PPM Section 210-16

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Policy and Procedure Manual

Chapter 210, Instruction
Section 16, Continuing Education
Approved: 4/20/05
Supersedes: 6/17/97

Responsible Department: University Extension
Source Document: Policy on Administration of Continuing Education Programs

I. Purpose

This section outlines policy regarding planning and administration of continuing education programs sponsored by the University.

II. Policy

A. General

University Extension shall be responsible for programming and administering all continuing education programs, consistent with University policy as enunciated in the Guidelines Governing the Organization of University Extension.

B. Definition and applicability

1. Continuing education programs are defined as those educational activities (such as classes, lecture series, conferences, workshops, seminars, short courses, correspondence courses, and community education and development programs), whether for credit or noncredit, offered by the University of California to persons other than students formally registered in the University's degree programs or participants in intern and resident programs and other such regular campus programs as designated by the Chancellor.

2. Programs or activities will be considered as falling within this definition if:

a. The event is of an educational nature;

b. It is reasonable to assume that 10% or more of the participants will not be regularly enrolled University of California students; and

c. The event will utilize University facilities, or the event is sponsored by a University of California academic or administrative department or a University-affiliated group.

3. Specifically exempted from this definition are:

a. Regular Summer Sessions programs.

b. Programs designed by Cooperative Extension for which no credit is given or fees are charged.

c. Cultural events and public lectures sponsored and administered by Mondavi Center, and productions of the Department of Theatre and Dance.

d. Cultural events and public lectures sponsored and administered by a campus research or instructional unit for which no credit is given or fees are charged.

e. Meetings of learned societies hosted by instructional units.

f. Training programs for University staff.

C. Cosponsorship of programs with University Extension

1. Sponsors of a program falling within the definition in II.B, above, are required to cosponsor the program with University Extension. The Dean of University Extension must be contacted early in the planning stages. In a situation involving a dispute about cosponsorship, the matter may be referred to the Provost & Executive Vice Chancellor for resolution.

2. Because of its experience in offering continuing education programs, University Extension may provide the following services in planning and presenting the cosponsored activity:

a. Determining the most effective format for the program.

b. Arranging for appropriate facilities.

c. Obtaining review and approval of academic departments and the Academic Senate Committee on Courses of Instruction, when appropriate.

d. Arranging for program publicity.

e. Establishing fees that fully reimburse the University for its costs in accordance with University and campus policies.

f. Ensuring adherence to all campus and University policies, including those on prohibiting the expenditure of State funds for continuing education programs and on overload compensation for academic appointees who teach continuing education courses.

g. Handling fee collections and deposits.

h. Maintaining records of attendance and grades.

3. Because University Extension is a self-supporting unit that must recover its full operating costs by charging fees, a charge is assessed to cover the costs of its involvement in programs cosponsored with departments and groups.

D. Grant proposals with continuing education component

Grant proposals that involve training or education activities within the definition in II.B, above, shall be coordinated with the Dean of University Extension early in the draft stages and shall be approved by the Dean before the proposal is submitted to the granting agency.

III. References

A. Office of the President: Guidelines Governing the Organization of University Extension, 6/1/71.

B. Office of the President: Policy on Administration of Continuing Education Programs, 7/28/72.

C. Office of the President: Use of the Universitywide Extension Reserve, 8/27/81.

D. Planning & Budget Manual Chapter 8031, University Extension Programs.