X-8 Program Request for Non-Student Credit Hour Activity and Continuing Education Units (CEU)

NORTHWESTERN STATE UNIVERSITY

Program Request
for
Non-Student Credit Hour Activity
and
Continuing Education Units (CEU)

I Purpose and Scope: To outline the procedure for requesting Non-Student Credit Hour (SCH) activities on or off campus and to provide a means for the University's Operating fund to be reimbursed for resources used to support such activities.

II Reference: University Policy

Policy for Non-Student Credit Hour (SCH) Activity

All non-credit and/or non-SCH activities must be self-sustaining from their revenue producing activities. Each program and/or activity must submit a plan for approval listing all revenue and all cost. These activities include Continuing Education, seminars, training programs, camps, clinics and all other non-student credit hour activities.

Funding for the existing activities must have an approved budget on file with Business Affairs and maintain a positive balance at the end of each fiscal year or have approval from the appropriate Vice President and President to continue an activity that is not self-sustaining.

A plan including a budget for each activity must be submitted for approval when initially developed. Subsequent sessions of the activity are budgeted according to University budget procedures issued each year by the President.

Recurring non-SCH Activity account budgets are submitted for approval annually according to established budget procedures. Activity directors/budget units may request separate accounts for each activity or group activities within an account or accounts. Activities grouped within an account are accounted for individually by the respective Budget Unit Heads.

Non-SCH Activity accounts may be established and administered as a restricted self-generating departmental "enhancement account" under the fiscal responsibility and administration of the Budget Unit Head or an activity may be administered through the Continuing Education Department under the guidelines established for programs administered through the Continuing Education Department.

Note: Article 7, Section 14 of the 1974 Louisiana Constitution prohibits the donation of funds, credit, property, or things of value of the state or any political subdivision; therefore, scholarships and fee waivers cannot be awarded for non-credit activities.

The following are fiscal guidelines for support of non-credit/non-SCH activities. These guidelines are to support activities and allow for self-sufficiency.

1. Distribution of revenue received for non-credit activities
a) 79% of these revenues received will be utilized to pay all costs of the program activity or event.

b) 21% of these revenues will be for indirect cost to support overall program activities for
(1) Building Use 3%
(2) Administrative overhead 3%
(3) Continuing Education overhead 15% (if applicable)

c) Utilization of Revenue
(1) All funds must be budgeted in accordance with University policy and procedure.
(2) All spending must be in accordance with University policy and procedure.

Required forms for activities review and approval are:
1) Cover letter signed by person conducting program (Attachment #1)
2) Program narrative (Attachment #2)
3) Program request for Non-Student Credit Hour Activity and Continuing Education (CEU) form (Attachment #3)
4) Programs that recur annually require submission of an annual budget each year during preparation of the University's budget.

ACTIVITIES ADMINISTERED THROUGH THE
CONTINUING EDUCATION DEPARTMENT

The following are fiscal guidelines for support of Non-SCH activities administered through the Continuing Education Department. Non-Credit programming encompasses the following areas: Short Courses, Conferences and Seminars, and Contract Training. These guidelines are designed to support the activities and maintain program self-sufficiency.

Distribution of Revenue Received for Continuing Education Non-Credit Activities

1. Short Courses
A) 79% of the revenue received from these courses will be used to pay all direct costs incurred.
B) 21% of the revenue will be used for indirect costs to support the overall program operations.

2. Conferences/Seminars
Continuing Education as Sole Sponsor
A) Draft of preliminary budget listing all projected income and expenses
B) Continuing Education retains 90% of the operating margin which carries forward in the budget in order to support program growth and development

Continuing Education/University Department Joint Sponsorship
A) Draft of preliminary budget listing all projected income and expenses including indirect costs.
B) Draft of division of workload responsibilities
C) Draft of percentage split of operating margin which will be negotiable based upon division of workload responsibilities (i.e. Continuing Education-all program logistics; Department-all program content development would constitute a 50/50 split of operating margin)

3. Contract Training
(a) Instructors are paid according to rate schedules published by the Continuing Education Department.
(b) 5% of the operating margin after indirect costs of the course will go to the sponsoring Budget Unit for fulfilling the following administrative services: Securing instructor, and supervising program content development.
(c) The remainder of the operating margin will be retained by Continuing Education and carried forward into the budget in order to support program growth and development.

