Office
of Continuing Education UPPS No. 02.01.01
Issue
No. 5
Effective
Date: 07/10/2008
Review:
November 1 E3Y
01.01 This
UPPS outlines general policy and procedures on the extension of university
resources through noncredit course offerings, conferences and workshops. It
also outlines steps to be taken as the Office of Continuing Education assists
stakeholders and assumes responsibility for developing, implementing and
delivering such programs to appropriate users.
01.02 This
UPPS is also intended to ensure that special programs and participants enhance
the quality and prestige of Texas State University-San Marcos.
02.01 Scheduling of conferences, workshops, and seminars is a
collaborative effort between several university departments.
a. External Groups: Persons
who are not affiliated with the University shall use Continuing Education as
the primary point of contact. Continuing
Education will collaborate with other departments to coordinate activities and
services. The Director of Continuing Education will consult with potential
sponsoring organizations to determine 1) if a proposed program should be
conducted through the Office of Continuing Education; 2) the appropriate support
services required to develop and conduct the proposed program; and 3) set
program fees.
b. Internal Groups: Persons
affiliated with the University who are sponsoring or coordinating conferences that
require housing services should contact the Department of Residence Life. The
Department of Residence Life will coordinate groups with needs for food and
housing only, and will refer groups to Continuing Education if the internal
group has any need for facilities and services beyond basic food and housing
requirements. The Director of Residence Life or designee will decide whether internal
programs shall be coordinated by Residence Life or referred to Continuing
Education.
c. Athletic Camps: Athletics
will work with the Department of Residence Life and Auxiliary Services to
coordinate housing and food provided the events do not require use of fields or
facilities not normally scheduled by Athletics.
d. Parking permit
requirements will be handled by the administering department or office.
02.02 Activities sponsored by Continuing Education.
a. Each Continuing Education activity may
be sponsored by an academic department, school or unit of the University or an
acceptable outside source. The sponsoring organization is responsible for the
content, quality, and delivery of the program.
b. The sponsoring organization and the Director
of Continuing Education share responsibility for the activity’s financial
arrangements. This responsibility includes developing a budget that normally
includes:
1) a
fee for services provided by Continuing Education;
2) all
fees included by virtue of use of other university facilities as outlined in
Section 02.03; and
3) fees
assessed to reimburse the costs of library or computer lab resources (if any)
that are needed to support the program.
c. The event sponsor shall work actively
and cooperatively with Continuing Education to assure financial success and
satisfaction with the program.
d. For
programs generated from an academic unit, if income exceeds expenses, excess
income will normally be redistributed according to the following:
Department/Instructor* - 65% Continuing Education - 35% *This percentage is available to the department. After consultation with the program or academic director, the chair may allocate its use for:
1) hiring of more temporary staff,
2) increasing instructor's stipend, or
3) supporting other departmental
activities.
e. Continuing
Education will serve as the fiscal agent of special programs and see that all
fees are collected and bills are paid in accordance with established university
fiscal policies.
02.03 Facility
Scheduling.
a. For
programs and activities scheduled through Continuing Education, Continuing
Education is responsible for obtaining facilities
through established procedures as outlined in UPPS documents relating to
scheduling of facilities (UPPS No.
08.01.10, “Scheduling of Evans Auditorium, University Performing Arts and Conference
Center, University Theatre, and Glade Theatre”; UPPS No.
08.01.02, “Scheduling of Physical Education, Athletic, and Recreational Sports
Facilities”; UPPS
No. 08.01.01, “Scheduling of University Facilities”; and UPPS No.
07.03.02, “Scheduling of Residential Facilities for Special Activities”).
b. For internal groups scheduled through
the Department of Residence Life, Residence Life is responsible for
coordinating residence hall assignments and meal tickets only through
established procedures outlined in UPPS documents related to UPPS No.
07.03.02, “Scheduling of Residential Facilities for Special Activities”;
and UPPS No.08.01.01,
“Scheduling of University Facilities.”
02.04 The Office of Continuing Education will
certify, record, and maintain all records and continuing education units
provided through its programming.
03.01 Reviewers
of this UPPS include the following:
Position Date
Director, Continuing Education November 1 E3Y Assoc. Vice President for November 1 E3YAcademic Affairs 04. CERTIFICATION STATEMENT
This
UPPS has been approved by the following individuals in their official capacities
and represents Texas State policy and procedure from the date of this document
until superseded.
Director
of Continuing Education; senior reviewer of this UPPS
Associate
Vice President for Academic Affairs
Provost
and Vice President for Academic Affairs
President