Procedure Manuel:

DCE Policy/Procedure Manual:

UCF Division of Continuing Education4/1/2008

Table of Contents

1.1 General Policy1.1.1 Description1.1.2 Applicability/Accountability1.1.3 Reason for Policy1.1.4 Definitions1.1.5 Policy Statement1.1.6 Procedures

1.2 DCE Contact Information1.2.1 Website1.2.2 DCE Main Office1.2.3 Registration Questions/Changes1.2.4 Payment/Billing1.2.5 Webmaster

2.1 Credit Courses2.1.1 Rules of the Florida Administrative Code

2.2 Types of Credit courses/Programs coordinated by DCE2.2.1 Credit component associated with non-credit2.2.2 Tuition plus fee2.2.3 Sponsored Credit Institutes2.2.4 Dual-enrolled2.2.5 Special Topics

2.3 Fee Waivers2.3.1 Out-of-State Tuition Waiver requests2.3.2 Waiver of Tuition and Materials & Supply Fees

2.4 Credit Contacts2.4.1 Graduate Studies2.4.2 Registrar2.4.3 Student Accounts2.4.4 Student Health Center2.4.5 Undergraduate Admissions2.4.6 Course Development2.4.7 International Student Services2.4.8 College of Education2.4.9 College of Arts & Sciences2.4.10 College of Engineering and Computer Science2.4.11 Rosen College of Hospitality Management2.4.12 Dual Enrollment

2.5 DCE Procedures for Credit Registration2.5.1 Dual Enrollment Registration2.5.2 Sponsored Credit Registration2.5.3 Tuition Plus Fee Registration2.5.4 Credit/Noncredit Registration

2.6 Academic Credit Regulations and Procedures

2.6.1 DCE Academic Regulations and Procedures2.6.2 Holds2.6.3 Add/Drop2.6.4 Withdrawls2.6.5 Incomplete Grade2.6.6 Grade Changes2.6.7 Grade Forgiveness2.6.8 Name Changes2.6.9 Transcript Requests

3.1 Account Opening/Closing3.1.1 Budget Development3.1.2 Opening Accounts3.1.3 Accounting/Reporting Procedures3.1.4 Budget Revisions3.1.5 Closing Accounts3.1.6 Financial Reporting

3.2 Daily Deposits of Revenue3.2.1 Acceptance of Monies3.2.2 Daily Deposit Aceware Procedures3.2.3 Fee Collection Policy for Off-Campus Credit Programs

3.3 Collections3.3.1 Registration payment policy3.3.2 Confronting Collections Issues3.3.3 Collections Reporting3.3.4 Exceptions

3.4 Refund/Cancellation Policy3.4.1 Refund/Cancellation Policy3.4.2 Exceptions to DCE Refund/Cancellation Policy

3.5 Auxiliary Account Rules and Regulations3.5.1 Auxiliary funds usage3.5.2 Auxiliary funds restrictions

3.6 Purchasing3.6.1 Purchasing transactions

4.1 Program Evaluations4.1.1 Evaluation Procedures

5.1 DCE Marketing Account5.1.1 Description5.1.2 Account usage

6.1 Employment Guidelines6.1.1 Employment of Instructors6.1.2 Outside Employment6.1.3 Extra State Compensation and Overload

7.1 Written Agreements7.1.1 Contract approval Process7.1.2 Special Non-Credit/Credit Institute Agreements

8.1 Division Security

Attachments

Attachment A- Limited Non-Degree Seeking Form

Attachment B- DCE budget form

Attachment C- Service Fees Worksheet

UCF Division of Continuing Education

1.1 General Policy

1.1.1 Description: The university provides a variety of credit and non-credit continuing education programs, in

addition to those designed for the full-time resident. It is the responsibility of the Division of Continuing Education (DCE), Office of Academic Affairs, to administer designated credit and all non-credit University of Central Florida (UCF) continuing education offerings by centrally coordinating budgeting, program planning, program development and program implementation according to UCF and Board of Regents (BOR) policy. The purpose of these programs is to extend the capabilities of the university toward solving major community problems and to provide an accessible source of re-education, training, professional advancement and personal growth for professionals and private citizens in UCF's service area as well as at the state, regional, national, and international levels.

1.1.2 Applicability/Accountability: These policies and procedures related to UCF Continuing Education programs and activities are

applicable to all members of the university community.

1.1.3 Reason for Policy: These policies and procedures address the implementation of the following rules in the Florida

Administrative Code:- 6c-7003 (29) Off-campus Educational Activities- 6c-7008 (1a.b.) Sponsored Institutes and Programs- 6c-8002 Continuing Education- 6c7-2.017 Non-credit Programs

1.1.4 Definitions: Divisions of Continuing Education (DCE) . DCE is the designated unit within the Office of

Academic Affairs to coordinate all UCF continuing education credit and non-credit programs.

Continuing Education Purpose :1. Provide leadership in identifying major community problems inherent in a rapidly

expanding urban population area so that UCF resources can provide technical and intellectual assistance for solutions.

2. Provide a resource for local educational, professional, governmental, social, and grass-roots groups to assist them in becoming more effective instruments in solving major community, state, and national problems.

3. Provide a point of contact and catalyst for governmental, educational, social and other community groups desiring access to the skills and expertise available within UCF.

4. Provide activities to stimulate awareness of and responsiveness by academic units within the university to needs to which their professional talents could profitably be addressed.

5. Provide a means for program liaison between existing and potential statewide service efforts coordinated through the state university system and the Board of Governors.

6. Provide accessibility to UCF programs and expertise for those individuals and groups typically not reached by regular university degree programs.

Continuing Education Credit Programs . UCF approved credit courses offered via the following modes:

1. Off-campus at locations other than UCF regional campuses or institutional sites.2. Courses offered through tuition plus fee including off-campus, distributed learning and on-

campus.3. Sponsored institutes in which a fee is assessed and collected from a sponsor in lieu of

tuition. Enrollments from these programs are non-fundable. 4. Off-Book in which a fee is assessed and collected from individuals in lieu of tuition.

Enrollments from these programs are non-fundable.

Non-Credit Programs . A university sponsored educational program in which a fee is assessed and is not commensurate with university credit. These programs can be conducted on and off-campus and may provide certificates of completion, continuing education credits, industry certification/licensing, and/or license renewal.

1.1.5 Policy Statement: The UCF Continuing Education program is governed by the Florida Administrative Code, rules of

the University, and the Board of Regents, as specified earlier in this document. It is the responsibility of DCE, Office of Academic Affairs, to administer all credit and non-credit continuing education offerings by centrally coordinating budgeting, registration and fee collections, auxiliary accounting, program planning, program development, and program implementation according to UCF and BOR policy.

A Continuing Education credit course, as defined in this document shall be coordinated by DCE to assure compliance with University and Board of Regents policy.

1. All coordination with BOR staff regarding off-campus continuing education courses and the UCF service area shall be established through UCF procedures with pertinent documentation furnished to the Assistant Vice President- DCE or designate and forwarded to the Vice Provost-Academic Affairs or designee.

2. A schedule of off-campus courses initiated by UCF Colleges shall be formulated by DCE as the Division receives notification that said courses are approved by the appropriate college dean and academic department chair.

3. Requests made through DCE, initiated from individuals outside the University shall be referred by DCE to the appropriate academic chairperson and dean to ascertain whether or not the course will be offered and will refer to DCE for appropriate action.

4. Requested courses determined not to be offered by UCF shall be referred to the Assistant Vice President- DCE or designate to determine whether another state university can honor the request.

5. Monitoring of the continuing education credit program as pertaining to UCF and BOR policy shall be managed through DCE in coordination with the respective UCF academic units.

All non-credit courses and special non-credit programs shall be centrally coordinated by DCE. These include non-credit conferences, institutes, short courses, symposia, workshops, certification or pre-licensing courses, etc., as governed by the Southern Association of Colleges and Schools.

1. DCE shall be responsible for implementing UCF and BOR policies regarding non-credit continuing education programs.

2. All non-credit programs regardless of the source of their initiation shall be directed to DCE for approval. Such programs, after consultation with the appropriate academic unit, will be approved if they are in concert with the goals of the University, if adequate faculty and staff have been obtained, if an adequate site is available, and if sufficient funds are available.

3. All budgets for non-credit programs shall be established by DCE. 4. All necessary activities in the development and implementation of non-credit programs

shall be coordinated through DCE, including the development of course budget and auxiliary project, publicity, student records, information security, site arrangements, registration, collection of fees, and other necessary details.

5. Based on a published formula, DCE assesses a fee for service for continuing education programs initiated by UCF units. The current baseline fee is 7.5% of gross revenue. Additional fees may be charged on a cost recovery basis for special program services.

6. The Institute of Government and the College of Business Administration's Executive Development Center are authorized to collect, deposit and disburse auxiliary revenues for credit courses with tuition plus fee and noncredit programs separate from DCE by special exception of the Provost. All other auxiliary revenue collection and budgeting is centralized to DCE using the controls and procedures set forth in this manual.

