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Contents:
12.10 UNIVERSITY OUTREACH CREDIT PROGRAMS
12.20 SPONSORED CREDIT INSTITUTES
12.21 TUITION PLUS FEES
12.30 INTERNATIONAL SPONSORED CREDIT PROGRAMS
12.40 STUDY TRAVEL ABROAD
12.50 CONFERENCE CENTER USE POLICY
12.60 ADMINISTRATION OF NONCREDIT EDUCATION
AND UNIVERSITY OUTREACH ACTIVITIES
12.70 AWARDING CONTINUING EDUCATION UNITS
(CEU's)
12.10 UNIVERSITY OUTREACH CREDIT PROGRAMS
Effective: March
4, 1997
PURPOSE
The purpose of this section is to summarize University
policies which specify the Administration of Off-Campus
and Outreach Credit Programs
AUTHORITY/SOURCE:
Florida Administration Code Section 6C-8.002.3 Provost
and Vice President for Academic Affairs, Vice President
for University Outreach SACS
POLICY
Courses for credit offered away from University campuses
and instructional sites shall be accorded the same status
as their counterpart courses on campus. Before initiation
of any Outreach credit course, written approval is secured
from the respective academic unit. As part of its mission,
University Outreach is responsible to insure that support
services and physical facilities are of comparable quality
to courses offered on-campus. University Outreach collaborates
with academic units in all aspects in planning, development,
delivery and evaluation of its outreach programs. Courses
for which degree credit is offered shall meet the same
standards as other regular credit courses.
University Outreach
is responsible for administering the delivery of credit
courses to off-campus sites within the University service
area and out of state. The FIU service area is Dade,
Monroe and Broward (shared) counties. University Outreach,
with the approval of the respective academic unit also
offers credit courses on - campus.
The Dean of
University Outreach is responsible for compliance with
all SACS criteria for the administration of University
Outreach credit courses, degrees and certificate programs
as well as provisions of the Americans with the Disabilities
Act and related University policies and procedures.
The Dean of
University Outreach through the Division of Academic
Affairs, informs the SACS Commission on Colleges in
advance of the planned initiation of an off-campus degree
or certificate program. A prospectus is submitted in
accordance with guidelines in the General Substantive
Change Policy for Accredited Institutions. Course and
program evaluation are the responsibility of the academic
unit in collaboration with University Outreach.
PROCEDURE
University Outreach maintains contact with the business,
educational, professional, and student communities;
informs them of the credit opportunities available from
the University; assists them to assess the needs of
their group; and arranges for course delivery.
Written approval
is secured by University Outreach from the respective
academic unit delineating instructor, course number/title,
class schedule and location before any credit course
is initiated.
12.20 SPONSORED CREDIT INSTITUTES
Effective:
March 4, 1997
PURPOSE
To define and establish procedures for Sponsored Credit
Institutes.
AUTHORITY/SOURCE:
Florida Administrative Code: Sections 6C-4.001 and 6C-7.008
Provost and Vice President for Academic Affairs, Vice
President for University Outreach
POLICY
Sponsored Credit Institutes A Sponsored Credit Institute
is instruction for academic credit provided by the University
administered by University Outreach, but sponsored,
i.e., all direct costs paid for, by the external sponsoring
agency. There is no direct expenditure of Education
and General (E&G) funds for the conduct of the programs
and no fees or other assessment are collected from the
students by the sponsoring agency, the University or
any other entity. The credit instruction may range from
a regular course or program found in the curriculum
to a special course or program developed or approved
by the University to meet the unique needs of the sponsor.
Such credit instruction does not generate fundable E&G
FTE.
A regular
feature of the Sponsored Credit Institute is a waiver
of all fees. The Dean for University Outreach is the
President's designee for this purpose. University Outreach
administers University Sponsored Credit Institutes.
