Non-credit Workshop Guidelines

Non-Credit Program Defined

A non-credit program at Miami University may be courses, skills development experiences, study abroad or away, or instructional programs which do not require extensive homework or examinations and do not offer academic credit. Non-credit courses offer personal or professional skills improvement, job training or career enhancement, or personal enrichment for students of all ages in a format that meets the requirements of the learning experience. Miami University credit workshop directors may choose to offer their workshop experiences to non-credit participants as a companion to the academic credit-bearing program.

Some non-credit programs may be eligible for offering Miami University Continuing Education Units (CEUs.) Typically given in training or job enrichment courses at the rate of one unit for each ten hours of contact time, the standards for CEUs are maintained by the International Association for Continuing Education and Training. CEUs are not equivalent to academic credit.

All non-credit program offerings at Miami University must be coordinated and directed by a Miami University faculty or staff member.

The program coordinator of a non-credit program serves as the caretaker of the instructional design; makes a commitment to the development of quality course content; should establish and organize plans for development of programs; set class size limits; compose class descriptions; and, creates the budget.

Sources of assistance in developing non-credit programs include department chairs and directors of academic support units, support staff, and faculty and staff colleagues with programming experience.

Program coordinators are encouraged to contact Global Initiatives staff for assistance with completing the proposal forms, developing a budget, programming advice, or other advice as needed.

For assistance with on-campus conference coordination, meals, and facilities, including summer residential space, contact Conference and Event Services.

To request classroom space on campus in academic buildings, contact Classroom Scheduling or use the online system 25Live.

The Miami University Policy and Information Manual (MUPIM) Section 11.2 outlines the approval guidelines for non-credit offerings:

Upon approval and set up of the non-credit index, Global Initiatives will send to you notification of approval and an index memo with details about payment collection and expense processes. 

The non-credit proposal and budget forms must be submitted and approved at least six weeks prior to program start date for non-travel programs, and at least one semester prior to the term the program is held for all travel programs. You should not promote the program until it is approved. Normally, it takes approximately 3-4 weeks for a new proposal to get through the approval process.

All traveling programs must follow the information provided in the Miami University Study Abroad and Travel Guidelines

All programs traveling beyond the immediate area are expected be set up in Miami University’s Risk Management system. Global Initiatives will assist with this process.

The Continuing Education unit was created to:

• Provide a standard unit of measure
• Quantify continuing adult education and training activities
• Accommodate for the diversity of providers, activities, and purposes in adult education 

One CEU equals ten contact hours of attendance and participation in organized continuing education and/or training experiences under responsible, qualified direction and instruction. The CEU serves as a unit of measure of an individual's satisfactory completion of an approved non-credit course. Non-credit educational programs are offered by institutions of higher education to meet a variety of educational needs. These programs are generally short-term and structured in a variety of delivery modes.

Satisfactory completion for awarding of CEUs is based on attendance and a mastery of skills and knowledge defined by the course's learning objectives. Satisfactory completion of the course is defined by the program coordinator(s) and/or instructor(s). Although not required, assessment of student’s mastery of skills and knowledge is strongly encouraged.

If a program coordinator decides after the program has been approved that CEUs are necessary, the program proposal may be revised and re-submitted; however, CEU approval will not be given on a retroactive basis once the program has started.

The following criteria should be met before CEUs are awarded:

• The program is an organized learning experience to meet the educational needs of the individuals or group.
• The program has qualified instruction and direction to ensure educational objectives are met.
• Knowledgeable people are involved in the planning, conducting and coordinating of the learning activities.
• A record of the units awarded will be of value to participants.
• The proposal will include a schedule of program showing topics and speakers. 

Once the program is approved for CEUs Global Initiatives will send the coordinator a link to a survey form that will collect CEU requests. The coordinator should provide proof of all in attendance (this can be done in the form of an email). Registrants may contact the Global Initiatives office for a transcript. Currently there is not a charge for a CEU transcript at Miami University.

All programming offered for minors must follow the steps detailed in the Minors on Campus Policy. 

Non-residential programs are for youths aged 17 and under; and is coordinated by an academic unit. These programs are generally held through the day and students do not stay overnight.

