Effective: February 1, 1984
As a land grant university, Virginia Tech incorporates public service into its institutional mission on an equal basis with instruction and research. The University's two primary means of meeting its public service obligation are the Virginia Cooperative Extension Service and the continuing education programs of Virginia Tech. Cooperative Extension Service programs are funded through a combination of local, state and federal funds. Continuing education programs are separately defined by legislation which mandates that they be self-supporting.
Continuing education is a UNIVERSITY-WIDE mission, the purpose of which is to support the overall public service responsibilities of the University. It accomplishes this mission by meeting the educational needs of people who request or require educational and training programs outside the traditional credit format and whose needs are distinct from, or cannot be met by, the programs provided by the Virginia Cooperative Extension Service.
The Extension Division is the University administrative unit responsible for continuing education programs. This policy is consistent with state law regarding the Division's mission and, furthermore, corresponds to the centralization of administrative responsibility for continuing education activities within an institution as recommended by accreditation guidelines from the Southern Association of Colleges and Schools.
The continuing education program faculty located in the Donaldson Brown Center has responsibility for administering all continuing education programs of the University both on and off campus. Administration of such programs includes verification of needs, scheduling, budgeting, promoting, collecting and accounting of fees, general logistical support and assistance, as required, with the development of the instructional program. The granting of continuing education units and the maintenance of records relating to continuing education units are also the responsibility of the Extension Division's continuing education programming faculty.
Working with the Extension faculty located at the CEC, the colleges should provide a variety of continuing education programs to meet the needs of Virginia's citizens. College and divisional faculty, under leadership of their respective Deans and with the coordination of faculty at the CEC, are responsible for carrying out the University's continuing education function by designing, developing and conducting the required academic instruction in their respective areas of expertise. Programs jointly planned between and among departments, divisions, and colleges are encouraged. Instructional resources located outside of the University may be used when necessary. To encourage the widest possible participation of faculty and colleges in non-credit programs, the University has adopted a policy permitting direct payment of faculty or departmental reimbursement, as well as a procedure to allow colleges to share in PLANNED surplus revenues generated by continuing education programs.
FACULTY COMPENSATION FOR CONTINUING EDUCATION PROGRAMS
DIRECT PAYMENT TO FACULTY FOR NON-CREDIT INSTRUCTION (Approved by Board of Visitors, May 18, 1981) Faculty members of the University are eligible for direct pay for instruction in non-credit programs under the following specifications:
DEPARTMENTAL REIMBURSEMENT FOR INSTRUCTION
Faculty members may choose to waive direct pay for instruction in noncredit programs and have those revenues generated for instruction directed to their departments. This procedure is accomplished by increasing the departmental operating allotment from which the individual delivering the instruction is paid.
COLLEGE REVENUE SHARING
In addition to direct pay or departmental reimbursement, faculty members may choose to develop non-credit programs in which there is a planned surplus revenue element. Programs of this nature must be designated as such at the time the program budget is developed. Revenues from programs which are designated as surplus-producing programs and which are successful will share the planned surplus with colleges on a 66 percent college and 34 percent Extension Division basis.
Detailed information pertaining to faculty compensation, departmental reimbursement and college revenue sharing is available through the professional programming staff at the Donaldson Brown Center for Continuing Education.
In certain non-credit programs, it may be to the advantage of the University and the faculty member that no instructional fee or surplus element be assessed. This option is also open to the faculty member.
FACILITIES FOR CONTINUING EDUCATION PROGRAMS
The Center's auxiliary services of food and lodging WILL be used by University groups in conducting continuing education programs including noncredit instructional programs, workshops, conferences, etc., related to grants and contracts. The use of the facilities of the Donaldson Brown Center for Continuing Education for all continuing education programs planned in the Blacksburg area is consistent with general University policy requiring the use of University auxiliary services when available.
In the event the CEC facilities or auxiliary services are unavailable because of prior program commitments, the CEC staff will make alternate arrangements for food and lodging as well as instructional space for functions held both on and off campus.
USE OF REVENUES GENERATED THROUGH NON-CREDIT PROGRAMS, GRANT AND CONTRACT ADMINISTRATION
Social functions which include alcoholic beverages, food functions, entertainment, flowers, gifts, awards and special items may be charged to program budgets when established as part of the program budget. The funds for such items must be generated through conference fees. Expenditures must conform with University purchasing policy.
Grants or contracts having a continuing education program as a main objective or as a part of their objective may receive all regular conference services. Individuals budgeting grants and contracts should contact the CEC programming faculty for assistance in budgeting and planning the use of CEC facilities and services. Any question regarding the expenditure of grant or contract funds (especially federal funds) in a continuing education program must be cleared with the University Contract and Grant Administration prior to commitment of funds. If funds are to be used for the items mentioned above (social functions, flowers, etc.), these uses must be stipulated in the grant or contract.
The use of departmental research overhead funds in support of conference activities for the purpose of generating or promoting additional research projects is appropriate, but may not be used for such items as described in the first passage of this section.
USE OF FACILITIES BY OUTSIDE GROUPS FOR CONTINUING EDUCATION PROGRAMS
The University encourages outside groups such as professional societies, associations, business and industry, and non-profit organizations to use the CEC facilities for their continuing education and training functions. The University will also provide to these groups through the CEC appropriate educational and logistical services, recognizing that all programs of this nature must be self-supporting.
If programs by outside groups are co-sponsored by the University, then all fees must be received directly and accounted for by the regular University accounting procedures handled through the Donaldson Brown Center for Continuing Education; otherwise, a program may not bear the name of the University or any college/division/department as sponsor or co-sponsor.
Meetings of groups hosted by University departments for which no fees are collected and for which only space and audio-visual support is required may be scheduled ninety days in advance by contacting the meeting reservationist at the Donaldson Brown Center for Continuing Education.
Other meetings of groups hosted by University departments for which no fees are collected and which do not need the use of CEC staff or facilities may be permitted outside of these policy guidelines on approval of the Provost.
President's Policy Memorandum