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MISTI Staff Knowledge Base

Leave Checklist for Employees 

This page is also available as a downloadable PDF.

All of the below instructions depend on the current state of ongoing tasks/projects, time of year of the leave, and the duration. It is up the staff member and their supervisor’s discretion to determine who will be notified in which case the faculty lead should be included in the conversation. This is for times when Employees are not in the office and will not be checking emails.  

For all staff 

  • Bring as many projects and tasks to completion as possible before starting leave 
  • Review with your supervisor: unfinished tasks; future program commitments; any financial documents; and who would be the best substitute during this time 
  • Leave message on your email and telephone notifying about your departure with ISOS info for students and to contact either your supervisor or new staff member. 

For Program Managers 

Please leave documents containing the following information and any other information you deem relevant for your substitute. 

Internship program 

  • Move all current student placements as close to completion as possible 
  • Records of status of students currently abroad or applying for internships 
  • Complete airtable records for all placed students and current applicants 
  • Complete contact information for program hosts and status of discussions in airtable  
  • Details on how the program is advertised to students and copies of materials 
  • Internships program timeline 
  • Details on student training syllabi and supporting materials (PPTs, etc) 

Seed Funds 

  • Add notes as needed to Seed Fund awardees records in FileMaker. 
  • List of participants in seed fund selection boards 
  • Information on how a program is advertised in-country 

To do: If needed, send emails to all seed fund grantees to inform them that you are leaving and introduce them to your substitute  

Partnerships 

  • If there are any current discussions, records of status of relationships with current and potential partners 
  • Complete contact info for program partners 

To do: If needed, send email  to inform them that you are taking a leave and introduce them to your substitute (bcc your current supervisor) 

Program communication 

  • List of program mailing lists 
  • Links and passwords for any program websites or social media 
  • Original electronic files of program materials 

To do: Give administrative access to mailing lists to substitute or to MISTI communications staff; create an out-of-office message for phone and email directing people to contact substitute 

MIT contacts 

  • If there are current discussion, list of faculty and administrators involved in the program that the substitute should be aware of  

To do: As appropriate, email MIT contacts involved in the program to inform them that you will be on leave and instroduce to substitute  

Finances 

  • List of all program accounts and which to use during leave 

Fundraising 

  • List of all organizations (foundations, corporations, government, and individuals) that proposals were sent to including the proposal itself and contact info 
  • Template of program thank you letter 
  • List of recent interactions with donors or RD staff about donors or potential prospects.