With the exception
of programs conducted in a foreign venue, the Sponsored
Credit contract shall specify that the external sponsoring
agency will be responsible to cover the costs of appropriate
auxiliary aids and services to be provided in delivering
instruction to any participants with disabilities
PROCEDURE
A Memorandum of Agreement is drawn by University Outreach
between the University and the sponsor (or other designated
appropriate sources) detailing services, direct costs,
and sources of revenue to meet direct costs (paid by
the sponsor or other appropriate source).
The initiation
of a Sponsored Credit Institute normally involves a
meeting of official representatives of the sponsor;
the appropriate academic and other University unit(s);
and the Division of University Outreach. The outcome
of this meeting should be a Memorandum of Agreement
which contains the following:
Specific Nature
of the University Service:
The service
to be provided by the University should be stated in
specific terms including all academic information: course
abbreviation and number; course title; section number;
grade option and number of credits. Also included should
be class meeting times, beginning and ending dates,
location, a base minimum and maximum number of participants
for the course, and any other information which details
the University's obligation.
Obligation of
the Sponsor:
The sponsor(s)
or other designated appropriate sources pay all direct
costs incurred in the service the exact total of that
cost is for a base number of participants. The fee may
be increased for each additional student above the base
number and noted separately as an additional item to
the base budget for the service. Included in direct
costs will be the costs of providing appropriate aids
and services for any participants with disabilities.
Fee Waiver:
Pursuant to Section 6C-7.008, the Dean for University
Outreach is the President's designee for waiver of fees
for participants in Sponsored Credit Institutes. A list
of names and Social Security numbers of all participants
whose fees are to be waived is compiled and provided
to the Controller's Office.
Signatures:
The signature of the respective academic unit chairperson,
dean, and administrator of other appropriate units (including
the registrar) responsible for fulfilling the Memorandum
of Agreement will be secured. The Dean for University
Outreach will sign the Memorandum of Agreement after
all other signatures have been obtained. International
programs require the signature of the Director of International
Education Programs and Activities. See 12.30.
Budget Detail:
A separate breakdown of expenses utilizing University
budget categories is attached to the Memorandum of Agreement.
Items should include: Instructional design and delivery
expense (regular or adjunct faculty); travel and per
diem; management and registration; office supplies,
other personnel services (secretarial and bookkeeping);
telephone; evaluation; registration; admissions; account
management; facilities and services; appropriate aids
and services for any participants wit disabilities,
as required under the Americans with Disabilities Act;
and any other expenses which should be covered by the
agreement. The Dean for University Outreach is the designated
fund controller.
Evaluation:
Course and program evaluation are the responsibility
of the academic unit in collaboration with University
Outreach.
Internal Clearance
Procedure: Internal clearance must be completed prior
to the time the Memorandum of Agreement is signed by
the representative of the sponsor. It becomes the responsibility
of the Dean of University Outreach to:
Obtain written
clearance (on Memorandum of Agreement) from the Office
of Registration and Records to the effect that course
information is Complete accurate and consistent with
catalog file information. Registration deadlines should
also be checked.
Obtain and file
all required forms with the appropriate University offices.
Obtain payment
from the sponsor at the time of student registration,
for all direct costs as designated in the Memorandum
of Agreement from the agency or designated appropriate
source. Partial payment in advance may be assessed based
on the terms of the agreement.
12.21 TUITION PLUS FEES
Effective: March
4, 1997
PURPOSE
To define and establish procedures for Tuition Plus
Fees Programs.
AUTHORITY/SOURCE:
Florida Administrative Code: 6C-7.003 Provost and Vice
President for Academic Affairs, Vice President for University
Outreach
POLICY
The University President is authorized to establish
fees for credit course offerings which result in specific,
identifiable increased costs to the University. The
Dean for University Outreach is the President's designee
for this purpose. These fees will be in addition to
the regular Student Credit Hour fees charged to the
students. The additional fees charged are for the purpose
of recovering the increased cost resulting from such
credit course offerings. Such credit instruction generates
fundable E & G FTE.
PROCEDURE
A budget of proposed expenses is developed and allocated
on a per student basis to determine the costs over and
above the tuition. This budget and per student cost,
is sent to the Controller's Office and to Registration
and Records. An account is opened by the Controller's
Office, and a specific Section Number is allocated by
the Registrar.
12.30 INTERNATIONAL SPONSORED CREDIT PROGRAMS
Effective: March
4, 1997
PURPOSE
To enable international students to earn an FIU degree
or certificate through International Sponsored Credit
Programs. These programs are Sponsored Credit Programs
as defined in 12.20 and offered in fulfillment of the
international mission of the University.
AUTHORITY/SOURCE:
Florida Administrative Code 14-15 Provost and Vice President
for Academic Affairs, Vice President for University
Outreach
POLICY
International Sponsored Credit Programs enable international
students to earn an FIU degree or certificate by enrolling
in FIU credit courses taught at an institution in their
country, or on campus for programs housed on-campus,
or held within the United States. the pro-vision of
appropriate aids and services for any participants with
disabilities, as required under the Americans with Disabilities
Act, shall be a direct cost paid by an external sponsor.
Sponsored Credit
Programs are self-supporting. All direct costs are paid
by an external sponsor and managed by University Outreach.
No tuition or fees normally assessed to on-campus students
are collected. Sponsored Credit Programs do not generate
fundable, E & G FTE. All International Sponsored
Credit Institutes should follow the Council on International
Educational Exchange's Principles of Good Practices
of International Education to which the University has
subscribed.
PROCEDURE
All international sponsored credit programs must follow
12.20 Sponsored Credit Institutes.
International
Sponsored Credit programs are initiated by: faculty
or academic units (colleges, schools, departments, centers
or institutes) in collaboration with the Division of
University Outreach and the Director of International
Programs and Activities.
Academic units
and University Outreach collaborate to assess needs;
determine curriculum, arrange for the admission testing
and registration of students; develop a budget which
provides for all program costs in compliance with State
and/or Federal audit requirements, as appropriate; schedule
delivery of courses, submit grade reports; and evaluate
individual courses and the total program.
A Memorandum
of Agreement for a Sponsored Credit Institute is prepared
by University Outreach as required by FAC 6.14-15. This
Agreement covers in detail the responsibilities of the
University and the Sponsor and is developed with
University Outreach.
It is signed by the academic unit chairperson, Dean,
Dean of University Outreach, Vice Provost of International
Studies and a representative of the Sponsor.
12.40 STUDY TRAVEL ABROAD
Effective: February
8, 1999
PURPOSE
To establish
the process for evaluating and administering all Study/Travel
Abroad programs conducted by the University.
AUTHORITY/SOURCE
Provost and Vice Provost for Academic Affairs
Vice Provost for International Studies
Vice President for University Outreach
Board of Regents
POLICY
Before any commitments
are made, all proposed Study/Travel Abroad programs
must be reviewed and approved by the respective academic
unit(s), the Office of International Studies, and by
University Outreach for compliance with all related
Academic Affairs policies: 12.10, Off-Campus and
Outreach Credit Programs; 12.20, Sponsored Credit Institutes;
12.60, Policies Related to Administration of Non-credit
Education; 13.11, Procedures for Initiating International
Education Programs and Activities.
By definition,
Study/Travel Abroad programs are university credit and/or
non-credit courses taught abroad for less than 25% of
the degree during a short period of time, which enrich
the educational process by exposing students to a distinctive
and appropriate context of the curriculum being taught.
Such courses combine instruction and travel under the
direction of a University faculty member or appropriately
qualified instructor/program director approved by the
academic unit.
Students registering
for these programs may apply for financial aid and may
apply credits earned in such courses to their major
course of study as approved. These courses are entered
in the student transcripts by the Office of the Registrar.
