Compensation Policies for University Staff Members Participating in Continuing Education Activities (C-18)

Purdue University
Office of the President
Executive Memorandum No. C-18

(Supersedes Executive Memorandum No. C-18 dated April 1, 1991)

March 30, 1998

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 unit 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 additional 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 faculty-staff and/or departmental compensation system commensurate with the University’s continuing education responsibilities; and (3) to maintain the financial viability of Continuing Education and its activities.

Continuing education programs may be considered in two major categories:

1. Academic credit courses, and
2. Noncredit activities.

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

1. Regular Assignment
   Staff members can participate in continuing education assignments as part of their regular school or department assigned load.
2. Extended Employment
   Summer employment for academic-year employees is considered extended employment.
3. Additional Duties
   Part-time staff members will be compensated for activities up to 1.00 FTE as additional duties. Activities beyond 1.00 FTE will be compensated as overload. Effort will be determined based on time involved in the continuing education activity.
4. Overload
   An overload assignment provides compensation for services over and above the regular assigned load during the fiscal year for fiscal year staff, or the academic year plus extended summer employment for academic year staff.

1. Continuing Education: Academic Credit Courses
   
   The following operating policies/procedures of the University will apply:
   1. The level, content, and credit hours for 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 by the appropriate chancellor, dean, and/or department head.
   3. The offerings, staff, and method of compensation for continuing education academic credit courses are determined by the appropriate chancellor, dean, and/or department head in cooperation with the campus continuing education unit.
   4. The budget for each such event is prepared jointly by the continuing education administrative unit and the sponsoring department.
2. Continuing Education: Noncredit Activities
   
   The following operating policies/procedures will apply:
   1. Every event will be sponsored by an academic school, department, or other unit of the University.
   2. The staffing of each noncredit activity is determined cooperatively by the sponsoring academic school, department, or other unit of the University and the campus continuing education administration.
   3. The assignment of individual staff workloads is determined by the appropriate chancellor, dean, and/or department head.
   4. The budget for each such event is prepared jointly by the continuing education administrative unit and the sponsoring department.
3. Applications
   1. Staff participation in any continuing education credit or noncredit activity may be part of their regular assigned load, extended employment in summer for academic year staff, on an additional duties basis for staff employed less than full-time in their home department, or as an overload assignment.
   2. Subject to the provisions of this memorandum, determination of overload compensation is made in accordance with local campus policy. (See section IV. Employment of Staff Members.)
   3. Provision for compensation is to be included in the budget jointly developed by the appropriate continuing education unit 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 home department in support of that assignment.
      2. If a staff member is to receive overload compensation for participation in continuing education activities, the participation of the staff member in the program must be above his/her assigned responsibility for service to the University and its constituencies.
   4. The continuing education credit or noncredit activities 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 course or short-term courses, graduate or undergraduate, alone or in conjunction with an external organization, and be income generating or not.
4. Employment of Staff Members
   1. The maximum overload compensation per fiscal year shall not exceed twenty percent of the salary of fiscal year staff or the equivalent amount for an academic year staff member. The equivalent amount for an academic year staff member is twenty-five percent of the academic salary. The twenty-five percent maximum overload is calculated by taking twenty percent of the academic year salary times a factor of 1.25.
   2. As set forth in Executive Memorandum No. C-26, academic year staff may be employed during the summer for a period not to exceed a total of twelve (12) full-time weeks.
   3. University staff may participate in and be compensated for continuing education activities after retirement. Appointments of an employment nature should be compensated through the normal university payroll system with the appropriate approvals, including the Board of Trustees.
   4. Graduate students may be employed on a continuing education project with the prior approval of the appropriate department head. However, if the additional appointment causes students to exceed the level of employment set by Graduate School policy for their respective course and/or research credits, then prior approval of the dean of the Graduate School must also be obtained.
   5. The University will not make TIAA-CREF contributions for overload salary payments.
   6. All payments made to University employees will be made through regular payroll procedures.
   7. The regional campus business offices and the Continuing Education Business Office will maintain an active record of overload salary accumulations for each staff member throughout each fiscal year. At the close of each fiscal year, a report of overload accumulations will be given to the appropriate dean, vice president, or chancellor.
   8. All Maymester and Summer Intensive credit courses offered during the regular working day will be staffed by:
      1. full-time fiscal year faculty members as a part of their assigned regular load,
      2. full-time academic year faculty members on an extended employment basis,
      3. less than full-time staff members on an additional duties basis, or
      4. qualified personnel not currently associated with Purdue University.
         
         Exceptions require approval from the Executive Vice President for Academic Affairs (or designee) prior to a firm commitment to offer the course.
   9. For part-time faculty appointees, the Continuing Education assignment shall not affect the time accrued toward tenure.
5. Miscellaneous
   1. On the West Lafayette Campus, Business Office Form 57 will be used as an employment document in all instances covered by this memorandum. Similar employment documents may be developed for each regional campus.
   2. The University’s regular transportation and per diem allowances will apply when staff members are engaged for activities away from the campus.
      Staff members who are on an approved leave of absence from the University, with or without pay, may be employed on a continuing education project only with the prior approval of the President or his designee.
   3. The Director of Continuing Education 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. All budgets for continuing education activities must be approved in advance by the business officer.
   4. 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.

Steven C. Beering
President