The Washington, DC Policy & Advocacy Fly-In is a cornerstone experiential learning opportunity that immerses students in advocacy, legislative processes, and professional networking. Pod leaders play a crucial role, guiding groups of students (4-5 students per pod) through preparation, advocacy skill-building, and congressional meetings. This document outlines the expectations, responsibilities, and meeting schedule for doctoral students participating as Pod Leaders.
For the first time, DSW and PhD students are invited to apply to serve as pod leaders for the 2026 Washington, DC Policy & Advocacy Fly-In. Pod leaders mentor student participants through policy preparation, advocacy practice, and congressional meetings. Interested doctoral students are encouraged to review the following Pod Leader Expectations and Responsibilities packet, which outlines the role and includes dates for the required virtual spring meetings to ensure availability.
All accepted doctoral pod leaders will have their Fly-In costs (flight, registration fee, and hotel) fully covered by the School of Social Work.”
Pod Leader Responsibilities
All doctoral student leaders are being asked for participation in three time frames: before the Fly-In, During the Fly-In, and After the Fly-In. Please see before for a brief breakdown of the responsibilities during each time frame.
Before the Fly-In
- Participate in Pre-Scheduled meetings
(see following timeline) - Serve as Pod Leader:
- Organize and facilitate pod-specific meetings with students.
- Ensure students understand assigned legislation and advocacy roles.
- Support students in preparing advocacy “pitches” and meeting talking points.
- Administrative Preparation:
- Work with Katy Taylor (crtaylor10@ua.edu) and the office of Experiential Programs and Community Partnerships to secure your travel arrangements.
- Stay updated on agendas, logistics, and student preparation expectations.

During the Fly-In

- Actively participate in all aspects of the Fly-In
- Lead your pod through congressional meetings and events.
- Mentor and support students by modeling professional advocacy and helping them reflect on the experience.
- Facilitate engagement during Hill visits, pod breakout sessions, and debriefs as appropriate.
- Maintain student safety & professionalism, ensuring adherence to university and program standards.
*Must be on-site in Washington, DC by 4:00 pm Tuesday, 3/24.
**Must depart Washington, DC after 2:00 pm on Friday, 3/27
After the Fly-In
- Participate in debrief conversations and provide feedback for program evaluation.
- Share insights with students to reinforce learning and professional growth.

Meeting Schedule & Purpose
All meetings will be scheduled in advance and sent to you in calendar invites. Please hold space in your calendar for these required meetings. All meeting times will be noted in Central Time (CST), are virtual, and will be held via Zoom.
Fall & Winter Preparation:
- October (Faculty, Doctoral students, and Staff only) Wednesday, October 22, from 3:30-4:30 pm CST: Brief meeting to go over the roles for this year’s Fly-In, go over the “Pod” structure, check-in, and discuss any questions.
- November (All Students & Faculty) Wednesday, November 12, 3:30-4:30 pm CST: Fly-In expectations, logistics, dress code, and agenda overview.
- December (Faculty, Doctoral students, and Staff only) Monday, December 1. 3:30-4:30 pm CST: Faculty, pod leaders, and staff-only prep, review of pod responsibilities, [the final part of this meeting will be only for UA SSW faculty, as it will pertain to their Travel Authorization forms]
January:
- Pod Leaders (Faculty and Doctoral Students)
Wednesday, January 14, 3:00-3:30pm CST
Prep meeting prior to student session. Chance to discuss any questions Pod Leaders may have before opening the meeting to students.
- All Students
Wednesday, January 14, 3:30-4:30pm CST
Introduction to the legislative process, what a bill is, and advocacy pitch basics. Overview of Fly-In expectations and preparation process. Pod leaders welcome to attend, but not required.
- Pod Meeting #1
Meeting date and time TBD*
Meet-and-greet with pod members and leader. Review Fly-In goals, discuss the purpose of pods, and review legislation options. Students will select their bill and become their pod’s “bill expert.”
Note for pod leaders: Please encourage students to begin drafting questions they would like to ask their Bill Experts in the meeting next month. If you’d like to dedicate part of this meeting to brainstorming questions, that is okay!
*Pod should plan to schedule this meeting for after the January Full-Group meeting, between
Wednesday, 1/14 and Friday, 1/23
February:
- Pod Leaders (Faculty and Doctoral Students)
Wednesday, February 11, 3:00-3:30pm CST
Updates, agenda review, questions session. Chance to discuss any questions Pod Leaders may have before opening the meeting to students.
- All Students
Scheduled between February 2-11, exact dates TBD
Bill Expert Meetings
- There will be four separate meetings, with students split by “Bill Expert” groups.
- Meeting times to be determined by the availability of the Bill Experts to meet via Zoom.
- Based on past prohibition of recording sessions with bill experts, meetings will likely not be recorded, so attendance should be strongly encouraged. If students cannot attend their bill’s expert session, notes will be provided.
- Pod leaders welcome to attend, but not required.
- Pod Meeting #2
Meeting date and time TBD*

Students will refine their advocacy pitches using insights from their Bill Expert meetings, practice professional presentation skills, and receive peer and leader feedback.
*Pod should plan to schedule this meeting for after the February Full-Group meeting, between
Wednesday, 2/11 and Friday, 2/20
March:
- Pod Meeting #3
Date and Time TBD*(NO FULL GROUP MEETING IN MARCH DUE TO SPRING BREAK)
Final pod meeting before Washington, DC. Students will deliver full practice pitches, receive feedback, and solidify group strategy to ensure readiness for congressional visits in Washington, DC
*Pod should plan to schedule this meeting for between Monday, 3/2 and Friday, 3/13.
Spring Holidays begin at 5:00 pm 3/13.
- Final Faculty, Staff, and Pod Leader Prep meeting
Tuesday, March 24, 2026
All Faculty, Staff, and PhD/DSW pod leaders meet at Capitol Hill Hotel from 5-7pm prior to Fly-In starting the next day
- March 25–27, 2026: DC Policy & Advocacy Fly-In
At the Fly-In (March 25–27, 2026)
Pod leaders accompany students through all sessions, Hill visits, and receptions. They are expected to engage actively not only with their assigned pods, but also with the entire student cohort throughout the Fly-In.
Responsibilities include:

- Actively participating in all aspects of the Fly-In (trainings, sessions, panels, receptions, and debriefs).
- Guiding their assigned pod through congressional meetings and serving as a point of contact/familiar face for those students throughout the Fly-In experience.
- Mentoring during advocacy activities and modeling professionalism.
- Supporting engagement and reflection during evening debriefs.
- Helping maintain professionalism, safety, and accountability across the student cohort.