1.1.6 Procedures: DCE is responsible to develop and maintain a list of procedures to implement the UCF Division of

Continuing Education Policies. A copy of the procedures will be available to the UCF community in print form and posted on the DCE website under the SACS accreditation link.

The procedures to initiate a continuing education credit or non-credit course/program are as follows:

Credit Course/Program1. The initiator will complete the appropriate forms, which includes documented needs,

course/program information, budget and marketing plan.2. After completion of forms, the initiator will meet with a DCE program coordinator to

review the forms and prepare for approval.3. DCE will distribute the forms for review and written approval including initiator,

department chair, dean or designee, DCE and Vice-provost – Academic Affairs or designee (Sponsored Institutes and Off-Book programs).

4. DCE with the respective Academic unit will coordinate the implementation of the course/program.

Non-credit Course/Program1. The initiator will complete the appropriate forms, which includes documented needs,

course/program information, budget and marketing plan.2. After completing of forms, the initiator will meet with a DCE program coordinator to

review the forms and prepare for approval.3. If the course/program is sponsored by an UCF Academic unit, the forms will be distributed

for written approval to the department chair and dean or designee.4. DCE will coordinate the implementation of the course/program.

1.2 DCE Contact Information

1.2.1 Website/Online Registrations:

www.ce.ucf.edu

1.2.2 DCE Main Office: Office Hours are from 8:00am – 5:00pm Phone: (407) 882-0260 Fax: (407) 882-0266 E-mail: [email protected] Address: 12565 Research Parkway, Suite 390

Orlando, Florida 32826

1.2.3 Registration Questions/Changes: E-mail: [email protected] Fax: (407) 882-0244

1.2.4 Payment / Billing Questions: Phone: 407-882-0243

1.2.5 Webmaster: (contact for any difficulties with the website or online registrations) Office: (407) 882-0253 E-mail: [email protected]

2.1 Credit Courses

2.1.1 Rules of the Florida Administrative Code: Ch 6C-8.002

The Chancellor shall coordinate credit and non-credit continuing education courses in all fields which the Board shall consider necessary to improve and maintain the educational standards of the State of Florida.

Administration and Coordination- The Chancellor shall be responsible for coordinating, on a statewide basis, the

continuing education programs of the universities.

Responsibilities of the Chancellor- To approve continuing education credit courses and to establish the fees for these activities when there is a demonstrated and justified need. Such courses shall not in any way be in competition with, or replace, the regular on-campus program of Educational and General credit courses taken by degree seeking and special students. Accordingly, continuing education credit courses shall be scheduled and offered in such a way as to prevent any negative effect on any university’s achievement of its legislatively funded enrollment plan. Any fees charged students for continuing education credit activities, which are higher than the normal Board approved fees for similar credit activities offered in the regular on-campus program, shall be established solely for the purpose of recovering all increased costs which result from offering these courses as continuing education activities.

Other Requirements Regarding Credit Activities.- Courses for credit offered through the Continuing Education Activity, away from the university campuses, or through sponsored credit institutes and programs shall be accorded the same status as their counterpart courses offered on the main approved campus. Normally, only courses in the existing university approved curriculum shall be offered as continuing education credit courses. Modifications to this requirement shall be approved

http://www.ce.ucf.edu/

by the Chancellor, as prescribed by Chancellor’s Memorandum. The university offering such courses shall be responsible for ensuring that the faculty, support services, and physical facilities shall be of such quality to assure full comparability to the course offered to its regular on-campus counterpart. Courses for which degree credit is offered shall meet the same standards as other regular credit courses.

Off-Campus Center - Each center in which off-campus credit courses are offered shall be organized and administered by the universities, as approved by the Board. All courses offered in a center shall carry resident credit.

2.2 Types of Credit courses/programs coordinated by DCE:

2.2.1 Credit component associated with non-credit: The noncredit activity is categorized into two basic formats.

1) College-initiated noncredit activity associated with optional credit course.a) Optional credit course may be selected from the active curriculum file or by obtaining approval for a special topics course.b) All participants pay noncredit fee; those opting for credit pay UCF course tuition in addition to the noncredit fee. UCF course tuition is paid through the UCF Cashier’s office according to standard operating procedures for the university. Non-credit fees are collected and deposited in an auxiliary project

maintained by DCE according to their control procedures. c) FTE is fundable unless out-of-state tuition is waived.d) Instructor is paid any overload from noncredit participant fee.

2) Outside initiated noncredit activity associated with optional credit course.a) Optional credit course selected from active curriculum file courses.b) FTE is fundable.c) Instructor paid by outside organization.

2.2.2 Tuition plus fee: Regular UCF tuition rate is paid for the course. Other identifiable program costs such as instructor travel, materials, catering, etc. are charged to

the enrollees and added to tuition expenses.1) A DCE budget is required, as DCE accounting collects and disburses funds for tuition

transfers, arranges payment of course expenditures, etc.

2.2.3 Sponsored Credit Institutes: An organization funds the institute fee for the enrollees.

1) If the participants are out-of-state residents, the out-of-state tuition waiver requires prior approval from the President or his designee.

a) If the waiver is approved, the student credit hours are non-fundable.2) Instructor is paid from the fees collected.3) Participants receive UCF college credit for the course in which they enroll.

2.2.4 Dual-enrolled: A special program was implemented to allow high school students to take college level classes, the

credit of which would apply to both the high school diploma and the college degree.1) Dual-enrolled courses are taught at the high school location.2) Instructors are paid by academic departments.3) Textbooks are paid by the applicable county public school office.

4) Tuition and fees are waived.

2.2.5 Special Topics: All special topics must be approved before they can be offered as a course. The following

procedures have been designed to facilitate the process. Refer specific questions to the Instructional Facilities Scheduler in the Registrar’s Office at 823-5257.

The first time a special topics course is offered, the Department must complete a Special Topics Request Form and obtain the necessary signatures. The request must be approved by the appropriate College committees and the University committees before it can be taught. This process must be completed before early registration begins for the term in which the course will be offered.

A special topics approval allows a course to be taught two terms. A new approval is required for the 3rd, 5th, etc. term a course is offered.

When a special topics course is approved as a permanent course by the Graduate Council or the Undergraduate Course Review Committee, it may be taught without additional approvals until a permanent number is assigned.

The Department will write in the special topics course information on the greenbar edit during the Master/Schedule Build for the term the course will be offered. Include alpha prefix, course number, section number, the title and number of credit hours. The course title can be no more than 17 digits and must include ST: plus the title. If a course has been offered before, use the exact title of the previous offering.

The college representatives will input the data into the Master Schedule during the Schedule Build.

After the 2nd edit of the Schedule Build, the Instructional Facilities Scheduler will compile a term list of all special topics being offered. This will be cross-referenced with an accumulative list and the special topics book to determine which special topics need approval. A list will be sent to each college, Student Development and Enrollment Services, and Graduate Studies.

The term list will be updated on a continuing basis as approvals are granted until two weeks before early registration. At that time, a second list will be distributed to the above organizations.

Any special topics course not approved will be cancelled the day before early registration begins.

** NOTE: Both Undergraduate Studies and Graduate Studies have been authorized to give “tentative” approvals as they deem appropriate.

2.3 Fee Waivers

2.3.1 Out-of-State Tuition Waiver requests: FAC, Chapter 6C-7.008(6) Out-of-State tuition requests for non-degree seeking students require Presidential or designee

approval. The earned student credit hours, however, are non-fundable; and the direct cost for the program of study must be recovered from the fees charged to all students.

2.3.2 Waiver of Tuition and Materials & Supply Fees: FAC, Chapter 6C-7.008 Sponsored Institutes and Programs

1) Tuition and materials and supply fees may be waived by the president or president’s designee for participants in sponsored institutes and programs where substantially all

the direct costs are paid by the external sponsoring agency, where there is no direct expenditure of Educational and General funds for the conduct of the programs, and where no fees or other assessments are collected from students by the sponsoring agency, the university, or any other entity. In determining whether the direct costs are paid by the sponsoring agency, funds paid directly to the participants in a form such as, but not limited to, stipends, travel or book allowances should not be taken into account.

“Direct costs” refer to the costs associated with the instruction or training which a participant receives. All funds collected from sponsoring agencies for sponsored credit

institutes will be remitted to the university’s contract and grants trust fund and/or auxiliary trust funds.

2) Neither the number of participants nor student credit hours in these institutes and programs may be counted for state-funding purposes. The waivers granted herein for non-resident fees are in addition to the non-resident waivers appropriated annually by the Legislature.

Certain tuition shall be waived for the following: 1) children of law enforcement officers or firefighters killed while performing certain

duties pursuant to Sections 112.19 and 112.191, Florida Statutes;

2) students who earn credit in courses toward both a high school diploma and an associate or baccalaureate degree pursuant to Section 236.081(1) (j), Florida Statutes;

3) students enrolled in a dual enrollment or early admission program pursuant to Sections 240.116 and 240.235 (4), Florida Statutes;

4) any student for whom the state is paying foster care board payment or any student adopted from the Department of Children and Family Services after December 31, 1997, pursuant to Sections 409.145(3) and 240.235(5), Florida Statutes;

5) any graduate student enrolled in a state-approved school psychology training program pursuant to Section 240.235(7), Florida Statutes;

6) certain members of the active Florida National Guard pursuant to Section 250.10(7), Florida Statutes;

7) a student enrolled through the Florida Linkage Institutes Program pursuant to Section 288.8175(6), Florida Statutes.

