Continuing Education

By Danny Moore,2014-08-18 02:01
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Continuing Education

    Continuing Education

    Instructor Packet


    Program Information

    8100 Hwy. 71 South

    Alexandria, LA 71302-9121

    Phone: (318) 473-6495 Fax: (318) 473-6559



    Updated 8/18/2010

    Instructor Packet

    Table of Contents

    Frequently Asked Instructor Questions page 1

     What is Continuing Education?

     What does non-credit mean?

     Who can use Continuing Education?

     What type of courses do you offer?

     What are Free Forums?

     What type of “community” programs are offered by

     Continuing Education?

     How is the community made aware of LSU Alexandria

     Continuing Education and its programming?

    Instructor Pay Formula page 2

     How is pay determined?

     What’s the formula?

    Internal Procedures page 3

    Types of Instructors

    Call for Instructors

    Course Submission

    Course Approval

    Course Marketing

    Holding Courses-Minimums & Maximums

    Course Attendance

    Instructors Contract vs. Employee

    Processing Pay


    Course Proposal & Approval Form page 5

    Updated 8/18/2010

    Continuing Education

    Thank you for your interest in LSU Alexandria Continuing Education. As a potential instructor for some of the many programs provided by LSU Alexandria Continuing Education, your experience, training and expertise are of great value to our purpose of providing lifelong learning to the central Louisiana community

    professionals, adults, youth and seniors alike. In order to help you better understand our department’s purpose, we have compiled a list of “Frequently Asked Instructor Questions” for your review.

    Frequently Asked Instructor Questions

What is Continuing Education?

    LSU Alexandria Continuing Education offers a variety of non-credit courses for businesses and the community at large, so they can continue to learn the latest business practices or even take a personal enrichment course such as floral design basics or photography. Continuing Education offers courses in a variety of ways

    Workforce Training & Professional Development Programs; Youth Programs; Community Programs; Free Forums; and Lifelong Learning & Wellness Programs.

What does non-credit mean?

    Non-credit means the classes don’t count for college credit – the classes are shorter, and are usually offered on

    evenings and weekends, and there are typically no exams required.

Who can use Continuing Education?

    Anyone interested in developing themselves personally for hobbies, or professionally, such as people who need continuing education credits to prepare for exams or to renew certain professional licensing. (i.e. Notary Public Prep & Healthcare CEUs)

What type of courses do you offer?

    We are continuously expanding our offering of courses each semester in areas such as Computers & Technology; Exam Preparation & Certification; Personal Enrichment, Health & Wellness and Professional Development. Our course offerings are only limited by imagination and a supply of qualified instructors.

What are Free Forums?

    Free Forums are one-time sessions, sponsored by a local business, that are free and open to the public so they can learn information that’s interesting and informative. We have held Free Forums about such things as Soul

    Music, Budgeting for your Wedding, Determining the Right Career, Collaborative Divorce and other topics.

What type of “community” programs are offered by Continuing Education?

    Leadership Central Louisiana and the Nonprofit Management programs are annual 8-month programs that meet one day a month. Leadership is a community-based program that gives participants tools for leadership and educates them about the facets of our community. Nonprofit Management is a program funded by the Rapides Foundation to help educate nonprofit staff and board members on everything from fundraising to collaboration and financial management.

    How is the Community made aware of LSU Alexandria Continuing Education and its programming? LSU Alexandria Continuing Education is constantly marketing its programs via business and personal presentations; direct mail pieces; fliers; and advertising. Anyone interested in learning more about LSU Alexandria Continuing Education can call (318) 473-6495; send e-mail to or go online to Pre-registration is required for all courses and forums.


    Continuing Education

    Instructor Pay Formula

All instructors are paid according to the formula below, except for those on contract through Continuing

    Education’s special programs and “community” programs (Leadership Central Louisiana and Nonprofit Management). In order to allow more flexibility in setting class minimums and maximums, instructors are paid

    on a percentage rate. Basically, instructors will receive 40% of the class revenue after expenses. Here’s how it


    A. Determine Pricing

    a. Based on market and competition

    b. Based on what instructor needs and market rate for instructors

    c. Determine minimum and maximum based on these needs and rates

    d. Determine extra costs for books, copies, etc.

