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CONTINUING EDUCATION PROGRAMS POLICY
Name of Policy
CONTINUING EDUCATION PROGRAMS POLICY
Policy Number
X. 2
Owners
Continuing Education
Original Policy Date
07/09/2015
Cosigners
_______________________
Last Revised Date
01/03/2020
Other Related Regulatory Rules Laws & Policies Next Scheduled review Date
_______________________
Associated Procedures & Forms (Attachments)
_______________________
Versioning
_______________________
Cycle of Reviews
_______________________

Purpose

The policy statement describes policies and procedures that relate to the execution of continuing education programs implemented by the University on or off campus.


Statement

·       All Continuing Education programs initiated and executed by PMU faculty/staff members will follow the rules described below.

§  This policy statement applies to:

-        Departments involved in the execution of Continuing Education program (s)

-        The Deanship of Community Service & Continuing Education

-        The Financial Affairs Department

-        Deans, Chairs, Associate Chairs who provide academic supervision of the program (if applicable)

-        Faculty and Instructors who participate in the execution of the program

§  The Continuing Education programs will be defined as:

-        Short course originating from within PMU colleges/department & offered to external community, as well to PMU community.

-        Customized projects requested by external entity to suit their needs.

 

§  The Department of Financial Affairs has the responsibility to monitor adherence to the policy (Budget and Financial Wise).

§  Any appeals in case of disagreements in relation to the application of the policy should be made in writing through the Chairs, Deans and unit head approved by the VRAA then to the Deanship of Community Service & Continuing Education with copy to the Director of Financial Affairs.


Procedure
Procedure :

 

1.     Proposal Budget:

§  The proposal should include Proposal Budget Form (Annexure A). The proposer should submit it to his/her College Dean or Division Head who will forward it to the Dean of Community Service

§  The Dean of Community Service & Continuing Education will present it to the Continuing Education Committee. After receiving recommendation from the committee, the Dean of Community Service will review and make amendments (if any) and present it to PMU Management.

§  The Dean of Community Service & Continuing Education and the Director of Financial Affairs after consultation forwards the completed Proposal Budget Form with all supporting materials to the Rector for final approval.

§  The approved proposal budget form will be forwarded to the concerned department, Deanship of Community Service & Continuing Education and Financial Affairs Department for implementation with the concerned departments.

§  The complete Proposal Budget Form will include basic information about the proposal as follows:

-        Proposal Title

-        General and Detailed Objectives

-        Duration

-        Targeted Groups

-        Topics

-        Required equipment & supplies

-        Financial requirement

-        Faculty / instructors and staff preparing and executing the program and their duties and contributions rated in hours of work.

§  Any transactions relating to the proposal budget will start only after the Rector’s approval.

2.     Continuing Education Programs:

§  The college must ensure that all program requirements are ready and in place. The requirements may include, but not limited to, equipment, venue and lab supplies, etc… This is done in collaboration with the Deanship of Community Service & Continuing Education.

§  The college must ensure the availability of faculty, instructors and staff that will participate in the execution of the program. This is done in collaboration with the Deanship of Community Service & Continuing Education.

§  Faculty, Instructors & Staff must be pre-approved to participate in Continuing Education programs by The PMU Rector (detailed process in Appendix A).

3.     Compensation:

The Proposer of the program will submit the names of faculty/instructor or staff recommend to be involved in the execution and who will be entitled for compensation.

Short Term Programs (not exceeding 5 days) & Medium Term Programs (not exceeding one semester) & Long Term Programs (exceeding one semester):

Compensation will be as follows:

§  Faculty/instructors and staff approved by the Rector (as appear on the proposed and approved budget form) to participate in the execution of the program will receive their compensation in hourly basis according to the below table:

 

                  Table (1)

PMU Faculty / Instructor

Full Professor

400/hr

Associate Professor

350/hr

Assistant Professor

300/hr

Lecturer

240/hr

PREP Instructor

150/hr

Non-PMU Experts

International Visiting Professor

Daily rate negotiable

International Visiting Lecturer

Daily rate negotiable

                                               

 

 

 

 

 

 

 

 

 

 

 

§  NOTE:

Faculty hired directly for Continuing Education or assigned fully for Continuing Education program (s) by their departments will not receive compensation stated above and will have their full load in Continuing Education. Overload for these faculty will be compensated as per above table.