SUS and/or State employees who qualify pursuant to provisions in Rule 6C-5.930, the annual General Appropriations Act, collective bargaining agreements, and Section 110.1099, Florida Statutes, are entitled to register for up to six credit hours of instruction without payment of tuition, and, if applicable, the Non-Resident Fee.

Intern Supervisors — Persons who supervise interns for institutions within the State University System may be given one non-transferable certificate (fee waiver) for each full academic term during which the person serves as an intern supervisor. This certificate shall provide for waiver of the Residence Matriculation fee.

Florida residents 60 years of age or older are entitled to a waiver of tuition as provided by Section 240.235(3), Florida Statutes.

Non-resident students who are non-degree seeking are entitled to a waiver of the non-resident fee if the credit hours generated by such students are non-fundable and the cost for the program of study is recovered from the fees charged to all students.

Each university shall waive the activity and service, health, athletic, and material and supply fees, assessed on a per credit hour basis, for credit hours for which the tuition is waived in accordance with the provisions of Rule 6C-7.008. Each university shall waive the activity and service, health, athletic, and material and supply fees assessed on a per student basis only if a student’s tuition is waived for all credit hours. If a student pays any portion of the assessed tuition, that student shall

pay in full the activity and service, health, athletic, material and supply fees assessed on a per student basis.

Each university shall waive all tuition and fee components of Rule 6C-7.001 and material and supply fees assessed for credit hours for which tuition is waived. Each university shall also waive the activity and service, health, athletic, and material and supply fees assessed on a per student basis only if a student’s tuition is waived for all credit hours.

All or any part of the tuition and Material and Supply fees may be waived by the university when deemed appropriate provided that provisions for such waiver are included in Florida Statutes or the rules of the Board of Regents. The Board may provide for the waiver of the following fees as provided by legislative action:

1) Non-Resident Fees;2) Matriculation Fees for undergraduates, graduate assistants, and fellowships.

2.4 Credit Contacts

2.4.1 Graduate Studies: Melanie Key – primary contact – registration Jennifer Parham – application processor Pilar Ulloa – applies the $30 fee to the individual student from an ID transfer Tracy Jones - Director

2.4.2 Registrar: Dore Carter – primary contact Vanessa Butts – LNDG form processor for undergraduate, Grades for under grad and graduate

courses

2.4.3 Student Accounts : Dan Mayo – primary contact Patrick Blount – sponsored credit tuition waiver Susan Seymour – request for waiver of late fees Narene Lindauer

2.4.4 Student Health Center: Phylis Wagner (Kate) – removal of health holds Pauline Hurez – removal of health holds

2.4.5 Undergraduate Admissions: Alice Judah

2.4.6 Course Development: Marc Moseley – set up of WebCT Accounts Dale Voorhees - Assistant Director student support

2.4.7 International Student Services: Nataly Chandia – review of visa status to see if they allowed to take one course.

2.4.8 College of Education: Andrea Withington – registration Judith Montilla – course set up

2.4.9 College of Arts & Sciences: Teresa Wilkerson – registration Kristin Herbst – Film School – permission numbers

2.4.10 College of Engineering and Computer Science: Mickey Gravois – Registration & Administrative Adds Luis Quintana – dual enrollment coordinator Jamal Nayfeh – dual enrollment reports to him

2.4.11 Rosen School of Hospitality Management: Thomas Barr – Program coordinator

2.4.12 Dual Enrollment: Mark Poisel

2.5 DCE Procedures for Credit Registration

2.5.1 Dual Enrollment Registration Procedures: Academic Department approaches DCE to process registrations for an established dual enrollment

course LNDG form is handed out first day of class (Page one filled out by student, Page two, residency

filled out by parent) (attachment A) Completed LNDG forms returned to DCE LNDG forms are checked for holds and correct completion Class roster and notification memo are sent by DCE Business Office to: Registrar’s office, student

accounts, student health office, First Year Transitions, and Instructor All Student health, tuition fees are asked to be waived by DCE Original LNDG forms, class roster and notification memo are sent to registrar’s office. Temporary WebCT accounts are set up if requested Enrollment is verified in Peoplesoft by DCE Business Office

2.5.2 Sponsored Credit Registration Procedures: Academic Department creates a proposal for new class or program and meets with DCE. Program details are negotiated and a program budget is created by DCE and signed by Academic

Dept Chair and College Dean as well as DCE coordinator, Business Office and Director. Course records are created in Aceware by DCE Business Office. A contract is written with the entity sponsoring the course (if applicable) and is approved through

the UCF General Counsel and Purchasing. Budget is assigned a unique project number by the DCE Business Office and is opened by

Finance & Accounting. A deposit for the course is collected from the sponsor as identified in the contract

Department/DCE meets with potential students and markets the program. Interested students are asked to complete an application of interest.

Classes are scheduled by the department and added to the master schedule by the Academic Affairs office in their respective college.

If necessary, interested students are assisted by the academic department in applying to the university. Active student status is verified and all student records are checked for holds by DCE.

A list of students and contact information is compiled by the department and given to DCE. Students are entered into Aceware by DCE Business Office If requested by Academic department and specified in the program budget, the $30 admission

application fee is transferred to Graduate Studies. Each course instructor provides textbook information to the UCF Bookstore and books are

ordered. DCE Business Office registers the students in Peoplesoft and informs students when registration

is complete. WebCT accounts are requested and set-up if required Enrollment in course is verified in Peoplesoft by DCE Business Office. DCE sends memos requesting that all tuition, health fees and late fees be waived as course is

sponsored credit Sponsor is billed by DCE for final payment based on those registered in course after add/drop

deadline DCE maintains a checklist for SACS signed by a representative of the respective academic unit

that verifies documentation of the instructor of record, class location, agreement if applicable, budget, registrations, evaluations, library resources, student support services, course syllabus, and learning resources.

DCE processes any expenditures against the program budget via Purchase order or P-card. Expenditures may include instructor payments, textbooks, program marketing costs, copying, postage, materials, catering, space rental, etc.

DCE maintains a detailed ledger and backup documentation for all revenue/expense transactions. DCE offers a wide variety of optional program support//logistical services. These services are

often bundled in the DCE administrative charge. If DCE has contracted to perform these, they are done according to the timeline established between the Academic Department and DCE.

When course is completed, course instructor provides grade information on the course roster and students are provided with instructions on requesting transcripts.

Instructor course evaluations are distributed to all students at the end of class and kept on file with all credit course evals.

DCE creates a closing budget for the program which is signed by Academic Dept. Chair and College Dean as well as DCE coordinator, Business Office and Director.

DCE creates closing memo upon receipt of signed closing budget and sends to Finance and Accounting for closing transfers and account deactivation.

DCE posts closing transactions and updates all financial reports for College.

2.5.3 Tuition Plus Fee Registration Procedures: Academic Department creates a proposal for new class or program and meets with DCE. Program details are negotiated and a program budget is created by DCE and signed by Academic

Dept. Chair and College Dean as well as DCE coordinator, Business Office and Director. Budget is assigned a unique project number by the DCE Business Office and is opened by

Finance & Accounting. Course records are created in Aceware by DCE Business Office. Department/DCE meets with potential students and markets the program. Interested students are

asked to complete an application of interest. Classes are scheduled by the department and added to the master schedule by the Academic

Affairs office in their respective college.

If necessary, interested students are assisted by the academic department in applying to the university. Active student status is verified and all student records are checked for holds by DCE.

A list of students and contact information is compiled by the department and given to DCE. Students are entered into Aceware by DCE Business Office and invoices for program fees are

generated and mailed. DCE Business Office collects tuition payments and emails all student confirmations and receipts. If requested by Academic department and specified in the program budget, the $30 admission

application fee is transferred to Graduate Studies. Each course instructor provides textbook information to the UCF Bookstore and books are

ordered. DCE Business Office registers the students in Peoplesoft and informs students when registration

is complete. WebCT accounts are requested and set-up if required Enrollment in course is verified in Peoplesoft by DCE Business Office. Tuition amounts are

checked for accuracy. DCE verifies that all program fees have been paid by the students and then processes tuition

payments for each student and sends to Student Accounts. DCE requests that any late registration fees be waived DCE maintains a checklist for SACS signed by a representative of the respective academic unit

that verifies documentation of the instructor of record, class location, agreement if applicable, budget, registrations, evaluations, library resources, student support services, course syllabus, and learning resources.

DCE processes any expenditures against the program budget via Purchase order or P-card. Expenditures may include instructor payments, textbooks, program marketing costs, copying, postage, materials, catering, space rental, etc.








2.5.4 Credit/Noncredit Registration Procedures: Academic Department creates a proposal for new class or program and meets with DCE. Program details are negotiated and a program budget is created by DCE and signed by Academic

Dept. Chair and College Dean as well as DCE coordinator, Business Office and Director. Budget is assigned a unique project number by the DCE Business Office and is opened by

Finance & Accounting. Department/DCE meets with potential students and markets the program. Classes are scheduled by the department and added to the master schedule by the Academic

Affairs office in their respective college. Students register online for non-credit course through Continuing Education at www.ce.ucf.edu.