Utilization of Revenue

1) All funds must be budgeted in accordance with University policy and procedure.
2) All spending must be in accordance with University policy and procedure.
3) Revenue must cover direct and indirect costs.
4) Indirect costs includes:
(a) Building Use 3%
(b) Administrative overhead 3%
5) Revenue above costs will remain with the sponsoring budget unit and may be carried forward to the next fiscal year.

Required forms should be submitted to the Director of Continuing Education.

ACTIVITIES ADMINISTERED THROUGH THE BUDGET UNIT

Budget units may establish restricted self-generating accounts and develop and administer the Budget Unit's Non-SCH Activities.

Utilization of Revenue

1) All funds must be budgeted in accordance with University policy and procedure.
2) All spending must be in accordance with University policy and procedure.
3) Revenue must cover direct and indirect costs.
4) Indirect costs includes:
(a) Building Use 3%
(b) Administrative overhead 3%
5) Revenue above costs will remain with the sponsoring budget unit and may be carried forward to the next fiscal year.

Required forms should be submitted to the Budget Unit/Division Head, Dean, Appropriate Vice President.


III Procedure:

Program Request

Employee Desiring to Conduct a Non-SCH Activity

1. Presents the program concept to Budget Unit Head and when appropriate to the Continuing Education Department through the Budget Unit Head.

Employee Conducting

2. Completes program Cover Letter (Attachment #1), Program Narrative (Attachment #2) and Program Request for Non-Student Credit Hour Activity and Continuing Education (CEU) form (Attachment #3) for review and approval.

Program Request for Non-Student Credit Hour Activity
and Continuing Education (CEU) Form Completion

Program

3. Designates title of activity/program.

4. Determines activity beginning and ending dates.

5. Indicates this "program" is considered to be a one-time program or an on-going program.

6. Indicates number of clock hours of instruction/activity.

7. Indicates if CEU's will be earned by Participants.

8. Describes target audience and program/activity. Attach additional information if needed.

9. Provides instructor name and social security number.

10. Provides instructor's mailing address, contact phone number and FAX number.

11. Indicates fee to be charged each student/participant.

12. Indicates if a supply fee will be charged and if so, list the amount of the fee and the supplies to be purchased and provided.

Administration

13. Provides program directors name.

14. Identifies Operating, Systems Revenue, or Recreational Complex Fund Budget Unit responsible for this activity.

This Account is usually the Operating Fund academic unit "sponsoring" the activity as its activity.

15. Identify the location where the activity will be conducted. If off-campus, indicate where. If on-campus, list which campus building(s) and room(s). If the activity requires several facilities, each must be listed on a separate sheet for facility use assessment.

Budget

16. Identify the Activity Control Account title and the account number. This is the responsible budget unit's "self-generating" activity control account managed by the Budget Unit Head of the "sponsoring" budget unit.

Income

17. Identify all activity income.

Multiply fee per participant times number estimated to attend to determine estimated fee income.

List other income. Include donations and gifts which should be deposited with the university.

Estimated income is the total fees and other income.

Deduct the cost of any auxiliary (System Revenue, Recreational Complex, etc.) charges for rooms, meals, facilities, user fees, etc.

Deduct other costs to be funded by a revenue transfer as identified.

Deduct Building/Facility Use charges.

Deduct Administrative and Continuing Education overhead (if applicable).

Deduct any Continuing Education revenue share percentage.

Determine Estimated Activity Income which is the income available to conduct the activity.

Expenses

18. List all activity expenses. Do not include on campus building/facility use, Administrative and Continuing Education overhead, or on-campus room rent, user fees, etc., charged by other university units such as the Systems Revenue or Recreational Complex Funds. These items are revenue of those units and are deducted directly from revenue.

NOTE: Attach all Professional Services Contracts, Extra Services Contracts, "Wages of Labor" requests, student labor needs, etc.

Sum all expenses and deduct from Estimated Activity Income.

If the Estimated Net Income is less than zero the activity requires the President or the approved designee's approval.

Assigned Account

19. The assigned account is the activity's account title and number.

The title is assigned by the activity custodian/director.

The account number is assigned by Business Affairs when the activity is approved.

