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Purdue University Executive Memoranda Master Listing

PURDUE UNIVERSITY
OFFICE OF THE PRESIDENT
EXECUTIVE MEMORANDUM No. B-42
(Supersedes those portions of Executive Memorandum No. A-296, dated 20 April 1970,
which deals with Continuing Education activities)

November 15, 1976

To: Chancellors, Deans, Directors, and Heads of Schools, Divisions, Departments, and Offices

Re: Compensation Policies for University Staff Members Participating in Continuing Education Activities


This memorandum outlines the general policies that apply to the compensation of Purdue University staff members when they participate in any activity administered by the recognized continuing education administrative agency on any of Purdue's campuses. These policies shall apply on all Purdue campuses. Subject to the prior approval of the President, and within these general policies, specific policies may be developed for each campus.

It is the intent of these policies (1) to maximize continuing education programming and to extend options to all citizens of Indiana and elsewhere to pursue lifelong learning in a variety of formats within the educational mission areas which Purdue University is committed to serve; and (2) to provide a facultyƄstaff and/or departmental compensation system commensurate with the University's continuing education responsibilities; and (3) to maintain the financial viability of continuing education administration.

Continuing education programs may be considered in two major categories:

  1. Academic credit activities,

    and

  2. Noncredit activities.

Staff members participating in continuing education activities may be compensated by:

  1. Receiving credit as part of their regular assigned load

    or

  2. Receiving extra compensation. Extra compensation is defined as compensation paid for services rendered as a) an overload assignment or b) extended employment, i.e., during any period not covered by an existing contract.

    1. Continuing Education: Academic Credit Activities

      The following operating policies/procedures of the University will apply:

      1. The level and the content of any and all academic credit courses are determined and approved by the faculty of the appropriate department and school.

      2. The assignment of individual staff workloads is determined administratively by the appropriate chancellor, dean, and/or department head.

      3. The offerings, staffing, and method of compensation for all continuing education academic credit courses are determined administratively by the appropriate chancellor, dean, and/or department head in cooperation with the campus continuing education administrative agency.

      It is the intent of this memorandum that:

      1. Staff participation in any continuing education academic credit course offering may be part of their regular assigned load or an extra compensation activity.

      2. Subject to the provisions of this memorandum determination of extra compensation is made administratively in accordance with local campus policy. (See paragraph III. Employment of Staff Members.)

      3. Provision for the compensation is to be included in the budget jointly developed by the campus continuing education administrative agency and the sponsoring school or department. If the activity is to be part of the staff member's regular assigned load, a portion of his/her salary may be transferred to the sponsoring department or appropriate reserve in accordance with local campus policy.

      4. The continuing education credit course offering may occur during the regular semester period or outside that period, during normal hours or outside normal hours, on-station or away from station, in full-term courses or short-term courses, graduate or undergraduate, and income generating or not.

    2. Continuing Education: Nonacademic Activities

      The following operating policies/procedures will apply:

      1. Every event will be sponsored by an academic school, department, or other agency of the University.

      2. The staffing of each noncredit activity is determined cooperatively by the sponsoring agency and the campus continuing education administration.

      3. The assignment of individual staff workloads is determined administratively by the appropriate chancellor, dean, and/or department head.

      4. The budget for each such event is prepared jointly by the continuing education administrative agency and the sponsoring department.

      It is the intent of this memorandum that these policies/procedures be amplified as follows:

      1. Staff participation in any noncredit activity may be part of their regular assigned load or an extra compensation activity.

      2. Subject to the provisions of this memorandum determination of extra compensation is made administratively in accordance with local campus policy. (See paragraph III. Employment of Staff Members.)

      3. Provision for the compensation is to be included in the budget jointly developed by the appropriate continuing education administrative agency and the sponsoring school or department.

        1. If the activity is to be part of the staff member's regular assigned load, a portion of his/her salary may be transferred to the cognizant department or reserve in accordance with local campus policy.

        2. If a staff member is to receive extra compensation for participation in noncredit activities, the participation of the staff member in the program must be above his responsibility for service to the University and its constituencies.

      4. The noncredit activity may be at any time during the calendar year, during normal hours or outside normal hours, on-station or away from station, in any nonacademic credit activity sponsored by Purdue, alone or in conjunction with an external organization.

    3. Employment of Staff Members

      1. Subject to the prior approval of the President and within the maximum compensation and hour limitations prescribed in this memorandum, specific extra compensation formulas will be developed for each campus.

      2. The maximum compensation allowed a staff member paid on an overload or extended employment basis may not exceed the amount obtained by multiplying the individual's monthly salary in hundreds of dollars times the number of contact hours times a factor of 2.7.

      3. Employment of a staff member on an overload basis will not be approved when such employment brings the total overload hours beyond 192 hours for any two consecutive fiscal years.

      4. For purposes of this memorandum overload hours for credit courses shall be the same as the contact hours listed in the approved campus course catalog. For noncredit courses overload hours may include hours spent teaching, lecturing, preparing, and serving as a conference or workshop chairperson or co-chairperson.

      5. In no instance may the total compensation paid to an academic year staff member employed during the summer exceed 25% of his/her previous academic-year full-time rate, or 30% with special approval of the President or his designee. Total compensation paid during the summer includes overload, extended, and regular summer session pay. (See Executive Memorandum B-5.)

      6. The regional campus business offices and the business office for Continuing Education Administration will cooperate in maintaining an active record of overload accumulations for each staff member.

    4. Miscellaneous

      1. On the West Lafayette Campus Business Office Form 57 will be used as an employment memorandum in all instances covered by this memorandum. Similar employment documents may be developed for each regional campus.

      2. The University will not make TIAA-CREF contributions for extra compensation on either an overload basis or an extended employment basis.

      3. The University's regular transportation and per diem allowances will apply when staff members are engaged for activities away from the campus.

      4. Graduate students may be employed on a Continuing Education project only with the prior approval of the appropriate department and the Dean of the Graduate School.

      5. All payments made to University employees will be made through regular payroll procedures.

      6. Staff members who are on an approved leave of absence from the University, with or without pay, will be employed on a Continuing Education project only with the prior approval of the President or his designee.

      7. There will be no deviations from policies presented in this Executive Memorandum unless requested in writing and approved in advance by the President or his designee.

    5. Accountability and Control

      1. The director of Continuing Education Administration on the West Lafayette Campus and the Chancellors on the regional campuses will be responsible for the application of these policies on their respective campuses and will provide a periodic review of extra compensation to the President.

      2. All fiscal matters of Purdue University are the responsibility of the Executive Vice President and Treasurer. For fiscal matters related to continuing education activities, the Executive Vice President and Treasurer delegates this responsibility to the Business Manager on the West Lafayette Campus and the chief business officers at the respective regional campuses. All budgets for continuing education activities must be approved in advance by the appropriate business officer.

    Arthur G. Hansen
    President