Noncredit fees are paid to DCE at this time.

http://www.ce.ucf.edu/

DCE maintains secure student database and deposits all noncredit revenue according to Business Office procedures.

Students wishing to receive college credit register on Peoplesoft at their regularly scheduled appointment time and pay tuition to the University Cashier either online or in person at the Central Cashier’s Office.

DCE disburses program fees collected to pay for program supplies, catering, class materials, special speaker payments, etc.








2.6 Academic Credit Regulations and Procedures

2.6.1 DCE Academic Regulations and Procedures: DCE policies and procedures regarding add/drop, withdrawls, transfers, etc will mirror the

university’s policies as stated in the official undergraduate and graduate catalogs for that academic year.

2.6.2 Holds:

A hold (negative service indicator) may be placed on a student's records, transcripts, grades, diplomas or registration due to financial or other obligations to the University. Satisfaction and clearance of the hold is required before a release can be given. Students may check for holds on the POLARIS system at https://connect.ucf.edu. To obtain an immediate release for financial holds, payment to the Cashier's Office must be made either in cash, credit card, cashier's check, or money order.

2.6.3 Add/Drop: Add/Drop is the period following their initial registration when students may make class schedule

adjustments (as listed in the "Academic Calendar"). Add/Drop may be done using the POLARIS system (https://connect.ucf.edu) and in the college advising offices. After the Add/Drop period, no course may be added. Courses meeting for the first time after the end of Add/Drop may be dropped the next business day in the Registrar's Office, MH 161.

2.6.4 Withdrawls:

Withdrawal for each term begins after "Late Registration and Add/Drop" ends. Students may withdraw from a class and receive the notation of "W" until the date noted in the "Academic Calendar" online at http://www.ucf.edu/toplinks/academic_calendar.html. A student may withdraw from courses using POLARIS at https://connect.ucf.edu, or by visiting the Registrar's Office (MH 161), certain college advising offices, or a Regional Campus records office. Students may withdraw by fax at 407-823-5652. Faxed requests must be received by 5:00 p.m. on the last day to

https://connect.ucf.edu/

http://www.ucf.edu/toplinks/academic_calendar.html



withdraw and must include the student's identification number, the course(s) to be dropped and his or her signature. Students also may send a written request to the Registrar's Office by mail (to P.O. Box 160114, Orlando, FL 32816-0114). This letter must be time-stamped or postmarked before the published withdrawal deadline and must include the student's identification number, the course(s) to be dropped and his or her signature. Students seeking to withdraw in person must sign the request and must provide photo-identification. The official date of withdrawal is the date the University receives the withdrawal request. Requests received by mail are processed using the postmark as the official date of withdrawal. Withdrawing from classes may have financial aid, NCAA eligibility or international Visa consequences. Students should seek appropriate advisement prior to withdrawing from a class.

A student is not automatically withdrawn from a class for not attending, nor can an instructor withdraw a student from a class. Upon request the instructor will provide the student with an assessment of the student's performance in the course prior to the last day of withdrawal.

No withdrawal is permitted after the deadline except in extraordinary circumstances such as serious medical problems. Unsatisfactory academic performance is not an acceptable reason for withdrawal after the deadline. Students seeking to petition for a late withdrawal should consult Academic Services (MH 210). At the time of the request, Academic Services will ascertain from the instructor whether the student was passing or failing the course. If the student was passing, a "WP" will be recorded on the student's permanent record; if failing, a "WF" will be entered. Medical and late withdrawals normally are for all courses taken in the semester.

Students who seek late withdrawal because they are ill must apply for the withdrawal within six months of the term from which the withdrawal is sought. Students seeking a late withdrawal because of medical conditions must follow the medical withdrawal procedure. The student's physician provides the University with the appropriate medical information, using the forms available in the Office of Academic Services. A medical withdrawal must be for all classes in the term.

If a medical withdrawal is approved, a "WM" will be recorded for each course. Students who receive a medical withdrawal may be placed on hold until the University can determine that the student is ready to return. If a medical withdrawal is not approved, the request may be approved as a late withdrawal and grades of "WP" or "WF" will be recorded. A grade of "WF" will affect the calculation of the student's grade point average.

Following the close of Late Registration and Add/Drop each term, students withdrawing from courses will incur both grade and fee liability. Students with circumstances determined by the University to be exceptional and beyond their control may apply for a cancellation of enrollment and an elimination of fee liability. Exceptional circumstances include, but are not limited to sickness, death, involuntary call to military service, or administrative errors created by the University. Students must submit a petition and all supporting documentation for a Late Drop of courses to Academic Services (MH 210; 407-823-2691) within six months of the end of the term for which the Late Drop is sought.

If a student withdraws from a course while an alleged academically dishonest act is under consideration, and the case is not subsequently resolved in favor of the student, the University reserves the right to assign the appropriate grade for the course.

Withdrawal and Academic Behavior Violations - Should an alleged violation of academic behavior standards arise before the withdrawal deadline in a term, the instructor shall notify the unit head who will notify the University Registrar that the student shall not be withdrawn from the

course in question. Only a written release from the instructor of the authorized party deciding a student appeal will permit withdrawal. However, if the student appeals the academic action and desires to withdraw from the course, the process shall be initiated by the student immediately in the normal University manner. Such withdrawal requests will be held in abeyance until a ruling on an appeal is obtained. If resolved in favor of the student, the withdrawal request will be processed at the time. The individual empowered to rule on the student appeal shall appropriately notify both the University Registrar and the Director of the OSRR or designee of the outcome. For additional information regarding Academic Behavior Violations, see the current Golden Rule.

2 .6.5 Incomplete Grade:

A grade of “I” (Incomplete) may be assigned by the instructor when a student is unable to complete a course due to extenuating circum-stances, and when all requirements can be completed in a short time following the end of the term. The student is responsible to arrange with the instructor for the completion of the requirements of the course. Effective with incomplete grades assigned in the Fall semester 1997 and thereafter, a student cannot graduate from the University with an “I” on the transcript. The incomplete must be changed within one year of the last day of the semester attempted or prior to graduation from the University, whichever comes first. Unresolved incomplete grades automatically will be changed to “F” by the Registrar’s Office. Unresolved “I” grades in courses graded with “S” or “U” will be converted to “U.”

2.6.6 Grade Changes:

A grade change is the change of any originally assigned grade to another grade, including grades of "I" and grades earned by administrative withdrawals. Grade changes other than medical withdrawals will be considered only during the semester immediately following the one in which the grade was assigned, except that grades assigned during the Spring semester may be changed during either the following Summer term or Fall semester. A change in grade must be approved by the dean of the college or school. A grade will not be changed after a degree has been conferred. The Registrar will change a student's academic status if necessitated by a change of grade, except in cases of academic suspension. If a student is suspended, the Admissions and Standards Committee may review the suspension and readmit the student if the Committee decides readmission is warranted.

2.6.7 Grade Forgiveness:

Grade Forgiveness offers a student the opportunity to retake a course and earn a higher grade that will be substituted for the previous lower grade and thus raise the GPA. “Grade Forgiveness Request Forms” are available in the Registrar’s Office (MH 161) or on the Registrar’s website, http://registrar.ucf.edu. Requests must be submitted no later than the last day of Late Registration and Add/Drop for the term/session in which the student has registered for the course being repeated. The following policies apply:

1. Grade Forgiveness is limited to two courses;

2. Grade Forgiveness may not be used twice for the same course;

3. Grade Forgiveness will only be awarded if the original and repeated courses both are taken at UCF;

4. All grades will remain on the student’s official transcript. The original course grade will be marked with a “T” to indicate that the course subsequently has been repeated, or a note describing the initial attempt, and the repeat course grade will be marked with an “R.” The original grade always will appear on the transcript but only the repeated course grade will be calculated into the GPA;

http://registrar.ucf.edu/

5. If it is determined that the student is ineligible for the Grade Forgiveness policy, neither a refund of fees nor automatic withdrawal from the course will be made;

6. If a student applies for Grade Forgiveness and later withdraws, or receives and “I” grade or “NC” grade in the course, the attempt will count as one of the allotted Grade Forgiveness attempts, and the GPA will calculate both grades.

7. UCF does not honor Grade Forgiveness granted at other institutions unless it is part of an Associate in Arts or a specific statewide articulated Associate in Science degree transferred from a Florida Public Community College or State University. UCF’s Grade Forgiveness policy may not be honored by other colleges, universities, professional schools, or national testing associations;

8. Due to the two-course limit, a student who has repeated two or more courses at a Florida Public Community College or State University and included those courses in the transfer of an AA or a specific statewide articulated AS degree will not be granted any Grade Forgiveness at UCF;

9. Grade Forgiveness awarded for repeated courses will not retroactively alter any previous academic action (i.e. academic probation or disqualification). In addition, no academic records can be altered after a student graduates;

10. Grade Forgiveness is not retroactive and, therefore, may not be used for a course repeated before Fall 1981. If a student who repeated a course at UCF before 1981 and did not use the previous forgiveness policy may repeat the course again. In this case, the lower of the previous two grades will be forgiven. This special circumstance is the only one in which a student will be allowed to repeat a course more than once; and,

11. With prior approval from the Dean’s office in which the course is offered, a student may substitute a course different from the original one if: 1) the substitute course reflects a change in prefix, number, hours, or title but not in substance; or 2) the substitute course replaces a course no longer offered by UCF.