Residential programs are designed for youths aged 17 and under; and is coordinated by an academic unit.

Cash Handling Procedures

All non-credit program coordinators must ensure that Miami University cash handling policies and procedures are followed. See Departmental Cash Handling Policy.

Purchases

All purchases from non-credit program accounts must be made within Miami University Procurement and Purchasing Policy. No individual has the authority to enter into a contract for the purchase of goods or services, or otherwise obligate Miami University to purchase indebtedness. Negotiations conducted or commitments made without authority do not obligate the University, but are the personal responsibility of the individual making the commitment.

Record keeping

Original receipts are always required for reimbursement from a non-credit program account.  These original receipts are submitted by a reimbursement request through Miami Buyway.  Program coordinators are responsible for expense tracking all records. Receipts, or copies of receipts detailing expenses and purchased items, must be kept, and produced when requested by Global Initiatives, General Accounting, Internal Audit, or others for 6+ current years.

Initiating salary payments

The payment of salaries for program coordinators, Miami University full-time and part-time employees, student and staff employees (including approval of student and staff in the Kronos system), and all consultants must be initiated and approved by the program coordinator. Payroll documents must be submitted immediately after the program ends or when the individual's work has been completed. The payment of salaries or fees for Miami full-time and part-time employees must be requested on the approved payroll document form or EPAF. Contact Human Resources or Academic Personnel for guidance. 

Closing documentation

It is the program coordinator’s responsibility to work with Global Initiatives to close the workshop index within 60 days after the program ends.

Registration

Global Initiatives uses a non-credit registration system called CVENT. Registration and payment, by credit card, for the program can be done online by the student. Or registration can be handled through Global Initiatives for check payments. Coordinators will work with Global Initiatives to have registration set up.

The proposal process is managed through Formstack. Upon submission, you will receive an email with your answers. Typical approval time is 3 weeks. You will have the ability to save your work and return at a later date, but you only have 30 days to return. You will be asked to upload a Program Budget and Program Itinerary if applicable.

If the non-credit program will not charge registration fees, and will not have expenses, the budget portion does not need to be completed. If the program will have income or expenses, the budget portion must be completed to have a non-credit index account set up in Banner, to be managed by the program coordinator.

The budget proposal, once approved by Global Initiatives, will be sent to General Accounting to have an index set up. The program coordinator will receive a memo from Global Initiatives detailing the account designation information, including deposit code.

The initial budget proposal is an estimate. Program coordinators will track income and expenses, and should submit a final revised budget based on actual income and actual expenses once the program is complete. The coordinator is responsible for ensuring that program expenses do not exceed program income. If the program concludes in a deficit, the department or unit will be responsible for covering the additional expenses. 

Estimated Income

Provide estimates of program income from all sources. List registration fees or funding from other sources (i.e. funding provided by other departments.) 

Participant Support Costs and Hospitality (Exempt from overhead recovery)

External—Off Campus (182021) Costs of food and/or lodging provided to participants. Examples: Local hotels, off-site conference centers and hotels, dining venues off-campus.

Internal—On Campus (182022) Costs of food and/or lodging provided to participants. Examples: Marcum Conference Center, Miami Catering, and residence/dining halls.

Participant Travel (182031) Examples: Airline tickets, bus or van rental, train, etc.

Other Participant Support Costs (182099) Examples: Tour tickets, museum fees, etc.

When charging expenses to your non-credit index, you need to be sure to use the six digit numbers located above and on the budget form. If you do not use these numbers indirect costs will be assessed.

Personnel and Salary Itemization

The non-credit program budget portion requests information on the names, number of consulting days, rates and total compensation for all individuals to be paid from the non-credit program account. Original program budgets may be submitted indicating the number of people to be utilized and projected rates of pay for consultants. Salaries (including stipends and honorariums) and wages in approved budgets are treated as maximum allowable expenditures.

Estimated Expenses

List anticipated expenses for the program. Expenses such as travel for coordinators or non-employee travel; supplies and materials; services; telephone charges, or other expenses not specifically listed. Please fill in description of other expenses. 

Indirect Costs

A 20% overhead cost is assessed on all expenses not directly related to participant support.

Balance

Program budget will not be accepted in a deficit.