6235:10

Policy # 6235:10

Subject: Collaborative Agreement between NMCC and Local Adult Education Centers

Section: Academic Affairs

Effective: Ongoing

 

 

Whereas, individual Off-Campus/Adult Education Centers and Northern Maine Community College (NMCC) have collaborated for many years in serving adults by providing NMCC credit (and some non-credit) courses, and

 

Whereas, there is a mutual desire to continue to serve the citizens of Aroostook County in this manner,

 

The parties named here in agree to continue to collaborate using the revised administrative structure outlined below and as stipulated in the following sections of this document.

 

The Commission on Institutes of Higher Education of the New England Association of Schools and Colleges expects that the administrative structure governing NMCC’s courses at the Off-Campus/Adult Education Centers will be consistent with the college’s organizational structure. To preserve the essence of our memorandum of understanding and to address accreditation requirements as well as sound business practices in higher education, the following operating procedures will be followed:

 

1. The Off-Campus Center Director/Adult Education Director will serve as the NMCC representative at the center reporting to the NMCC Vice-President or his/her designee for NMCC functions at the center. This individual will be known to the NMCC students and staff as the Off-Campus Center Director/Adult Education Director.

 

NOTE: The terms Off-Campus Center Director/Adult Education Director will be used interchangeably in this document

 

2. NMCC tuition and fees will be charged in accordance with college policies.

 

3. After approval to employ specific individuals as adjunct faculty has been obtained, NMCC adjunct faculty contracts, using the MCCS Contract for Special Instructional Services form, will be prepared and forwarded to the NMCC Vice-President for approval and processing.

 

4. The NMCC Off-Campus Center Director will be responsible for course enrollments being adequate to cover all cost associated with delivering NMCC course(s) at the center, including an $8.50 per credit hour total administration fee retained by NMCC. Should a director elect to offer a course(s) where the aggregate tuition and fee revenues are insufficient to cover the delivery cost, the Off-Campus Center Director will be responsible for providing NMCC at the end of the drop/add period each semester sufficient funds to cover the cost of delivering NMCC courses at the center. Should the tuition and fee revenues collected in aggregate for courses at the center in any given semester exceed the instructional cost associated with the delivery of the course(s), NMCC will return to the Off-Campus/Adult Education Center the revenue that exceeds the cost within 30-45 days from the last date of the semester.

 

5. The procedures/processes outlined in sections I through VIII of this document list the specific actions required to fulfill the collaborative agreement.

 

 

 

 

SIGNATORIES

 

 

 

Local Adult Education Center Northern Maine Community College

 

 

______________________________ _______________________________

Superintendent Date President Date

 

 

 

______________________________ ________________________________

Adult Education Dir. Date Vice President Date

 

 

 

SECTION I: COURSE AND PROGRAM OFFERINGS

 

A. Degree Programs

 

a. Degree or certificate programs to be offered at an Off-Campus/Adult Education site will be determined by a needs assessment survey to be conducted by the Off-Campus Center Director.

b. The Off-Campus Center Director will compile and analyze the survey findings and request appropriate NMCC program(s).

c. Requests for new program(s) shall be presented to the NMCC Vice-President along with the survey results.

d. The Vice-President will consult with the appropriate NMCC Department Chairperson, and approve or deny the request.

e. If the request is approved, the Vice-President and the Off-Campus Center Director will facilitate the implementation process.

 

B. Credit Course Offerings

 

a. Specific course offerings will be recommended on a needs basis by the Off-Campus Center Director (Careful consideration must be given to prerequisites prior to semester start-up).

b. The Off-Campus Center Director will review student records, student schedules, and consider specific student input in making determinations.

c. All course offerings will be subject to final approval by the Vice-President prior to schedule release.

d. Course schedules are requested at least three months prior to semester start-up. Fall semester schedules will be requested in mid-March. Schedules will be promoted in conjunction with NMCC’s comprehensive advertising efforts.

 

C. Special Programs

 

a. Special programs to be offered will be determined by a needs survey and/or request received by either educational institution.

b. The Off-Campus Center Director will assess the survey findings/special requests and request appropriate program(s).

c. Requests shall be discussed jointly between the Off-Campus Center Director and the Vice-President before making a decision.

d. If the request is approved, the Vice-President or designee and the Off-Campus Center Director will facilitate the implementation process.

 

 

 

D. Course Materials

 

a. One set of instructional materials including a syllabus will be provided to each Off-Campus Center Director for each course offered. Upon course completion, these materials will be held in the Off-Campus Center Directors office and reissued should the course be offered again.

b. The Off-Campus Center Director will be invited to participate in the Curriculum Committee meetings as ex-office members.