Repeated Enrollment in Same Course: Beginning Fall 1997, a student enrolled in the same undergraduate college credit course more than twice shall pay matriculation at 100% of the full cost of instruction (Non-Florida Resident rates).

2.6.8 Name Changes:

To change the legal name maintained on the student's official UCF record, the student must submit a completed "Change of Name" form and supporting documentation to the appropriate UCF office. Attach to the form a copy of a legal name change document (e.g., marriage certificate, divorce decree, etc.). Undergraduate students must submit the form to the Registrar's Office (MH 161). Graduate students must submit the form to the Graduate Studies Office (MH 230). Current UCF employees and those students who have been UCF employees within twelve months of the date the name change is requested must submit the form to the Human Resources Office (12565 Research Parkway). The "Change of Name" form is available from the Registrar's Office at MH 161 or online at http://registrar.ucf.edu.

2.6.9 Transcript Requests:

Requests for official transcripts are made through the Registrar's Office (in person, by mail, or by fax). "Transcript Request Forms" are also available on the Registrar's Office website at http://registrar.ucf.edu. A student's academic record can be released only upon written



authorization signed by the student. Telephone and e-mail requests are not accepted. Transcripts cannot be released if the student is on hold due to a financial obligation to the University. Transcript requests must include the student's signature, full name, identification number, and the name and complete address of the person(s) or organizations to whom transcripts are to be sent. If final grades or degree statement are needed, indicate that the transcript request is to be held until all requested data are posted.

A $10 per transcript charge is assessed for each transcript request. Payment for official transcripts is required at the time of request and may be satisfied by cash, check or money order (made payable to UCF), credit card, or UCF Card. Requests received by mail must be accompanied by a check, money order, or credit card information (i.e., card type, card number, 3-digit Security Number, expiration date, and the name to which the card is registered.) Cash payments can be accepted only by the Cashier's Office during that office's regular business hours. The UCF Card payment option is available only at the main Orlando campus and must be made in person at the Registrar's Office (MH 161). Mail written requests for transcripts to: Registrar's Office, Attn: Transcripts, P. O. Box 160114, Orlando, FL 32816-0114. For fax request information and payment procedures, refer to http://registrar.ucf.edu/ or call 407-823-3100. Transcripts may be sent electronically to other Florida public institutions. Transcripts not claimed with 30 days of printing will be discarded and must be reordered. A$10.00 per reordered transcript fee must be submitted with the reorder request. Grades are available from POLARIS at https://connect.ucf.edu.

3.1 Account Opening /Closing

3.1.1 Budget Development: College representative and DCE coordinator will develop an opening budget (attachment B). Opening budget needs to identify:

- Projected revenue (list each fee option)- Projected expenses (by general category)- List instructional cost (differentiate Dual Comp. Faculty and OPS) with description of

services.- Credit card fees- Services fee with list of services provided (attachment C)- Account number to secure revenue or loss- Form available on DCE support site: www.dcesupport.ucf.edu

Once budget is developed, it must have the signed approval of the DCE business office (coordinator of admin services), college dean, department chair, DCE coordinator and DCE director. The DCE business office MUST be the first party to approve and sign off on the budget.

3.1.2 Opening Account: The opening budget needs to be submitted with to DCE business office two weeks prior to any expense or income on account and prior to online registration set-up.

DCE will then request an account be opened and Finance and Accounting will assign a project number.

DCE business office will then add the course to the active account list and will set up the course in Aceware, coordinating with IT support and enabling online registration if applicable.

http://www.dcesupport.ucf.edu/


Course inputer will then send an email to all support staff and the program coordinator notifying them of the new account number and course code.

3.1.3 Accounting/Reporting Procedures: DCE will collect revenues and process payment of expenses. Copies of any expenditure or transaction must be forwarded directly to the DCE business office being sure to reference the department or project number affected. All copies of transactions are recorded in Aceware (pocket ledger) by the Coordinator of Admin Services and filed in the program file located in the DCE Business Office.

DCE reconciles accounts with Peoplesoft system on at least a monthly basis. Detailed accounting reports are prepared and provided to colleges on their programs upon request.

Additional reports are available upon request. (Enrollment and Income Report, Expense Ledgers, deadbeats)

3.1.4 Budget Revisions: Follow budget development procedures in section 3.1.1. Revised budgets need to be signed by college representatives, DCE coordinator, DCE Director and DCE Business Office and submitted to DCE business office personnel.

DCE Business Office (Asst Director) forwards a copy of the revised budget to F&A for processing and updating in Peoplesoft.

3.1.5 Closing Accounts: A preliminary closing budget with actual figures filled in will be emailed to DCE coordinator by Business Office (Asst. Director) for review at the end of a program. Coordinator will review and notify DCE business office if there is any additional revenue or expense that needs to be processed.

A final closing budget will be sent to DCE coordinator. The coordinator will then meet with the college representative to review the program and obtain closing signatures (same signatures as in account opening).

Signed closing budget is returned to the DCE Business Office. Copies are placed in the closed account binder and the program file. Closing is recorded on Closed Accounts spreadsheet and project is deleted from the active account list.

DCE Business Office (Asst Director) prepares a closing memo that is sent to Finance and Accounting’s auxiliary department.

DCE verifies in Peoplesoft that the correct funds have been transferred and records transfer in Aceware (pocket ledger).

3.1.6 Financial Reporting:Continuing Education strives to adhere to all UCF policies and procedures regarding financial transactions, records and reporting.

Continuing Education financial records are recorded and reported from our database called Aceware. Financial transactions are recorded in the pocket ledger section of this database. Hard copies of transactions are then filed in paper files and stored in the CE Business Office, making sure that no credit card numbers or sensitive information is filed with the transaction. Aceware also serves as our student

records database storing student names, contact info, registration information, payment records, grades, marketing codes and course history. Aceware works in concert with the following UCF Financial systems as a cross-checking mechanism:

Bank of America V-Relay System Continuing Education uses the university V-Relay system to collect payments online for immediate and automatic processing. Payments may be via credit card or electronic check. CE programmers have developed an online registration system using Aceware to collect registration database information. Through this system, registrants input their personal information online and submit it to CE. They are then directed to the secure V-Relay site to make payment online. Payments made through V-Relay are coded to be sent to the UCF Finance & Accounting office with the correct auxiliary project and account codes and are deposited by F&A into CE’s auxiliary projects.

Peoplesoft

Continuing Education uses the university Peoplesoft system extensively. All financial records and accounts are verified and crosschecked by the Business Office with the Peoplesoft Financials system on a daily basis. Purchase orders, requisitions and TARS are also created and processed in this system. Student records, tuition payments, holds and grades are researched and verified with the Peoplesoft SA/HR system. CE payroll is also entered and approved in this system.

F&A Datamart/DocView

Detailed expense listings are printed from our Aceware database (pocket ledger) and are crosschecked with F&A Datamart. This system is particularly useful for viewing expenditures that are automatically deducted where the Business Office may not have received a hard copy receipt for posting. F&A Datamart also assigns every expenses listing with a voucher number. This number can then be searched in the DocView system and scanned documents pertaining to the expenditure can be viewed and printed out when documentation is otherwise unavailable.

Continuing Education generates the following financial statements to assess the financial health and stability of the division: (samples follow)

Account Listings (active and closed)- Daily Deposit report (revenue collected)- Daily- sample omitted for privacy reasons Income/expense balances (pocket ledger)- Daily Program budgets- when ready for closing Deadbeats (collections due)- Monthly Cost Center Unit Report- Monthly Division Income Statement- Quarterly 3501 Budget Analysis- Yearly Annual Report Stats- Yearly Aggregate Division Income Statement w/ gross, net and operating rev-Yearly

Other financial reports are also generated on an “as needed” basis.

A quarterly financial report will be prepared by the Assistant Director and turned in to the DCE Director on Sept 30, Dec 31, Mar 31 and June 30 of each fiscal year.

Quarterly Financial Report to include:1. Gross/net revenue for quarter (detail accounts closed), compare to prior FY2. Expenses per control account (detail in pocket ledger), compare to prior FY3. Projected net revenues on all open accounts4. Overhead charges assessed (separate from #2)5. Interest payments to date6. Gross/net revenue for each college control account (list programs closed)7. List of any issues or concerns8. Include a sheet with total aggregate figures for current FY

All figures reported to the Director are first verified and matched with figures in Peoplesoft for accuracy.

