FAIRMONT STATE COLLEGE POLICIES & PROCEDURES















NO. 36





INSTRUCTOR'S MANUAL OF PROCEDURES FOR OFFERING



NON-CREDIT CONTINUING EDUCATION COURSES OR ACTIVITIES



AT FAIRMONT STATE COLLEGE







February 1990









The following procedures have been established for offering non-credit Continuing Education Unit (CEU) courses and other Continuing Education (CE) activities. These policies are designed to assure quality instruction, programmatic consistency, and systematic handling of finances and record-keeping. Continuing Education is limited to post-secondary education participants only. All children's activities should be handled at the School level.





PROPOSALS



1. A Proposal must be completed for a CEU course or other Continuing Education activity which outlines the activity, time frame, proposed budget, recommended student fees, and instructor's salary, etc. (See Form A). Courses at the college may be designated either as traditional credit classes, or for CEU's, but not both.

2. After approval has been obtained from the appropriate instructor and division chairperson, the proposal will be submitted to the Provost for Community and Technical College. Teaching of CEU courses is not to interfere with faculty or staff members' normal responsibilities.

3. A copy of the approved proposal will be made available by the Business Office for the files of each office.

4. All Continuing Education Unit (CEU) courses and Continuing Education (CE) activities must be financially self-sustaining for both direct and indirect costs. The college retains 10% of fees collected for overhead such as heat, light, etc.

5. Five percent (5%) of collected fees also will be retained by the office of the Community and Technical College to provide for promotion, printing, and mailing. All additional fees not provided for in the budget expenditures will be retained by the sponsoring academic unit.





SALARIES AND PAYMENT



1. Salary guidelines for CEU instruction by faculty or staff under full-time contract shall not exceed $50 per clock-hour or $400 per day. One-day seminars are defined as consisting of six clock hours. A limit of CEU courses or CE activities will be imposed equivalent to teaching one additional three-hour off-campus credit course per semester for faculty under full-time contract. A limit of $1000 per semester will be imposed for staff under full-time contract (any salary above $1000 per semester can be negotiated).

2. A WV-48 (See Form B) must be completed by all instructors for CEU courses or CE activities.

3. A Consulting Invoice in triplicate (See form C), a WV-47 (See Form D) (if payment to an instructor exceeds $5000), and Consulting Contract questionnaire (See Form E) must be completed. All nine-month faculty will be considered "full-time" even though they may not be teaching (other than CEU courses) in the summer.











4. There will be no deductions made by the college for income taxes, social security, retirement, etc., for teaching CEU courses. As independent contractors, instructors of CEU courses have the responsibility for making declarations of income to the IRS.

5. WV-48 and WV-47 Forms will be completed prior to proposal approval.

6. The Consulting Invoice and Consulting Contract Questionnaire must be submitted with the Final Class Information Report.





PUBLICITY AND LOCATION OF ACTIVITY



1. The office of the Community and Technical College is available to assist in providing publicity, news releases, printing flyers, and mailing.

2. A Facilities Form for use of CEU courses or CE activities space must be completed and submitted. (See Form F.)





REGISTRATION AND FEES



1. Registration for CEU courses and CE activities must be conducted by the instructor prior to or during the first class or activity session.

2. Registration for CEU courses or CE activities is completely separate from other campus registration even though students may also be registered for regular college courses.

3. A two-part Registration Form (See Form G) must be completed by students for all CEU activities. Instructions are found on the reverse side of the form.

4. The School chair of the academic unit sponsoring the CEU course or CE activity is responsible for insuring that fees are collected from each participant and pre-numbered, hand-written receipts provided for payment. Fees will be collected by those persons conducting the course, rather than by the Business Office. The Business Office will provide a receipt book and deposit forms necessary to conduct the registration. The receipt book shall be maintained by the academic unit in an up-to-date manner and be available for audit at all times. Payment should be made by check payable to Fairmont State College and deposits along with a Deposit Report (See Form H) shall be made in the Business Office. The college will invoice an agency when appropriate.

5. At the completion of registration, the instructor shall complete and submit a Final Class Information Report (See Form I) to the School chair. This form will be approved by the School chair and forwarded to the office of the Community and Technical College where payment for instruction will be initiated.





COMPLETION OF COURSE ACTIVITIES



1. A Course Evaluation Form shall be completed anonymously by each participant at the conclusion of the course or activity and forwarded to the School chair and the office of the Community and Technical College. (See Form J.)

2. Certificates of completion are available when appropriate. (See Form K.)

3. At the completion of a CEU course or CE activity, Part III of the Registration Form is to be completed. The student receives a copy and the original must be forwarded to the office of the Community and Technical College. This copy will be retained as a permanent record in the Registrar's Office.



Payment for instruction will be made at the completion of these procedures.

















FORM A

















































































































FORM B

















































































































FORM C

















































































































FORM D

















































































































FORM E















































































































FORM F















































































































FORM G















































































































FORM H

















































































































FORM I

















































































































FORM J

















































































































FORM K