PROCEDURE
Study/Travel
Abroad courses are a collaborative effort between the
program director, the academic unit, the Office of the
Registrar, the Office of International Studies, University
Outreach, Controller's Office, the Office of Financial
Aid, and the Office of the General Counsel.
The program
director shall:
a. Follow Academic
Affairs policy 13.11 Procedures for Initiating International
Education Programs and Activities and shall follow policies
of their academic units in planning and developing the
program. (See b)
b. Develop a
program and seek approval from the respective academic
unit, the Office of International Studies and University
Outreach. Program proposals require the signature
of the academic department chairperson/director, dean,
and the Office of International Studies. This proposal
shall include planned location(s), course prerequisites,
projected field trip, potential credit awarded to the
student, local accommodations, transport requirements,
and estimated costs.
c. Develop a
budget, collect and deposit all fees, and keep all budgetary
records in accordance with policy and procedures from
the Controller's office. The program director
is responsible for collecting and spending the funds
in accordance with the program budget.
d. Collect signed
liability forms and verify that all FIU participants
have medical insurance (including repatriation) prior
to registration. Non-FIU participants should consult
with the Office of International Studies. Forward all
forms to the Office of International Studies.
e. Be available
to work with the students as advisor to the program.
f. Work with
the Office of Financial Aid to facilitate the process
for students with financial aid need to ensure that
checks and financial aid are processed promptly.
g. Hold pre-departure
orientations to review critical pre-departure issues
such as: security, local culture, students rights and
responsibilities, emergencies abroad, history of the
country, etc.
h. Submit to
the respective academic unit and the Office of International
Studies copies of the program evaluation and a short
report on the trip. Guidance will be provided
by the Office of International Studies.
i. Submit final
receipts and account reconciliations to the Controller's
office.
j. The program
director shall leave with the Office of International
Studies a memo detailing emergency procedures
prior to departing. These emergency procedures
will specify actions to be taken in the event of a travel,
medical, personal, or other such emergencies while in
other countries. The program director on site
should report the emergency immediately to one of the
following FIU officers: Dean of University Outreach,
the Academic Dean, the Vice Provost for International
Studies or the Vice President for University Outreach.
The academic
unit shall:
a. Approve the
curriculum, advise students, assign a faculty member
or a qualified instructor to direct the program if it
is not initiated by a program director, prepare
a form 14 to send to University Outreach, and establish
the academic integrity of the program.
b. Approve the
number of credits for the program.
c. Administer
the SUS student-teacher evaluations in collaboration
with University Outreach.
The Office of
International Studies shall:
a. Assist the
program director with the development of the program.
b. In conjunction
with the Controller's Office, review the program budget
prepared by the program director to determine that all
applicable costs will be recovered.
c. In conjunction
with the Controller's Office and the Office of the General
Counsel, assist the program director in developing an
agreement with travel providers in compliance with the
guidelines of the Division of Business and Finance,
and with institutions abroad. These agreements
will ensure that the University will be listed as an
additional named insured on the provider's liability
policy. Any agreements should be signed by the
director and the Office of International Studies.
d. Assist the
program director in offering a student orientation.
e. Conduct regular
meetings of Study/Travel Abroad directors to provide
information on policies and procedures, and to solve
problems.
f. Collect the
summary reports from Study/Travel Abroad program directors
as noted in 13.11 Procedures for Initiating International
Education Programs and Activities to report them in
the OIS Planning and Accountability Report.
g. Conduct an
evaluation of the program success in meeting academic
objectives, student achievement, and students opinion
of the support services, travel arrangements, etc.
The Controller's
Office shall:
a. Assist in
the preparation of the program budget, which must address:
tuition/fees, student travel/ accommodation costs, faculty
compensation, marketing, and any other direct costs
involved.
b. Assist the
program director with the collection of fees, opening
accounts, and disbursements of funds.
c. Work closely
with the program director and the Bursar's office to
notify the program director in case of any financial
emergency due to canceled or returned check, insufficient
funds or any other problem with the deposited funds.