3.2 Daily Deposits of Revenue

3.2.1 Acceptance of monies: Walk ins – Cash, checks, and credit card payments will be accepted by the DCE business office. A receipt will be issued from Aceware for cash and checks. An Aceware receipt will be issued for credit card payments when the charge has gone through (typically emailed to registrant with course confirmation). If student is in Aceware and already registered, all contact information is verified prior to acceptance of payment. If student is new, a completed registration form must be collected with payment.

Checks by mail –DCE Assistant Director receives mail and opens all checks. Copies are made of each check and the back of each check is stamped with the UCF For Deposit only stamp. Payments are then entered into Aceware by the Coordinator of Admin Services and marked with the proper department or project number. An electronic receipt is sent to the registrant confirming payment.

Online- These registrations are automatically input into Aceware by the registrant and payment is automatically processed at the time of registration through the Bank of America Payment

Gateway. Payments can be made via credit card or online check. Electronic receipt and confirmation of registration is sent automatically to the registrant. No manual input or processing is required by the Business Office on these transactions. All BoA settlement reports are matched with the revenue deposits into the auxiliary projects on a weekly basis.

Credit card payments- DCE accepts Visa, Mastercard, American Express and Discover. All charges are processed within 24-48 hours. If a card is declined, the registrant is emailed or called and notified of the problem. Once all charges have been processed, the detailed charge listing from BoA is verified with the Aceware deposit report. If charge amounts match and all payments for the day have been processed, the deposit reports are printed and closed out in Aceware.

ID Transfers- ID transfers are to be done on a daily basis. Registrations are input by the Coordinator of Admin Services. IDTS are processed and recorded in Aceware and verified on the Project account by the Asst Director.

3.2.2 Daily Deposit Aceware Procedures: A deposit will be made on a daily basis and taken to the UCF Cashier.

Print “The Deposit Report” from Aceware. (This report shows a check log as well as details of all other monies.)

Print two copies of the transmittal form and verify that all amounts are correct.

Assign the bank deposit number in Aceware. The format we use is MMDDYY. This is under reports, accounting, cash box reconciliation. Print out cash box reconciliation.

Bank Bag: Transmittal report, one copy of BoA settlement report, and all cash and checks. Run a total for the checks on adding machine verify against check total on report.

1. The bank deposit receipt is to be verified, before leaving the cashier’s office, against our copy of the transmittal report.

2. The bank deposit receipt will be attached to our copy of transmittal form, “The Deposit Report”, copies of all checks, and report from BoA. This information will be kept in the daily deposit file.

3.2.3 Fee Collection Policy For Off-Campus Credit Programs: UCF policy, under the Office of the Inspector General, fee collection of off-campus credit

programs must have a single point of responsibility. For Off-Campus Credit Programs, it is the Division of Continuing Education Accounting Office. In some cases tuition remittance may go directly to Student Accounts. Faculty members do not accept payment from students under this policy.

Fees collected are immediately deposited in the UCF Cashier’s Office. All completed departmental and institutional forms are distributed to the appropriate university office after registration.

Registration may be conducted online or received onsite. Refund Procedures, Tuition Waivers, Late Registration Fee Appeals and Late Payment Fee Appeals mirror the UCF policies outlined in the current undergraduate or graduate catalogs.

Students failing to pay tuition by deadlines for payment will be referred to the UCF Collections Office. The Division of Continuing Education will advise students of holds and referral to the UCF Collections Office.

3.3 Collections

3.3.1 Registration payment policy: Registrants will not be entered into Aceware as a confirmed registration until some form of payment is accompanying their registration. Exceptions are allowed in certain circumstances and will be decided upon by the coordinator for their specific program. If a coordinator makes an exception, it must be offered to all students in that program and must be in writing wherever payment/registration policies appear. Accepted forms of registration payments include:

-Credit card (Visa, MC, Disc, Amex)- Purchase Order*-Check or money order -Signed deferred payment agreement-ID transfer (for internal UCF registrants)-Wire transfer-Sallie Mae loan approval-Other payment forms deemed appropriate (e.g. 1227 military forms, Letter of Credit, company vouchers)-Complimentary registration (approved by faculty or program coordinator)

**In the case of purchase orders, invoices are immediately sent out upon receipt of the purchase order according to its instructions.

3.3.2 Confronting Collections Issues: Occasionally, some collections situations arise due to various reasons. An effort is made to

confront these situations as soon as they occur, typically by the first night of class or the day of the event.

Onsite registrations-Unpaid students flagged on sign-in roster (highlighted, circled, etc)-Materials or name badges for unpaids are pulled from the table until payment is made-Each DCE staff member is given list of unpaids, instructions for collections-Invoices are printed for unpaids so that they can follow up with their company if necessary-Follow up contact info is gathered from student if payment can not be made onsite

No onsite registration-Roster is reviewed for any unpaid registrations-Second invoice is sent if payment is still not received (for instance, PO is still outstanding)-Class Instructor may be contacted in some cases to talk directly with unpaid student although instructors are not allowed to collect payments for DCE-Grades, materials etc. may be withheld until payment is received.

3.3.3 Collections Reporting: Each month, a total deadbeat report for the whole division is printed out for any outstanding balances on classes with a starting date that falls within the last month (on 9/1/04, a report will be

printed with the dates inputted being 8/1/04-9/1/04).

All individuals on the list are reviewed on an individual basis, a second invoice marked past due is printed and mailed out to them (first invoice sent via email at time of registration). This action is noted on the report under that individual’s name.

Prior month’s reports are also reviewed to check on individual now two months past due.

Any correspondence with an individual or company is recorded on the monthly deadbeat report.

Any individuals who have still not taken care of their balance due by the time the next month’s report is run will receive a third invoice marked final notice. After the third invoice is sent, attempts are made to contact the unpaid by phone and email as well. If no response is received, the individual is sent a letter informing them that they will be turned over to university collections if payment is not received in 10 business days. If payment is not received on the 10th day, we turn them over to the university. This is usually only necessary two or three times a year.

3.3.4A Exceptions- Airforce tuition reimbursement Not every program follows the standard collection procedures. Tuition reimbursement varies slightly. Separate procedures follow:

In order for the US Airforce to process student’s paperwork and for UCF to invoice and collect in a timely manner the following steps have been required by the Education Office’s at the various airforce bases that we work with.

1. Student gets information on desired courses from UCF or UCF training partner. Information must include name of course, course number, contact hours and cost. Student’s name, SS# and student contact info are collected. If the course can be completed in 18 weeks or less, up front payment can be made. If not a breakdown by semester will be calculated and paid on a semester basis.

2. Student goes to Education office with the course info and obtains a form called AF form 1227. At this point, the student needs to have the required course info, including semester hours. 100% is covered for $250 or less per semester hour. Each student receives $4500 per year in tuition assistance and the fiscal year runs from Oct 1-Sept 30.

3. Student brings the original 1227 back to UCF training partner who faxes a copy to DCE Business Office for invoicing.

4. UCF uses 1227 to bill airforce directly on UCF letterhead. An Aceware invoice is generated and must include student name, contact info, SSN, and course name, dates and times. The cost on the invoice must match the approved amount for tuition assistance on the 1227. The invoices are faxed to the contact person at the base with a copy of the 1227s. The original invoices are mailed to the address on the 1227.

5. The airforce base, upon receipt and approval of the invoices, either faxes or mails UCF an authorized letter with a visa number and the amount to bill the card, as well as a list of the UCF invoices that the payment is covering and a copy of each of the invoices.

6. UCF runs the credit card and faxes a copy of the credit card receipt back to the Education Office. UCF keeps the original credit card receipt with the authorized letter in the file.

7. Invoices are not paid by the airforce bases until the month of the course begin date. If payment is late, UCF or SIGMA needs to follow up with the contact person at the Education Office to determine the reason for the hold up.

3.3.4B Exceptions-Verizon Tuition Reimbursement:

1. Student gets information on courses from SIGMA/UCF. Student turns in this information to Verizon and Verizon issues a Letter of Credit which is turned in to SIGMA. The letter of credit contains student name, contact info, SSN, course name, course number, authorized billing amount, and the dates of the course.

2. Letter of Credit is faxed to UCF by SIGMA. UCF generates Aceware invoice containing student name, contact info, SSN, course name and number, course dates and cost of course. Invoice is printed and mailed with a copy of the LOC:

CAEL-VZ TAPP.O. Box 3808AChicago, IL 60690

3. Verizon approves payment and issues a check to UCF for payment of invoices. Check should arrive in 4 weeks however, follow up is usually necessary as payment is typically taking 6-8 weeks to receive.

3.4 Refund/Cancellation Policy

3.4.1 Refund/Cancellation policy

Refund requests must be made in writing to Continuing Education business office no later than five business days prior to beginning of the course. The request must include the company FEID number or attendee’s social security number. An administrative fee of 25% of total registration fees will be deducted. Minimum administrative fee is $25. Refund requests received after deadline will not be honored. A substitute may attend the program in your place. If you do not attend the program and do not submit a refund request, the University will retain all fees.

All refunds are approved prior to processing via email to the program coordinator.

3.4.2 Exceptions to DCE Refund/Cancellation policy

Individual program coordinators reserve the right to use variations of the above policy but their policy must by turned in on their program budget, signed off on by all parties involved and must appear on all marketing/promo materials that are sent out to registrants. Policy must also be printed on the program website and must be applied to all registrants for that particular program in the same way.