 

 

SECTION II: POLICIES AND PROCEDURES

 

A. Applicability

 

a. The Off-Campus Center Director will administer all NMCC courses and programs in accordance with the NMCC policies and procedures. Specific attention is called to attendance, tuition, course registration, immunization policy and fees, contact hours, add/drop, withdrawals, grading, transfer credits, work experience credits, qualifying exams, directed study courses, affirmative action, alcohol & drug abuse, campus crime awareness and security, sexual harassment, workplace violence, and graduation requirements as expressed in the NMCC Catalog and Student Handbook. Additional information on policies and procedures is found in the online NMCC Faculty and Staff Handbook at: http://www2.nmcc.edu/fshb/fsh2000cover.htm.

 

If a Center provides financial assistance to students to meet course costs, the Off-Campus Center Director must communicate in writing the amount of the financial aid being awarded and the criteria for its award to the NMCC financial aid office. The financial aid application for each student who is planning to enroll in NMCC courses at the Off-Campus/Adult Education Center must also reflect all other sources of financial aid.

 

Should a student receiving financial aid stop attending all courses, notification must be provided to the NMCC Registrar within 20 days as a refund, by federal requirement, must be provided to the student within 30 days of the student’s last day of attendance.

 

 

B. Registration and Enrollment Reporting

 

a. For enrollment reporting purposes, the Off-Campus Center

Director will submit the original of all NMCC registration forms to the Registrar in the Student Affairs Office, NMCC, on a daily basis or for late registration, no later than one calendar week after a student is admitted to a class.

 

C. Class List Verification

 

a. The Off-Campus Center Director will, the work week following the add/drop period, forward copies of final class lists and any revised or new registration materials for students enrolled in NMCC courses to the Student Affairs Office.

 

D. Mid-Term/Attendance Warnings

 

a. NMCC’s Student Affairs Office will supply the Off-Campus/Adult Education Center with mid-term and attendance warning forms for instructors. At the semester’s mid-point, midterm warning forms will be issued directly from the instructor to any students who are performing marginal or unsatisfactory work. One copy of the form will be retained by the instructor, one by the Off-Campus/Adult Education Center, and one will be forwarded to the NMCC Registrar. It is suggested that these students meet with their instructor immediately, so that they may be advised on possible strategies for course success. Referrals may be made to various campus resources, including the learning center, counselors, the health center, and student advisors.

 

b. Each off-campus faculty member must submit to the Vice President for approval a copy of his/her course attendance policy for review prior to the first class meeting. Students who do not remain in compliance with this attendance policy may receive an attendance warning from the instructor. If absences continue, the instructor may recommend to the Vice President that the student be dismissed from the course.

 

SECTION III: STUDENTS

 

A. Recruitment

 

a. Students will be actively recruited to these programs through the

following methods:

 

1. Appropriate advertising using available media sources

2. Referral from local assistance and state programs

3. Proper referral form local education agency (LEA) programs

4. Encouraging advanced planning with high school guidance counselors for high schools students who may qualify for concurrent enrollment in NMCC courses

 

 

B. Academic Records

 

a. All matriculating student’s files at NMCC must contain:

 

1. the original application for admission.

2. An official high school transcript or GED record

3. mid-term and final grade reports, and

4. all written correspondence

 

b. Student original files will be maintained in the Office of the NMCC Dean of Students.

 

C. Advising

 

a. Funding for academic advising will be provided at the Off-Campus/Adult Education Center through the Carl D. Perkins Vocational and Technical grant.

 

D. Financial Aid

 

a. NMCC will provide advice on financial assistance to those students whose resources are inadequate to meet the cost of their education. Financial aid forms and information will be made available at the Off-Campus/Adult Education Center.

b. NMCC is approved for the training of veterans, and appropriate assistance is provided through the Student Affairs Office. It will be the responsibility of the Director of Admissions to approve all initial enrollment certifications for new veteran students. Recertification can be signed and processed by the Off-Campus Center Director with a copy being sent to NMCC.

 

SECTION IV: FACULTY

 

A. Off-Campus Center Directors are advised that the collective bargaining agreement provides NMCC full-time faculty the opportunity to teach courses at the center location before contacting potential adjunct faculty. Consequently, NMCC full-time faculty must be given the opportunity to exercise their right to teach courses offered at Off-Campus/Adult Education Centers.

 

B. Credentials

 

a. Instructors teaching business technology, general education, and nursing courses must possess a minimum of a Bachelor’s degree and a Master’s degree in an appropriate field. Instructors teaching other courses must possess a Bachelor’s degree. Exceptions to this requirement can only be made in most unusual circumstances by the Vice President.

b. Off-Campus Center Directors will forward a copy of the proposed faculty’s course taxonomy to the Vice President.

c. NMCC’s Application for Employment must be completed by each instructor, which will be forwarded to the NMCC Vice President’s Office. Official transcripts and a current resume must accompany the application. If the faculty member is a full-time instructor at the center, a photocopy of the individual’s transcript noted by the Off-Campus Center Director as being made from an original may be submitted.

d. Upon receiving the application, resume and transcripts, the Vice President’s office will review for approval or denial. In the event that there is not sufficient time before the course starts to follow this procedure, the Off-Campus Center Director may fax available information and telephone the Vice President to discuss the information contained on the application and transcript to request a verbal approval to hire. However, all of the above steps must be completed as soon as possible.