University Outreach
shall:
a. Review the
proposal to ensure that it follows all Academic Affairs
policies and procedures related to outreach courses.
b. Market the
programs in collaboration with the program director.
c. Prepare and
process instructor's contracts.
d. Pay compensation
and applicable reimbursement to participating instructors
or presenters under contract with the University.
e. Provide for
registration of all academic credit students through
the Office of the Registrar.
f. Register
participants and record through the Office of the Registrar
Continuing Education Units (CEUs) for non-credit Study
Abroad Programs.
g. Complete
all procedures required for an academic credit course
or non-credit education activity course as appropriate.
12.50 CONFERENCE CENTER USE POLICY
Effective: March
4, 1997
PURPOSE
The Roz and Cal Kovens Conference Center at Florida
International University supports the teaching, research,
and public service mission of the University by offering
an outstanding conference and meeting environmental
and by delivering quality meeting planning support services
and programs which meet or exceed the expectations of
all internal and external clients of the Center. The
purpose of this section is to summarize University policies
related to the use of the Center.
AUTHORITY/SOURCE:
Provost and Vice President for Academic Affairs Vice
President for University Outreach.
POLICY
The Conference Center is designed to provide the University
community, governmental agencies, business and professional
organizations, and other outside users an outstanding
facility for education-related Conferences workshops,
seminars, meetings, and other related activities.
The Conference
Center enhances the University's overall outreach mission
by extending academic resources of the University to
promote lifelong learning for all constituencies of
the University.
Approval for
use of the Center means only that the program appears
to meet the criteria established for its use and does
not imply endorsement of the views that may be expressed
during the program.
PROCEDURE
The following criteria have been established for use
of space in the Conference Center:
1. The program being offered must have a clearly identifiable
educational purpose.
2. The use must be related to the teaching, research
and/or public service missions of the University.
3. The use must have the sponsorship of a recognized
University unit, or have appropriately authorized involvement
or participation of the University faculty or staff.
4. The program offered must reflect community, state,
regional, national, or international education interests
or needs.
As a matter
of policy, traditional credit instruction normally will
not be scheduled at the Conference Center. However,
the Director is authorized to make exceptions on a space
available basis.
Authority is
delegated to the Director of the Conference Center and
Conference Services to make final judgments regarding
program adherence to the above criteria.
University Outreach/Conference
Center staff reserve the right to ensure that all programs
are conducted in a manner consistent with the purpose
and policies established for the Conference Center.
Any exceptions
to the Conference Center use policy must have the prior
approval of the Director of the Conference Center and
Conference Services designee.
12.60 ADMINISTRATION OF NONCREDIT EDUCATION
AND UNIVERSITY OUTREACH ACTIVITIES
Effective: March
4, 1997
PURPOSE
The purpose of this section is to summarize University
policies related to increasing access to and excellence
in noncredit continuing education offered under the
auspices of and carrying the name of Florida International
University.
AUTHORITY/SOURCE:
Florida Administrative Code Section 6C-8.002.
Provost and Vice President for Academic Affairs
Vice President for University Outreach
SACS
POLICY
The Southern Association of Colleges and Schools (SACS)
requires institutions to provide a clearly identifiable
organizational unit under the direction of a designated
administrative officer for the purpose of coordinating
noncredit educational activities. FAC, Section 6C-8.002
specifies that "each institution is responsible to establish
a University Outreach Activity as part of the Auxiliary
Budget Entity for the purpose of planning, offering,
and recovering all costs of noncredit Courses'' and,
"File with the Chancellor an annual report of all credit
and noncredit activity".