3.5 Auxiliary Account Rules and Regulations

3.5.1 Auxiliary funds usage: The following auxiliary funds usage has been approved by Finance and Accounting, according to

the Florida Administrative Code 3A-40.103. For questions about specific expenditures, please contact Finance and Accounting.

Program accounts that collect fees are allowed to spend those fees for meals, refreshments, plaques, textbooks, etc. as stated in the program brochure. (Section I.B.) The expenditures need to be with-in the time frame of the program and spent for the participants. Once the program is over and the funds transferred into a control account all the restrictions listed under section I. A apply at that point. We can interpret the etc. liberally as long as the expenditures are stated in the program brochure as part of the program and that the fees are going towards those items.

3.5.2 Auxiliary funds restrictions: Funds listed in I.A. above (Section 4. Auxiliary Funds) shall not be used to purchase the

following:1. Congratulatory telegrams2. Flowers or telegraphic condolences3. Plaques for outstanding service4. Entertainment for visiting dignitaries (official entertainment)5. Refreshments such as coffee and doughnuts6. Decorative items (statues, potted plants, picture frames, etc.)7. Coffee makers8. Paper tissues (kleenex, etc.)9. Leather portfolios10. Christmas or greeting cards and postage therefore11. Meals (unless as part of reimbursement for travel)12. Donations to individuals or associations

Types of funds listed in I.B. above are subject to the restrictions of A. above except as modified below:

1. Extension Incidental Trust Funds may be used for the purchase of meals, refreshments, plaques, textbooks, etc. for the participants if such items are budgeted to be part of the participants’ fees for attendance at workshops, seminars, etc. offered by the College of Continuing Education.

3.6 Purchasing

3.6.1 Purchasing transactions: All invoices are to be verified by the program coordinator and given to the Administrative

Assistant or one of the division p-card holders for payment. All Purchasing transactions will be processed by the processor and approved by the approver. P-

card transactions must be stamped and filled in with the project number to charge, account code, and description of the charge. They must also be signed by the cardholder and the approver. If the charge is travel related, a TAR must be in place prior to making the charge and the TAR number must be recorded on the receipt for the approver.

All invoices being paid by purchase order must be labeled with the purchase order number and signed by two staff members on the DAL for the project/department being charged. Copies of all invoices must be made for the vendor file, for the Business Office for posting and filing in the account file and for the Finance and Accounting Office for payment.

4.1 Program Evaluations

4.1.1 Evaluation Procedures:

The evaluation form can be found on DCE’s support site: www.dcesupport.ucf.edu. All programs are to be evaluated.

http://www.dcesupport.ucf.edu/

The program coordinator for a program is responsible for making sure that copies of the evaluation forms are printed for each registrant and are given to the instructor prior to the last night of class. Please be sure to put the program name and date on the evaluation form before making copies. The evaluations are to be put in a manila envelope with a return address, so that the completed forms can be returned by mail, if the instructor chooses. The instructor should have a student collect the forms and seal the envelope.

Forms are to be returned to the coordinator for first review. The coordinator can highlight any comments that they wish to have recorded in Aceware. The front desk will tabulate completed forms. A blank form should be used for the tabulation results.

The front desk will be responsible for verifying the student emails in Aceware, verifying the check box for exclusion from email if requested, recording any highlighted comments in Aceware, and filing the summary evaluation form for each course.

The newsletter database #61 will still be updated for email blast. We also have the capabilities for pulling list from aceware for a given time period or a given subject. When people register online they are asked to check a box if they do not wish to receive mailing.

5.1 DCE Marketing Account

5.1.1 Description:

Continuing Education has an account available for marketing needs. Continuing Education employees can be reimbursed from these funds for items such as business lunches, food for open house and other related type expenditures when there is no specific program related to the expenses. The expenses must be directly related to promoting future Continuing Education programs.

5.1.2 Account Usage: Program Coordinators are to make budget request for the next fiscal year. Request needs to

include:- Amount Requested- Staff members that will be turning in ROTTs for reimbursement- Type of expenditures to be made- Specific future programs that will be benefited- Benefit to the program- How this will affect future revenue

These requests will be reviewed by the DCE Director. The approved amount will be set aside for the following fiscal year.

6.1 Employment Guidelines

6.1.1 Employment of Instructors: Arrangements for the employment of instructors, consultants or lecturers will be made only with

the approval of the Assistant Vice President/Director of Continuing Education. Such payments must and can only be paid from an Auxiliary Account using revenues from external (Non E&G) funds as provided by credit institute and non-credit activities and contracts.

Outside consultants shall be paid in lump sum amounts for each program (30 days or less) using purchase orders charged to the respective account.

Compensation for UCF Faculty or A&P or USPS members related to credit institute courses or non-credit activities is administered by the Division of Continuing Education through the dual employment compensation or overload process (Exhibit B) as explained in UCF Rule 6C73.0032. All dual compensation forms must be signed by the payee, the payee’s Dean or Department Chair, the Assistant Vice President/Director of Continuing Education and also requires the approval and signature of a representative from Academic Affairs.

6.1.2 Outside Employment: (6C7-3.018; BOR/UFF Agreement)

An employee who proposes to engage in (a) any outside professional employment, (b) any continuing business activity that may result in compensation of more than $1,000 in any calendar year, or (c) any outside activity that could result in a potential conflict of interest is required to annually report in writing the particulars of the employment. These reports are made on UCF Form M-21, "Report of Potential Outside Conflict of Interest Employment," available from the Office of Academic Affairs. Faculty and in-unit A&P employees shall submit their reports through their Chair or supervisor to the Vice President for Academic Affairs, who submits them to the President or President's designee.

Employees are prohibited from engaging in outside employment or activities that are deemed to constitute a conflict of interest or other interference with the employee's duties. If a faculty member is employed to perform a service by another state agency, it is the responsibility of the other state agency, as the secondary employer, to complete and submit a Department of Administration Request for Approval of Dual Employment and Compensation.

6.1.3 Extra State Compensation and Overload: (UCF Rule 6C7-3.0032)

Overload is defined as any instructional duty in a credit or continuing education activity in excess of a full appointment. University employees engaged in activities for which state compensation will be provided and who are otherwise employed on a full-time basis may be compensated for the total of all additional state compensation activities each fiscal year at a level not to exceed twenty-five percent (25%) of their contracted salary or $6500, whichever is greater, for the same fiscal year. University employees who accrue annual leave are required to take annual leave or leave without pay if the activity for which additional state compensation is requested conflicts with their primary assigned work schedule. Additional compensation may be paid for instruction at a second instructional site when considered in excess of 1.0 FTE. Additional compensation is not paid for additional instruction at the primary site.

7.1 Written Agreements

7.1.1 Contract approval process: If a written agreement is in need of approval for a program, the DCE Business Office (Coordinator

of Admin Services) will send the agreement through the approval process. No business should be conducted in relation to the contract until the contract has been through the approval process and signed by all parties.

Complete agreement and any supporting documentation should be turned in to the DCE Business Office. The contract is then logged on the contract spreadsheet with name, requester and date sent to the General Counsel and a copy is made for the contract files.

Contract is sent via campus mail or hand delivered with a cover memo to General Counsel. General Counsel reviews, signs and calls DCE Business Office to pick up and deliver to Purchasing department. Dates of pick up at GC and drop off at Purchasing are logged on spreadsheet.

Director of Purchasing reviews and signs and contacts DCE Business Office to pick up contract. Contract is picked up and date is logged on spreadsheet. Copy of contract is given to program coordinator if there are any major changes. If no changes, copy if made for legal files and original is mailed to vendor/partner for their signature.

Vendor signs and sends original back to DCE Business Office. Date is logged and 2 final copies are made-one for the program coordinator and one for the Purchasing department. Original copy is kept in the legal files in the Business Office.

7.1.2 Special Non-Credit/Credit Institute Agreements: If a written agreement is necessary, it shall contain substantially the same terms illustrated in

Attachment C. The sponsor of the program must sign this agreement if it involves full or partial payment to the University for the program. If it becomes necessary for the agreement to be signed also by the University, this document then becomes a two party contract requiring approval by General Counsel and Purchasing.

8.1 Division Security

8.1.1 Security Procedures: Access to all sensitive data in Aceware, Peoplesoft and the Bank of America payment system is

limited through unique user id’s and passwords linked to each applicable staff member in the division. Passwords are not to be shared. Each user is assigned an access level in Aceware according to the tasks they perform and the data that they need to have access to in order to complete that task.

All user access will be terminated when an employee leaves or transfers to another area. All Aceware data (student records and accounting) is backed up on a daily basis. Backups are stored

by CD in the division safe. All deposits as well as cash and checks awaiting deposit are stored nightly in the locked safe. All tickets or other items of value purchased for programs are stored in the locked safe. Safe access is granted solely to the IT Manager, Business Office Manager and Coordinator of Admin

Services. Hosting servers are secured and insured by Verisign e-commerce certificates Hosting servers meet UCF Computer Services and Telecommunications policies as well as University

Audit requirements (passwords, users, data, business continuity, computer security and sensitive data management)

Attachment C- DCE Service FeesPlease look over the following three DCE Service Agreements and choose which agreement is best suited for your program. Sign the program sponsor line under the agreement that you choose. Based on this signed agreement form, a budget will be produced for your program. The budget form will be given to you with a copy of this signed agreement attached. The budget needs to be signed by the Program Sponsor, Department Chair, College Dean, and DCE Coordinator and returned to UTC 390 for account opening. This fee schedule does not include conferences. Fees negotiable for additional services.

