Important Guidelines

Financial Information

Please use the following Short Programs templates for your course(s). Our goal is to offer our participants professional-looking materials that are consistent with the MIT Professional Education brand. You may also download the Short Programs logo for use on course materials, documents, and other collateral. Instructions and guidelines are provided to assist you, but if you have any questions at all, please email pemarketing@mit.edu.

The following items are included within the SP Templates Folder: Materials binder - front & back covers and binder spine, schedules for 1 to 5 day programs, name tags for staff, name tents, handouts, PowerPoint template for presentations, and sign-in sheet.

Short Programs Timeline

  • December - January: Registration for Summer Courses opens.
  • January - February: All website updates should be complete; ongoing minor website changes as needed.
  • February: Classroom assignments distributed.
  • March - April: Spring Logistics Questionnaire requested: course schedule confirmed, special event information, course materials, laptops requirements, course account information.
  • April: Faculty Directors/Assistants inform SP of any personnel (MIT or external) whom they plan to have assisting with/instructing the course.
  • April - May: Concerned about your enrollment? Contact us no later than now – course cancellations cannot occur fewer than 4 weeks before your start date.
  • June - July: If applicable, SP Course Discretionary Transfer Statement should be signed by faculty and returned to SP one week before the course begins.
  • June - August: Summer Courses run from the first Monday following commencement through the first full week in August. No programs will run during the week of July 4th.
  • June - September: All expenses should be process, posted, and reconciled by Faculty Director/Assistant no later than 45 days after the course ends.
  • August: Check your expenses and make sure they are all showing in SAP. SP Finance will be contacting you about your revenue, and cannot make any payments until you confirm all of your expenses are in.
  • August - October: If needed, post-course meeting with faculty and SP staff. The Revenue Report should be prepared by SP and sent to faculty no later than 60 days after the course ends. Two to three weeks after the Revenue Report has been sent, Faculty Director instructs SP how to disburse and leftover balance.
  • September: Participant feedback emailed to faculty.
  • September - November: The Closing Statement should be sent to faculty by SP no later than 90 days after the course ends.
  • Early October: Basic course information required: course title, number, short description, tuition, and preferred classroom.
  • Early November: Detailed course information required; faculty should review their course website at this time as we receive 25% of our online traffic in the fall.
  • November 15: If by November 15th no requests have been received by SP from the Faculty Director, then SP will process Supplemental Salary Payments or discretionary transfers to exhaust the balance.
  • November 30: The course account should be closed with a zero balance by SP no later than November 30th each year.

Short Programs Contact Information

The Short Programs Staff:

  • Malgorzata Hedderick, Short Programs Director
  • Isola Spence, Short Programs Manager
  • Luke McNeill, Program Administrator
  • Dani Kawaguchi, Program Coordinator
  • Justin Vieira, Program Coordinator
  • Elizabeth Bayard, Program Associate

Please send any comments, suggestions, or questions to shortprograms@mit.edu, or give us a call at 3-2101.

Our office is located at 700 Technology Square, Building NE48, Room 200. Our website address is https://professional.mit.edu/programs/short-programs.

All finance-related comments, suggestions, or questions should go to Patricia Casey: spfinance@mit.edu or 3-7428.