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Policy and Procedure Manual

Chapter 210, Instruction
Section 15, University Extension Programs--Distribution of Concurrent Course Income
Approved: 4/20/05
Supersedes: 4/29/99

Responsible Department: University Extension
Source Document: Presidential Delegation DA 2115


I. Purpose

This section outlines policy and procedure regarding use of University Extension concurrent course fee income.

II. Definition

Concurrent course--a regular University course that is opened to University Extension students on a space available basis after enrollment of regularly registered students and with prior approval of the instructor.

III. Policy

A. The concurrent course program is self-supporting based upon student fees approved by the Dean of University Extension.

B. Departments participating in the concurrent course program receive a portion of the student fees to reimburse them for marginal instructional costs incurred in their participation in the program. The library receives reimbursement based upon the number of library cards issued to concurrent students.

IV. Procedures

A. Annual planning procedure

Responsibility Action
University Extension

1. Submits concurrent course income projection as part of annual budget submission.

2. Budgets income and expense in the University Extension Concurrent Course account (CONCRNT).

  • That portion of income used for reimbursing instructional departments and library is budgeted in Special Items (SUB3).
  • Any necessary changes to budgeted income and expense may be made during midyear budget adjustment.
Program Planning & Budget Operations Section, Office of Resource Management & Planning 3. Reviews and approves concurrent course income projection.

B. Current-year allocation procedure

Responsibility Action
University Extension

1. Establishes enrollment and withdrawal dates to permit firm calculation of total income by beginning of seventh week of each quarter.

2. Prepares quarterly report specifying participating departments, enrollments per course, and departmental share of fee income; distributes report by beginning of seventh week of instruction.

  • The report shall advise departments that University Extension will make a budgetary transfer from its reserve funds to the department for its share of income as listed on the quarterly report.

3. Submits to Accounting & Financial Services a DaFIS Current Budget document allocating funds from University Extension Reserve OP Fund 75090 to participating departments in the amount of each department's share.

Accounting & Financial Services 4. Prepares Fund Balance Adjustment document (FB) to transfer funds from University Extension OP Income Fund 20300 to University Extension Reserve OP Fund 75090 in response to each quarterly DaFIS Current Budget document.
Department

5. Receives current-year budgetary allocation of reserve funds at end of each quarter.

  • Funds may be expended for instruction and research at the discretion of the department chair.
  • Funds may be expended during the current year or may be carried forward to subsequent fiscal years.

V. References

A. Planning & Budget Manual, Chapter 6050, University Extension Fees, 6/15/73.

B. Planning & Budget Manual, Chapter 8031, University Extension Programs, 6/15/73.


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Last Updated: 1/3/07 | Questions and Comments

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