 

C. Hiring/Pay Scale

 

a. Upon receiving approval from the Vice President of the candidate’s application, the Off-Campus Center Director may offer the person the teaching assignment.

b. If the instructor is a full-time NMCC employee, the pay will be set at $30.00 per student contact hour. The adjunct instructor pay scale ranges from $20.00 to 25.00 per hour (based on education and/or prior teaching experience).

 

 

D. Evaluation

 

a. Each instructor will receive an evaluation on two levels;

 

1. The Student Opinion Questionnaire filled out by the class participants; and

2. At the discretion of the Off-Campus Center Director, the NMCC Vice President, and/or the appropriate NMCC Department Chairperson, a classroom visit.

 

b. Student Opinion Questionnaire will be collected and forwarded to the NMCC Assistant Dean of Instruction at the end of each semester.

 

E. Dismissal

 

a. It is the responsibility of NMCC to assure that the quality of the instruction is appropriate and that the instructional behavior is above reproach. Should an instructor be found in violation of either of these, it will be the responsibility of the NMCC Vice President and the Off-Campus Center Director to terminate the employment.

b. The NMCC Administration must assume its responsibility in providing assistance in upgrading faculty, however, refusal to comply with college policies, procedures and instructional standards will result in action consistent with the problem.

 

F. Faculty Meetings

 

a. Faculty meetings for adjunct faculty members will be held on the NMCC campus each semester. These meetings will enable adjunct faculty to interact with the full-time campus faculty and campus administrators. It is mandatory that all adjunct faculty attend these meetings.

b. All NMCC faculty are required to complete mandatory safety training. The Off-Campus Directors and appropriate Department Chairperson are responsible for facilitating the completion of this training.

 

SECTION V: TEXTBOOKS

 

A. Book Orders

 

a. To insure that the books are available at the start of all classes, the Off-Campus Center Director must, at least two months prior to class start-up, send a book capacity report to the Vice President’s office. The Vice President will include the course capacities upon which book orders are based on the class schedule. The campus will ship the book order to the Off-Campus Center Director the Wednesday prior to the start of classes or a pick-up can be arranged.

 

B. Billing

 

a. The Off-Campus/Adult Education Center will be billed the day of shipment or pick-up of the books.

 

  

C. Return Policy

 

a. To receive a credit for books not used, the books must be returned to the bookstore as soon as possible and no later than four weeks from date of purchase. Any returns must be in like new condition. Any restocking charges will be passed on to the applicable Off-Campus/Adult Education Center.

 

 

SECTION VI: FACILITIES

 

A. Classrooms

 

a. It is understood that the Off-Campus/Adult Education Center will provide appropriate classrooms and essential equipment for course offerings.

 

SECTION VII: ADMINISTRATIVE DUTIES

 

A. Policy Maintenance

 

a. It is the responsibility of NMCC to keep the Off-Campus/Adult Education Center informed of any changes in current policies that will affect course offering at the Center.

 

B. Clerical Duties

 

a. The Vice President’s office will provide pertinent clerical services as needed by the Off-Campus/Adult Education Center to maintain the integrity of the instruction of the NMCC courses.

 

C. Department Chairperson Visits

 

a. A Department Chairperson will visit the Off-Campus/Adult Education Center at least once during each semester. If necessary, other visits can be arranged upon request.

 

D. On-Campus Meetings

 

a. There will be a meeting at NMCC with the Off-Campus Center Directors at least once each semester.

 

E. Financial Aid

 

a. The Off-Campus Center Director may obtain information about a student’s financial aid by contacting NMCC’s Financial Aid Office, or by sending the request through the NMCC Student Affairs Office so that it may be processed within the institution.

 

F. Grade Reports

 

a. Final student grades for each course will be input via NMCC’s internet information portal by the instructor no later than 48 hours after the final class meeting. Students may obtain their final grades via the information portal.

 

SECTION VIII: BUSINESS OFFICE

 

A. Procedures

 

a. NMCC will bill each NMCC student enrolled in NMCC courses for the tuition, fees, and any other charges, such as the bookstore, incurred by the student.

b. NMCC will bill all third party agencies or companies for reimbursement of applicable student charges on a prompt basis. The business office will credit each student’s account for all the proceeds form all financial sources.

c. After all the charges have been applied to the student’s account, any remaining balance is to be refunded to the student with prior approval of the Off-Campus Center Director.

 

B. Contracting

 

a. Off-Campus/Adult Education Centers contracting through the Agency Agreement procedure for NMCC courses will be billed on a monthly basis.

b. The NMCC Business Office credits each student’s account for the proceeds from financial aid. A charge is then made against the student’s account. The remaining balance is then refunded to the student.