The activity's title and number is entered by the activity custodian/director if a recurring activity from future periods.

Comments

20. A section is provided for comments. Attach additional sheets if needed.

Approval and Routing

21. Program/Activity Director signs and dates request and submits with attachments to Budget Unit/Division Head for review and approval.

Budget Unit Head/Divison Head

22. Reviews activity, signs and dates if approved. If unapproved, returns to Program/Activity Director conducting activity.

Forwards approved request to Director of Continuing Education or appropriate Dean.

Dean

23. Reviews activity, signs and dates if approved. If unapproved, returns to Program/Activity Director conducting activity.

Forwards approved request to Director of Continuing Education (if applicable) or appropriate Vice President.

Director of Continuing Education (if applicable)

24. Reviews activity request and all associated Professional Services Contracts, Extra Services Contracts, Wages of Labor, travel and purchases. If disapproved, returns to Budget Unit Head/Division Head. If approved, sign and forward to appropriate Vice President for review and approval.

Appropriate Vice

25. Review request and all associated
President requests.

If disapproved, returned to Director of Continuing Education or Budget Unit/Division Head, whichever is appropriate.

If approved, forwarded to Vice President of Academic Affairs.

Vice President of Academic Affairs

26. Review request and all associated request.

If disapproved, returned to appropriate Vice President.

If approved, forwarded to Vice President for Business Affairs & Controller.

Business Affairs

27. If Estimated Net Income is less than zero, forwards to President for review and approval.

If Estimated Net Income is equal to or greater than zero, assign activity account number and process request.

Sends to Activity Director a copy of the approved request.

Activity Director (Budget Head Designee or Continuing Education, if Joint Sponsorship

28. Conducts activity, if Collects fee and other income.  Makes deposits, purchases goods and services, pays presenters and consultants in accordance with university policy and procedures.

Recurring Activity

29. When an activity is a recurring activity being conducted at least once a fiscal year, submits fiscal year budgets for activity account in accordance with budget development instructions issued by the President.

Support Services

Director of Continuing Education, if Joint Education Sponsorship 

30. If joint sponsorship, Continuing Education provides development, Coordination, advertising, budgeting, and accounting support for activity once approved.

Renters of University Facilities

Facility Manager & Director of Activity

31. Completes procedure required by University's Rent and Use of Property policy and procedure.

32. Remits rent in accordance with University's Rent and Use of Property policy and procedure.

33. Requires certificate of insurance form renter before allowing use of facilities in accordance with Rent and Use of Property and Insurance Requirements for Rent of University Facilities, by Individuals and Organizations policy and procedure.


Supplemental Schedule of Effort
and
Participant Sign-In Sheet Form
for
Non-Student Credit Hour Activity
and
Continuing Education Units

The Supplemental Schedule Effort, Project/Director/Coordinator/Instructor's Work Log (Attachment #4) is used to document services performed for Non-SCH activities and Continuing Education Units for payment to the provider of services for the following:

Extra Services Contracts

When used as documentation to request payment for services provided under an extra services contract this form should be attached to the request for payment. By signing this Schedule (Attachment #4) the Project Director, Instructor, Coordinator, Supervisor and/or Budget Unit Head is certifying that the information contained on this document, or any supporting attachments, as it relates to services performed are in accordance with the contract.

When a contract requires payment to be contingent upon the number of participants, or number of sessions, the Trainee/Participant/Sign-In Sheet Form (Attachments #5 & #6) must also be attached to document attendance. If partial payment is requested under a contract which requires this documentation, each request for payment will be required to have adequate documentation to substantiate the payment amounts being requested.

Professional Services

When used as documentation to request payment for services procured under a Professional Services contract this form should be attached to Screen 284, when submitted to Business Affairs. By signing this Schedule (Attachment #4) the Contractor, Project Director, Instructor, Coordinator, Supervisor and/or Budget Unit Head is certifying that the Information contained on this document, or any supporting attachments, as it relates to services performed are in accordance with the contract.

When a contract requires payment to be contingent upon the number of participants, or number of sessions, the Trainee/Participant Sign-In Sheet Form (Attachments #5 & #6) must also be attached to document attendance. If partial payment is requested under a contract which requires this documentation, each request for payment will be required to have adequate documentation to substantiate the payment amounts being requested.

