin and move through the program together. The coordinator serves as a liaison with the Doctor of Ministry office, seeks ways to strengthen the commitment of the participants to the cohort, works to satisfy the needs of the group, and works with the DMin office to help lead faculty fulfill the andragogical design of the program.

The Andrews Doctor of Ministry program experiences shared leadership. The director consults with a cohort coordinator, monitors progress, and provides coaching as needed. The coordinator will also communicate with the program administrative assistants in carrying out the responsibilities, and should feel free to seek their help.

Coordinators should acquaint themselves with the program policies contained in the Program Handbook as published on the Doctor of Ministry website and assure that program policies are followed.

Responsibilities

Attend the annual Andrews Doctor of Ministry Conference. Orientation to coordinator responsibilities and adjustments to the responsibilities are a part of the agenda of that conference.
Attend the virtual coordinators' meeting in the spring of each year provided by the Doctor of Ministry office.
Be available to consult with the program director in developing concentration outcomes based on the program outcomes.
Be available to collaborate with the director as they prepare a proposal for the cohort including outcomes, details of modules, courses, dates, locations, lead faculty, presenters, and available advisors. The proposal needs to describe how the context support group, work groups, ministry development plans, mentoring and journaling will be incorporated into the cohort's requirements. The proposal is required 18 months before the first intensive. The proposal will be presented to the DMin program committee for recommendation to the Dean's Council, and subsequent consideration of the faculty.
Be available to assist and consult with the DMin office in the promotion and marketing of the cohort, assisting the DMin office in preparation of any special promotional materials needed for the cohort group. While the actual materials and communication are produced by the DMin office, the coordinator needs to monitor the marketing process. If the coordinator wishes to use unique materials, they need to be approved by the DMin office.
Phone calls are made by the DMin office to interested persons. One such call to all interested persons should be made by the cohort coordinator three months before the first intensive.
Communicate with the DMin office to assure the venue arrangements they have made are satisfactory. Where DMin program or teaching sites exist, a local site coordinator cares for site arrangements with the DMin office.
If the cohort is an international one, serve as a liaison between the DMin office and the division hosting the group.
If the cohort is an international one, participate in discussion regarding financial arrangements.
If the cohort group is an international one, work with the DMin office to establish a site for teaching intensives acceptable to the DMin committee. In some cases an ATS site visit will be needed.
If the cohort is outside the NAD or in a language other than English, the coordinator must prepare and present a brief plan for project/dissertation advising, editing, and assessment that is within program guidelines and suitable to the context of the cohort.
During the first intensive, coach each participant as they consider the area of their project. Prepare a table with the names of participants in the first column and the area of their interest for a project in the second column. Provide the table to the DMin office immediately following the intensive.
Communicate with all lead faculty to assure expectations and needs are met, assuring the lead faculty are communicating well with the DMin office.
Communicate monthly with the cohort to encourage progress and provide an opportunity for them to respond with questions.
Track and report the progress of the cohort in completing each module.

Cohorts are an expression of the DMin program and are administered within the procedures of the program. A coordinator should carry out the above responsibilities within the practices of the program using guidelines and published materials for communication as far as possible. If unique provisions are needed outside of published guidelines, courses, faculty, or schedules, the coordinator should communicate with the program director. The formation of proposals for concentrations or cohorts, the budgeting, the marketing, the enrollment, selection and assignment of lead faculty, approval of syllabi, scheduling, and venues are the responsibility of the program committee, director, and staff.

How Do We Promote the Formation of a New Cohort?

This is information for concentration coordinators launching a new cohort in the Andrews Doctor of Ministry program. The work is done by the Doctor of Ministry office, but help is generally sought from the coordinator.

A NAD-wide brochure mailing (this is done by the DMin office in most years and benefits all cohorts)
A phone call to all conference and ministerial people in the host union is needed
An email to follow-up on the phone conversations with conference and union officers and ministerial people
A second email for follow-up providing greater detail
A second phone call to ministerial people in the host union
A mailing of the flyer and personal letter to the homes of all ministerial employees in the host and two nearby unions
Distribution of a flyer through conference mailings in all NAD unions (it is best to provide the copies in the host union territory)
A personal letter from the ministerial person of the host union to all ministerial employees with a flyer
Conversations with conference treasurers as needed
Distribution of a flyer at conference pastors' conferences in three area unions
An eletter (this is done by the DMin office and benefits all cohorts)
A Ministry magazine ad (this is done by the DMin office and benefits all cohorts)
A first phone call/message to all on the interest list (target is 50 interests)
An email to all on the interest list
A further eletter (this is done by the DMin office and benefits all cohorts)
A second phone call/message
A third phone call/message (target is 28 who say they are definitely coming)
25 enrolled 60 days prior to first teaching intensive!

9/2/2015