PROCEDURE
Noncredit education includes any conference, seminar,
professional development program, meeting, workshop,
class, training session, or other program which identifies
Florida International University or a constituent unit
of the University as the sponsor or co-sponsor, and,
which primarily serves participants other than faculty
or admitted undergraduate or graduate degree seeking
students of the University. Non-credit courses or programs
sponsored by University Outreach are offered after consultation
with and written approval of the respective unit chairperson/director
and when necessary, approval of the respective dean.
A. Academic
Units. Faculty initiating noncredit instructional activities
shall follow
established procedures within their academic units.
B. Sponsored
Research and Training. Faculty conducting instruction
funded
through a grant or contract shall comply with Academic
Affairs Policy, Section 9,
C. The Division
of University Outreach shall collaborate with the cosponsoring
academic unit as appropriate and shall perform the following
tasks:
1. Prepare and/or
review the program budget to determine that all applicable
costs will be
recovered. The budget must address participant fees,
faculty/adjunct compensation,
overhead, marketing, and any other direct costs of the
activity.
2. Establish the "break-even" enrollment or attendance
to continue the program, as applicable.
3. Identify the funding source(s) to begin the program.
4. Prepare and/or review all contracts with instructors
or presenters. Secure legal sign-off on
all contracts.
5. Collect fees for all programs.
6. Provide fiscal management, complying with all guidelines
as specified by the Division of
Business and Finance.
7. Process compensation and applicable reimbursement
of expenses to participating
instructors or presenters under contract with the University.
8. Register participants and record institutional and
individual Continuing Education Units
(CEUs) as appropriate in cooperation with the University
Registrar.
9. Prepare reports for submission to the Southern Association
of Colleges and Schools
(SACS), the Chancellor of the State University System,
and other agencies as appropriate.
10. Complete an evaluation of each non-credit course
or program.
D. Existing
fiscal management units which function within the Division
of Academic Affairs and in compliance with policies
of the Division of Business and Finance shall advise
University Outreach when an activity is planned and
provide the following information, for recording and
reporting procedures:
1. Title of
program.
2. Name of sponsor.
3. Dates of program.
4. Resume of instructor(s) as appropriate.
12.70 AWARDING CONTINUING EDUCATION UNITS (CEUs)
Effective: March
4, 1997
PURPOSE
The purpose of this section is to describe the procedures
by which University Outreach records the Continuing
Education Units (CEUs) earned by individuals who complete
the requirements of non-credit instruction and training
programs sponsored by the University or conducted with
the approval of the University.
AUTHORITY/SOURCE:
Provost and Vice President for Academic Affairs
Vice President for University Outreach
SACS
POLICY
The Division of University Outreach is the unit within
the University which reviews, approves, reports, maintains
permanent records for, and issues transcripts for all
Continuing Education Unit (CEU) activities. CEUs am
defined by SACS as ten contact hours of participation
by an individual in an organized continuing education
experience under responsible sponsorship, capable direction
and qualified instruction. The CEUs can be awarded in
whole units or fractions of a unit (one tenth unit for
each contact hour).
Programs which
award CEUs must meet the criteria outlined by the International
Association for University Outreach and Training.
PROCEDURE
Prior to publication, a program proposal is forwarded
for review to the respective unit chairperson/director
and the Dean of University Outreach for written approval
and assignment of CEUs. The proposal should include:
Program title,
goals and objectives, program schedule to show topics
covered, the number of sessions, dates and number of
instructional contact hours (excluding breaks and meals),
and the procedure to monitor attendance and determine
successful completion of program by CEU registrants.
University Outreach
implements the following procedures:
Each CEU registrant
completes a CEU Registration Form, including program
title, name, address and social security number.
Following completion
of the program, a complete program sign-in roster containing
social security numbers, signatures, names and addresses
of all CEU registrants is filed with University Outreach,
along with a completed CEU Registration Forms.
CEU registrants
may submit a written request for the transcript cf their
CEU record to the designee of the University Registrar.
Last
update
February 5, 2008 9:14 AM
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