7.5% of Gross Revenue-Standard Service Fee

Responsibilities of DCE Responsibilities of Program Sponsor

Meeting Space* Research Meeting Space * Estimate Attendees* Define and Assess Possibilities * Determine Room Set-up Requirements* Get Proposals for Rates (up to 3) * Determine A/V and equipment needs* Reserve Facility * Make the Facility Decision* Negotiate Facility Contract * Make decision on A/V based on quotes* Confirm Reserved Space * Sponsor and/or department chair sign facility contract* Have contracts approved by Legal* Prepare Purchase Requisition* Arrange for held room blocks if needed* Obtain rate quotes for AV or Equipment* Make A/V arrangements for delivery/ set-up

Marketing* Coordinate with Graphics * Deliver format and content to DCE in an * Proof draft and final copies Electronic format, email or on a disk (1st Postcard or brochure mailer included in fee) recorded as text only as Word Doc.* Post on DCE web page including date, NO handwritten or typed copy!* Description, and registration form. * Proof draft and final copies* Display mailing piece in DCE office and take * Determine # of brochures/cards to print Brochures to any scheduled DCE event * Provide mailing list in an electronic * Include in our DCE Portfolio formator provide targeted list to * Include in our Electronic Newsletter purchase on program budget.* Include in DCE Schedule of Events * Sign as approver on Blueline from printer* Coordinate with Mail Unlimited* Deliver pieces to Mail Unlimited* Assist with and identify size/cost of Targeted mail list* Provide estimiated postage cost.* Share our database if applicable.

Registration * Accept registrations via phone, fax * Make decision on Program based on email, online or walk-in Registrants within 2 weeks of start. * Process payments-check, cash, credit card * Mail invoice/receipt with confirmation letter, maps, directions * Provide periodic registrant updates to Program sponsor * On site registration day of event * Provide tables, chairs, standard Aceware badges and sign-in sheets. Distribute materials.

Catering * Provide list of UCF approved caterers and prices * Select Caterer * Process food requisition * Select menu or individual food items * Contact caterer 2 days prior w/final numbers * Sign off on catering order and coordinate logistics * Provide food tickets for on campus programs

CEU’s (Contact Hours 10 hrs = 1 CEU) * Issue standard Aceware generated certificate * Provide course outline of completion/ CEU’s * Provide Bio’s for all instructors * Process CEU’s * Provide contact hours. DO NOT include * Mail or deliver certificates lunches or breaks. * Process Payments

Evaluation Forms * Provide standard evaluation forms * No Responsibilities * Collect originals, send copy of evals to Program Sponsor

Budget- Payment Processing * Process required paperwork (dual comps, * Provide names, addresses and SS# of all LPO’s or PO’s) for instructor payments instructors 2 weeks prior to beginning of * Submit forms for appropriate signatures Program * Obtain TAR #’s for travelers and provide * Make travel arrangements with agency once travel agency info to traveler (max of 3) TAR # is assigned * Process Reimbursements * Provide receipts and expenses

Course Materials * Arrange for duplication of materials * Provide material originals 2 weeks prior with * Deliver or ship to destination w/ extra supplies detailed explanation of how to assemble * Order Textbooks * Determine material holders- i.e.binders, notebooks, folders, etc.

* Provide textbook info-name, author, publisher version and ISBN #.

______________________________________ ________________________________________DCE Coordinator Program Sponsor

1. The Program Sponsor is comprised of the departmental "agent" and the departmental senior administrator which would be a Dean or Director with college budget signature authority.

2. The responsibilities of the Program Sponsor are defined in the "DCE Service Agreement" and are signed by the department agent and the department senior administrator. This defines the physical responsibilities of both DCE and Program Sponsor.

NOTE: The Division of Continuing Education wants the Program Sponsor role as defined in the DCE Service Fee, to be read and agreed to by the program senior administrator.

3. The financial responsibility of new program remains with the program department, therefore upon signing of the budget, pre-conference/seminar/workshop expenses remain the sole fiscal responsibility of the program department.

NOTE: This is typically comprised of printing, postage, and mailing lists of prospective attendees. Honorariums for presenters are the sole responsibility of the program department. Terms of payment should include a statement that does hold the department responsible for honorariums of canceled programs.

4. The Program Department is the fiscal agent for the expenditure of all program revenues. State laws and University System policies require the expenditure of revenues must be for the further development of like programs or student scholarships that would support UCF students engaged in a field related to the program's outcomes.

10% of Gross Revenue-Additional Services(includes 7.5% Services)


Meeting Space * Get proposals for 3 or more facilities * Provide hotel list or specified area * Coordinate for additional technical needs * Select hotel from list provided including software installation

Marketing * Create a unique web page within the DCE * Supply text information on disk with graphics to website DCE 3 weeks before mail out * Do additional brochure/card mailings * Provide mail lists if different than original * Get quotes on display ads for newspapers, * Provide publication listing for ads with specific magazines or journals section within publication * Determine distribution deadlines and audience

Registration * Customized budgets * Provide information and set up for customized * DCE staff member available every day of event badges (1-2 hours) on site. * Coordinate placement of directional signs on campus

Catering * Evening or Saturday food events

CEU’s * Customized certificates- individually designed, * Provide information including signatures, titles course topics included, dual signatures, fancy and professional designations fonts, etc.

Evaluation Forms * Develop custom evaluation form * Provide customized information * Tabulate and summarize evaluations and deliver to program sponsor

Budget- Payment Processing * Process TAR’s and reimbursements (3 or more) * Provide TAR information- name, address, social security #, date and time of departures (estimated)

_______________________________________ ________________________________________DCE Coordinator Program Sponsor







15% of Gross Revenue- Service Agreement(includes 7.5% and 10% Services)


Program Development/Research * Needs Assessment * Generate Idea * Pricing * Act as liaison with sponsoring college * Competition * Be involved in development * Course length * Assist with timelines * Structure * Determine subject expert * Certification * Process/documentation for state approval * Research mail lists * Research sponsors and/or endorsements

Marketing * Design and coordination of complex brochures * Elaborate printing * Purchasing graphics * Layout * Selecting designer

Exhibitors

Travel * Make travel arrangements for instructors/ Speakers

Researching Textbooks

________________________________________ ____________________________________DCE Coordinator Program Sponsor







Available Conference Services (fee varies by package selected)

Registration Service

Accept registrations via fax, mail, online or on site

Input registrations, answer and make phone calls Re: registration

Process all payments

Create process/policy for refunds/ Process all refunds

Provide periodic registrant updates to Program Sponsor

Manage registration/desk during all days of event

Send/e-mail confirmations letters to registrants

Print registration roster/ sign in sheets and evaluations

Print and distribute name badges for all attendees and distribute conferences materials as needed

Financial Management Service

Set up Budget and establish account with Finance and Accounting

Fee Collection- registration, Payment to transfer funds

Financial Reports- Bi monthly(Prepare, reconcile, distribute)

Monitor Expenses/Disburse account funds

Budget Closing

Conference Management/Consulting Service

Use of DCE established mailing lists: Our staff will work with you to determine which lists are for your target market and we will get these lists to your designated mailing house

Research and target lists/databases that could be good targets for your conference. These lists are then purchased/obtained on your behalf

Provide advice and answer address any questions/ ideas for the conference

Manage Help desk during all days of event

Contract Negotiation- we help save you time and money when contracting with a venue on your behalf because we bring expertise in hospitality/hotel contract negotiation

Food/Beverage management- F/B vendors are contracted on your behalf; help work within your budget and will provide you with F/B choices that are both creative and cost effective for your group

Speaker management- we work with you to determine speaker program, and have developed ways to communicate with your speakers to ensure that we receive information from them regarding their presentation.

Onsite management- we assign a program coordinator to your event to be your liaison with the hotel, all vendors, attendees during all pre and post conference events

Program Evaluation/Follow Up- Assist in producing and summary of all session and conference evaluations.

Technical Support Services

Website* - Conference Home Page

Custom URL

Custom Graphics

Database Connections

Online Tests/Quizzes

Online Surveys

Online Polls

Online Registration

Marketing

Fax Blasts

E-mail Blasts

Email Management

Customer Support

Conference E-mail Accounts*

Database Management (merge, delete duplicates, conversion, prep for mail house)

UCF Website and E-Newsletter distribution (all staff, faculty, & administrators)

Program Book

Design

Publish

Proceedings

Onsite Conference Services

Audio Visual Setup and Support

Pre-conference Management and Planning

Badges, Certificates, Graphics, Signs, Banners, Custom Print Jobs

Conference/Speaker Technical Support

Documents

Procedure Manuel: