NAME:
EFFECTIVE:
Supersedes:
503.05 Continuing Education Policy
04/14/2010
New
The Continuing Education Program at Jefferson Davis Community College offers a wide variety of educational programs
and services. Services include seminars, conferences, short courses, workshops, and classes for personal enrichment and/or
professional development to enhance quality of life or upgrade skills. These services are available to public and private
organizations, as well as to individuals. The selection of Continuing Education courses is based on interests and needs of
the area served by the College. Such courses will vary from semester to semester as demand dictates.
Regardless of the course length or format (traditional classroom or internet-based), the following policies and procedures
will apply. This includes Continuing Education offered through third party vendors (including internet-based courses). All
courses are subject to all applicable policies of the Alabama State Board of Education and the laws of the State of Alabama.
Curriculum Standards
Continuing Education courses must be approved by the Dean of Instruction, or designee, who will review each course to
assure that it meets Jefferson Davis Community College’s curriculum standards. At a minimum, each course should have
course objectives and a course outline indicating how those objectives will be covered.
Admission
In most classes, any person who can benefit from the class is eligible to attend. However, the college may require age
limits for specific courses such as computer camps for children. Instructors may also require that students supply their own
supplies such as a camera for a digital photography class.
Fees
Continuing Education course fees are determined for each course based on the cost of providing the course. Every attempt
is made to keep course fees low to maintain course accessibility.
Payment/Refunds
Payment is due at the first class meeting by cash, credit card, or check. Checks should be made payable to JDCC. If a
student enrolls after the first class period, the full payment of tuition must be made the first day student attends class. No
refunds are offered after a class begins.
Attendance/Withdrawal
Students are expected to attend classes. Attendance records are maintained by the class instructor for those classes earning
official CEU credit. There are no official forms for withdrawing from class. Those who wish to discontinue class should
inform the instructor.
Certificates
Certificates are issued, upon request, to any student who satisfactorily completes course work.
Grades
Grades are not awarded for Continuing Education courses.
Course Evaluation
All Continuing Education courses are evaluated. A copy of the evaluation form is included with this policy.
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Continuing Education Units
The Continuing Education Unit (CEU) was designed to recognize and record individual and institutional participation in
non-traditional studies and special activities. Jefferson Davis Community College awards CEUs in accordance with
guidelines established by the International Association of Continuing Education and Training. The following criteria must
be met before CEUs will be awarded:
1.
2.
3.
4.
5.
In the preplanning sessions, there must be involvement by the target population, appropriate instructional personnel,
and representatives of the College.
The Continuing Education Units for any course must be determined prior to the course offering announcement. One
continuing education unit is ten contact hours of participation in an organized continuing education experience under
capable and qualified instructor.
There must be a course description, an identification of the target population, rationale for the course, course
objectives, sequential course outline, and a process for course evaluation. These must be approved by the Dean of
Instruction.
Each participant must register for Continuing Education Units prior to the start of the course by completing an
appropriate registration form.
A permanent record must be maintained for each student.
Procedures for Setting up Continuing Education Courses
1. The continuing education coordinator arranges for classes to be offered with input from the community, instructional
personnel, and representatives from the College in accordance with the College calendar and schedule deadlines.
2.
The coordinator contacts the instructor to arrange the following for each class:
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
Course Name/Description/Objective
Dates
Times
Location (Brewton or Atmore Campus – room number)
Minimum number of students per class
Maximum number of students per class
Supplies provided by students (if any)
Supplies provided by instructor (if any)
Student age requirements (when classes are for children), etc.
Instructor charges per student
on the instructor’s charges and
3.
The coordinator will determine how much each student pays per class based
expenses incurred by the College.
4.
The coordinator will schedule classrooms/labs to be used with the dean of instruction’s administrative assistant or with
the facilities director. If this information is unknown when class schedules are printed, TBA (to be announced) will be
shown in announcements and the location will be provided when students register for class.
5. The coordinator will assign a course number and title for each class. Each course number will be prefixed by CEU.
6.
Classes will be advertised in the JDCC class schedule and on the JDCC Website with the following information:
a.
b.
c.
d.
e.
f.
g.
h.
Course Number – Course Title – Age Requirements (if any)
Brief description of course
Date
Time
Place (campus – room number)
Instructor Name
Price
Any stipulations (class size, supplies to be provided by students, etc.) and registration deadline
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Note: Only college officials may prepare CEU class advertisements. Instructors should not advertise their classes
without permission from the appropriate personnel.
Payment Procedures for Instructors
The continuing education coordinator initiates a purchase order for each class taught by a non-college employee at the time the
class is confirmed with the instructor. The business office provides a W-9 Form (Request for Taxpayer Identification
Number and Certification) to first-time instructors. The person responsible for registering students will notify the
coordinator the day following the registration deadline to advise whether the class did or did not make. If the class makes,
the coordinator generates an invoice at the completion of the class and forwards it to the business office for payment to the
instructor. If the class does not make, the coordinator notifies the business office to cancel the purchase order.
If the instructor is an employee of the College, the coordinator makes a request to the director of administration and personnel
to generate a contract for the employee if the class makes.
Registration Procedures
1. Class registrations are handled through the administrative assistant to the dean of instruction. If an individual does not
reserve his or her place prior to the first class meeting, he or she will be admitted on a space-available basis. Students
must pay at the first class meeting. Students may be allowed to register late if space permits; however, the full amount
must be paid on the first class meeting attended regardless of when the student registers. The administrative assistant
notifies the coordinator, instructor, and the night administrator when a class has or has not made the day following the
registration deadline. If the class does not make, pre-registered students are notified.
2.
The Night Administrator (Atmore), the Director of Campus Life (Brewton), coordinator, or designee(s) meet the
students the first time the class meets to obtain the following:
a.
b.
c.
3.
Class roll signed by each student
Registration forms prepared by each student
Payment (preferably with credit card or check). Checks should be made out to JDCC – not to the instructor.
In addition, the Night Administrator (Atmore), the Director of Campus Life (Brewton), coordinator, or designee(s)
provide the Continuing Education Program Evaluation and Survey forms (see last page of this policy) to the instructor
who will distribute and collect the evaluations on the last class meeting. The instructor should place the completed
evaluation forms in the CEU coordinator’s mailbox.
Completion of Procedures
Completed registration forms, class roll, receipt book, and payments from students (cash, check, or credit card
authorization) are forwarded to the business office. If a JDCC student is taking the class, receipt code CSER is entered on
the student’s account, and the payment is receipted. For non-JDCC students, the payment is receipted directly to CSER.
Receipt numbers are entered into the manual receipt book, and receipts are attached to the registration forms. Processed
registration forms and class roll are forwarded to the dean of instruction office for recording of the CEU class in the AS400.
The administrative assistant forwards the packet of information (official roll and registration forms) to the coordinator who
maintains the records. All records are maintained according to records disposition guidelines.
When the class is completed an invoice signed by the coordinator is forwarded to accounts payable for payment of a noncollege employee instructor. For a class taught by a JDCC employee, the coordinator will inform the payroll clerk in
writing that the contract has been completed and payment can be made.
Reporting Continuing Education Activities to the Department of Postsecondary
Activities will be reported in accordance with forthcoming ACCS guidelines per State Board Policy 721.01.
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Registration and Receipting Procedures for
CPR AND CPR Recertification Classes
Procedures When Student Pays Before First Class Meeting:
Dean of Instruction’s Office
Schedule CEU class and notify business office of class and charge per student. Provide student with CEU registration form
(may be obtained from Dean of Instruction’s office or business office). Forward processed registration forms received from
the business office (see below) to instructor.
Student
Complete registration form and give form and payment for class to business office staff.
Business Office
Receive registration form and payment from student. Enter charge for class on student’s account (if JDCC student), using
receipt code CSER. Receipt payment, providing receipt to student. Retain registration form. Forward registration form
with receipt attached to Dean of Instruction’s office.
Instructor
Prepare a purchase order to the Red Cross for the number of CPR and/or CPR recertification cards needed for the number
of students registered for the class.
Procedures When Student Pays at First Class Meeting:
Dean of Instruction’s Office
Schedule CEU class and notify business office of class and charge per student. Ensure instructor for class has CEU
registration forms, receipt book (obtained from business office), and credit card payment forms.
Instructor
Give registration form to each student for completion. Accept registration form and payment from student. Complete
receipt for payment made, giving copy to student and retaining copy in receipt book. (If student is paying with credit card
the credit card payment form is completed and attached to receipt retained in receipt book).
Give completed registration forms, receipt book, credit card payment forms, and cash payments to business office (or to
Dean of Instruction to forward to business office). Prepare a purchase order to the Red Cross for the number of CPR and/or
CPR recertification cards needed for the number of students registered for the class.
Business Office
Receive registration forms and payments from instructor or Dean of Instruction’s office. Enter charge for class on student’s
account (if JDCC student), using receipt code CSER. Receipt payments, attaching receipt to registration form and noting
receipt number in receipt book. Forward processed registration forms to Dean of Instruction office
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JEFFERSON DAVIS COMMUNITY COLLEGE
CONTINUING EDUCATION PROGRAM
EVALUATION AND SURVEY
COURSE NAME:
PLEASE RATE THE FOLLOWING STATEMENTS:
5
4
3
2
1
EXCELLENT
GOOD
AVERAGE
BELOW AVERAGE
POOR
____ 1. The Instructor was knowledgeable of the subject matter.
____ 2. The material was presented in a manner that was easy for me to understand.
____ 3. The course or workshop met my expectations and needs.
____ 4. The facilities were adequate and all necessary materials were provided.
____ 5. The time, date, and location of the workshop were satisfactory.
Please answer the following questions, Yes or No
____ 6. At some future date, I will take additional continuing education classes at Jefferson
Davis Community College.
____ 7. I will recommend the Continuing Education Program at Jefferson Davis Community
College to my friends and family members.
Please complete the following:
I would like to see the following Continuing Education courses or workshops offered:
I recommend the following changes in the workshop or course I completed today: