Page Updated: December 19, 2002

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.

Page last updated: December 19, 2002