Continuing Education Activities

1. Continuing Education Activities Guide to Reporting

2. The Learning Curve • Educate department heads & administrators of the Rule’s requirements • Training provided through FMO on administration of continuing education course accounts - Segregation of duties - Restrictively endorsing checks - Account reconciliations - Approval to extend credit - Invoice management - Allocation of costs - Contract requirements - Written procedures • Inform appropriate personnel of recommended controls

3. University Rule • Standard Definition for Continuing Education: Professional development programs that do not provide academic credit, provided by Texas A&M University through seminars, conferences and workshops, targeted to individuals or groups that are external to Texas A&M University, for a fee. Continuing education units may be offered, but are not a required element. • Not Considered Continuing Education: • Academic Courses for credit • Conferences where no fee is collected • Retreats where no fee is collected • Conferences/Retreats where the audience is internal to TAMU

4. Clarify ‘Professional Development’ • Research conferences are considered a scholarly consortium and sharing of ideas. If a meeting is a normal scholarly conference, where CE credit is not given then the rule does not apply.

5. University Rule • Establishes Standards for Continuing Education Programs: • Needs assessment • Financial viability evaluated • Course content and development consistent with organization’s mission/expertise • Learning objectives established and audience identified • Quality standards established • Systematic review process established • Course marketing strategy developed • Program content • Revenue/cost factors used to set fee • Advertising needs and means • Program delivery • Accounting processes in place • Reporting system in place (participation, evaluation, and financial performance)

6. University Rule • Responsibility, Approval, and Accountability: • Management and oversight – appropriate Dean or Vice President • Program approval by head of administrative unit – maintained on file • Compliance – administrative units responsible for complying with university-wide standards • Can create standards/processes at administrative unit level as long as consistent with university-wide standards • Establish and monitor control systems • Resources to help develop control systems and control monitoring systems: Departmental Accounting Resource Center (within FMO) University Risk and Compliance • Surplus funds generated by CE activities may be used to support the academic/professional missions of the unit

7. University Rule- Required Reporting Templatelocated on web http://www.tamu.edu/provost/ • Annual Reporting Required for Board of Regents and Office of the Provost and Executive Vice President for Academics • This report has been combined with the Non-Funded Course Report to assist departments with simplified & efficient report requests • Comments related to educational and financial control outcomes should be included in the report • Totals for Continuing Education Activities are used to populate fields on the summary sheet to report on Non-State Funded Courses.

8. The Annual Report- Summary

9. The Annual Report- DetailContinuing Education sheet with totals feeding to summary sheet

10. The Annual Report- DetailDistance Education sheet with totals feeding to summary sheet

11. The Annual Report- DetailExtension Courses sheet with totals feeding to summary sheet

12. The Annual Report- DetailOther Courses sheet with totals feeding to summary sheet

13. University Rule • Transaction Processing Procedures • http://tamufmo.custhelp.com/ • Approval of Proposals and Contracts • Administrative review is required • Proposals by department head and dean • Contracts and amendments to contracts by the President or designee after routing through the Department of Contract Administration • Compensation • TAMU employees may be hired and compensated separately to instruct educational courses that are not included in their regular job duties (SAP 31.01.99.M0.02)

14. Americans with Disabilities Act • Title II requires the University to provide accommodations for individuals with ADA disabilities who attend an event sponsored by the University. • Assess the nature of the event site • Verify the availability and time frames to acquire special services • Request notification of special needs in promotional materials • Incorporate safety awareness in planning • Costs should be considered in setting continuing education fees • Questions: • Compliance questions and assistance in locating information: University Risk and Compliance – ADA Coordinator, Charley Clark 5-1323 or Annette Wallis 2-7737 • Contact point for information on specific services, e.g. Braille printing, sign language interpreters, adaptive technology: Disability Services – Services to Students, Dr. Ann Reber 5-1637 Website: http://compliance.tamu.edu/ADAMenu.aspx

15. Contact Information • Office of the Provost and Executive Vice President for Academics • Terry Spang or Brandy Kosh at 845-4016 • Departmental Account Resource Center – FMO • Phillip Guillen at 5-8846 • Office of University Risk and Compliance • Charley Clark at 5-0977 • Financial Management Office – Transaction Processing • Linda Kettler 5-0978 • Contract Administration • Dean Endler at 5-0099

16. Continuing Education Activities Questions?