§  Compensated working hours in Continuing education programs is in no way related or based on the faculty teaching load at PMU. This applies to faculty and administrators. Compensation will as specified in Table (1).  All Continuing Education working hours will be compensated for the faculty member regardless of his/her load in their academic or non-academic department. The total workload is subject to the approval of the PMU Rector based on the recommendation from the Dean of Community Service

§  The proposer(s) will receive two months’ basic salary, if the revenue of the project is more than SR. 2 Million. In case the revenue is less, then the proposer(s) receives a percentage (as recommended by the Dean of Community Service & Continuing Education and approved by PMU Rector). All in all, this compensation will be paid every time when the project is executed.

o   Definition of proposer(s)

·         The person(s) who develop a program, identifies participants, workshop and conductors. If any of the mentioned tasks in the definition of the proposer is to be done by someone else other than the proposer(s), this should be documented* i.e. faculty member proposes the program but his/her schedule does not allow her/him to manage the program, so they assign the task of managing the program to another colleague. If more than one person is proposing a program, they must assign a lead person*.

·         The Person(s) who Initiates and develops partnership with an external entity (Institution) to offer a service or training to the community and business/industry sectors.

·         The Person(s) who secure trainees from companies and the business sectors to undergo existing PMU Training Programs.

*The Dean of Community Service & Continuing Education will evaluate the program and based on the profitability recommend suitable bonuses for all involved and submit a proposal to the Rector for final approval.

§  The management of the program will be done by the Deanship of Community Service & Continuing Education.

§  NOTE: The proposer(s) can initiate many proposals in the same period.

4.     Net Program Profit:

§  It is the net profit after deducting all expenses related to the implementation of the program.

§  The net program profit after meeting all program expenses, compensation of faculty/staff and incentives will be divided between the University, the Deanship of Community Service & Continuing Education and the College(s). 50% will be the University share, 25% will be the Deanship of Community Service & Continuing Education share, and 25% for the College(s) share. The College share will be deposited in a special account and in consultation of the VRAA and approval of the Rector, the Dean of the College can spend it on developing the College.

Continuing Education will also use 25% on developing new Continuing Education programs.

5.     Program Budget:

It is the total estimated cost and revenue detailed in the budget proposal form and approved by the PMU Rector.

 

Appendix A

 

Criteria to qualify to participate in Continuing Education Programs:

 

The Continuing Education Programs are meant to serve the community by offering Training and teaching to external learners and it also benefits PMU with the experience that it brings back to the classroom.

 

·         It is imperative that only Faculty/Instructors involved are those who fulfill diligently their original duties and responsibilities at PMU, which is to primarily offer PMU Students the best educational experience.

·         The duties and responsibilities of a faculty member in Continuing Education Programs should in no way negatively impact his/her duties and responsibilities in the Academic Department. Duties and Responsibilities in the Academic Department takes precedence over other duties in Continuing Education programs. A Faculty/Instructor maybe terminated immediately from a Continuing Education Program and without notice if it is observed that it is negatively impacting his/her duties in the academic department.

To ensure this the following process must be followed:

a.      For Proposed Programs: The proposer must include the names of the recommended faculty/Instructors who will teach/train. The Chair/Associate Chair and the Dean will screen the applicants and send final list of recommended faculty/instructor to the Dean of Community Service & Continuing Education who will send it to PMU Rector for final approval.

b.      For Customized projects / training courses / programs for Business Community:  The Dean of Community Service in consultation with concerned departments will recommend the names of faculty/instructor who will teach/train.

 

The final list of recommended faculty/instructor will be sent to the PMU Rector for final approval.

Appendix B

Allocation of Bonus for faculty/staff involved in delivering continuing education projects:

Continuing Education programs at PMU would require resources from many different departments at the institution. These human resources are usually requested to go beyond their duties and responsibilities in order to achieve success in running the programs. At the end of each program bonuses will be distributed to participating human resources as follows:

1.      Main Supervisory Committee Members receive 2 basic salaries. Employees assigned to do certain main tasks in the program receive 1 basic salary. This is contingent on that the net profit can cover expenses & bonuses, otherwise partial bonuses can be recommended by the Dean of Community Service & approved by the Rector.

2.      Employees assigned to do certain supporting tasks in the program receive 0.5 basic salary.

3.      Bonuses are paid in two installments (50% of the bonus amount at the beginning of the program and 50% of the bonus amount at the end of the program), except for the initiator, who will receive his/her full bonus at the beginning of the program.

4.      Based on the recommendation from the Dean of Community Service and Continuing Education and final approval from PMU management, the bonuses for the committee members will be awarded for recurring projects on an annual basis if the revenue of the project is high.

Procedure:

1.      The Dean of Community Service & Continuing Education will submit an approval request to the PMU Rector for assigning Human Resources to the project to included recommended list of names to be in the Main Supervising Committee, and those assigned for main tasks and supporting tasks.

2.      Upon approval, the list will be paid 50% of the amount of the bonus in the beginning of the program and 50% after completion.

3.      Financial Affairs will supervise the implementation of the policy.