Billing for Services

When using this form to Bill for Services that are provided by University Employees, but for which the employee is not going to be receiving extra services pay, these forms should be completed and forwarded to the Office responsible for compiling the invoice, to be used as documentation for amounts invoiced. 

Attachment #1

(Example Cover Letter)


To: ________________________________, Director for Continuing Education

From: _______________________________, (Activity Director)

Re: Non-SCH - ______________________


Attached for review and approval are the required request to conduct (Non-SCH Activity) . The Request includes the following:

1. Program Narrative

2. Program Request for Non-Student Credit Hour Activity and Continuing Education (CEU) form.

If you have any questions please contact me.

 

Attachment #2

Program Narrative
for
Program Approval for Non-Credit/Non-SCH Producing Activities

A. Briefly describe your program in terms of the activities when, where and what. Who are the participants and what will they receive? List the program staff. How will marketing occur for this program? What is the level of participation? (One page)

B. Briefly indicate what facilities will be needed on the campus or at what other location, length of program. What special resources will be needed? (One-half page)

C. Briefly give an overview of your program and attach any materials, agenda, highlights, awards, etc. (One page)

NOTE: Continuing Education may submit one program Approval for all courses, seminars, workshops, etc. However, Program and Fiscal Approval should be on file for each offering and approved by Director of Continuing Education. All other areas should submit for each program.

NOTE: This information should be summarized on the program request for non-student credit hour activity.

 

 

 

 

 

 

 

NORTHWESTERN STATE UNIVERSITY 

Instructions for Completion
of
SUPPLEMENTAL SCHEDULE OF EFFORT/PARTICIPANT SIGN-IN SHEET FORMS

 

Purpose:

These forms are used to document payment to employees and contractors for training, instruction or otherwise participating in activities for which documentation is required to facilitate the billing process or document payment requested for extra services or professional services as required by Grants, Contracts, Cooperative Endeavors, Self Generated Activities, ETC., (Does not include instruction for credit courses)

Responsibility:

It is the Budget Unit Head's responsibility to insure this form is completed and submitted to the appropriate offices.

The Instructor/Employee/Contractor and Supervisor/Budget Unit Head is responsible for ensuring that all mathematical computations are correct and that any necessary reconciliations for per hour, per unit or per person rate are performed.

Routing:

The Budget Unit Head should fill in required information and route to the Instructor/Employee/Contractor responsible for delivering the training/class activities/contracted services.

The Instructor/Employee/Contractor should insure the remaining information is accurately completed and then sign, date, and return to Budget Unit Head for review, approval and decimation to the appropriate offices.

 

Project Director/Coordinator/Instructor Work Log Instructions

  Data Responsibilities   
Item    Description By
1 Extra Services Contact Name Budget Unit Head
2 Non-Credit Presenter Number Budget Unit Head
3 Title of Grant/Contract or Project Budget Unit Head
4 Professional Services Purchase Order Number Budget Unit Head
5 Name of Person Requesting Payment Budget Unit Head
6 Physical Location of Instruction or Activity Budget Unit Head
7 Mark if Billing someone else for Services Rendered Instructor/Employee
8 Training Institute responsible for training/activity Instructor/Employee
9 Budget Unit Account to be charged for this payment Instructor/Employee
10 Terms of payment Instructor/Employee
11 Indicate if payment is based on a per hour rate; indicate amount per hour Instructor/Employee
12 Indicate if payment is based on a number of persons or a per unit rate Instructor/Employee
13 Indicate Day & Date of Event/Activity Instructor/Employee
14 Indicate the Class or Activity for which payment is being requested Instructor/Employee
15 Time Class or Activity Began Instructor/Employee
16 Time Class or Activity Ended Instructor/Employee
17 Total hours of instruction or activity Instructor/Employee
18 Number of Units being billed for (If person attach Trainee/Participant Sign-In Sheet Instructor/Employee
19 Description of duties performed Instructor/Employee
20 Signature of Person Providing instruction or coordinating activities Instructor/Employee
21 Date Signed Instructor/Employee
22 Signature of Supervisor or Budget Unit Head Budget Unit Head
23 Date Signed Budget Unit Head

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