    B. Implement formula to determine pay scale and budget

    a. Determine potential revenue

    b. Subtract extra costs (out-of-pocket expenses: supplies; copies, assistants; books; fringe

     benefits for instructor, if applicable; etc.)

    c. Use formula to determine instructor pay:

    i. 20% - Marketing Costs

    ii. 40% - LSUA Administrative Costs

    iii. 40% - Instructor Pay

    C. Agree on program attendance maximum and minimum and prepare agreement for instructor.

     (Please note: Continuing Education has set a five person minimum for all courses)

Example of Percentage Payment Schedule:

    ABC Course

    5 students

    8-hour course

    $60.00 course fee

Overall Program Revenue: 5 students X $60.00 = $300.00

    Subtract Costs/Expenses: Books, copies, etc. @ $20.00 X 5 = $100.00 Revenue after Expenses: $200.00

Formula: Marketing (20%) = $ 40.00

    LSUA Administrative Cost (40%) = $ 80.00

    *Instructor Pay (40%) = $ 80.00

    *Instructor pay with 5 students = $80.00 or $10 per hour for an 8-hour course.

    (Note: The amount is based on the course fee and the number of students.)


    Updated 8/18/2010

    Continuing Education

    Internal Procedures

Types of Instructors:

    LSU Alexandria utilizes campus faculty and staff, as well as community members to instruct Continuing Education’s wide variety of non-credit courses. Anyone with personal or professional experience in a particular subject area may be considered to teach a non-credit course.

Calls for Instructors:

    Regular calls for instructors are made at least twice a year, on campus and in the Central Louisiana community. Those interested in teaching, who have never taught for LSU Alexandria Continuing Education before, are sent an “Instructor Packet.”

Course Submission:

    To submit a course for consideration, all instructors must fill out a “Course Proposal form (page 5) for each

    course he/she wants to submit, and send it to Continuing Education along with all of the necessary documentation (i.e. resume, course outline, necessary supply list, etc.). Instructor Pay is based on the course fee, number of participants and expenses. Please refer to the “Instructor Pay Formula” sheet on page 2 for details.

Course Approval:

    Once all of the necessary information is received for a course proposal, the Continuing Education staff will evaluate the materials and follow up with the instructor to clarify any questions. Once all course information is verified, it is sent to the Director of Continuing Education for approval and then to the Vice Chancellor for Academic Affairs for final approval. Once a course has gone through the complete approval process, instructors will receive written confirmation in the mail or via e-mail.

Course Marketing:

    Once courses are approved and confirmed, Continuing Education begins the marketing process. The first step in this marketing process is a direct mailing of a comprehensive course brochure. The brochure includes basic course data such as title, date, time, and fees.

    At the same time, CE will update its website to include all of the basic course information, including a course description and the instructor’s name. Referrals to our website are encouraged via telephone messaging, staff members, direct mail and any paid advertising.

    Other forms of marketing include paid advertising and fliers with course information and registration forms which are printed and distributed on campus and in the community for particular classes and groups of classes, on an as-needed basis. Originals of these fliers are available to all instructors for copying, upon request.

Holding Courses-Minimums & Maximums:

    Non-credit courses can have anywhere from three people to 30 people sign up. Big numbers are great, but they are not always realistic, especially for new or first-time courses. Continuing Education has set a five person minimum for all courses. If you want to teach for less than five, great! If you don’t want to teach for less than

    five participants, please seriously consider this before committing to teach a Continuing Education course. We discourage canceling any course with pre-registered participants.


    Updated 8/18/2010

Course Attendance:

    In order to receive a “Certificate of Completion” from LSU Alexandria Continuing Education, participants

    must attend at least 90% of the course. The 90% timeframe varies depending upon how many hours a course is to be held.

    For example: In a 12-hour course, participants must attend 10.8 hours of the course; for a 4-hour course, participants must attend at least 3.6 hours of the course; and for an 80-hour program, participants must attend at least 72 hours of the program. Certificates are given out at the end of a course to all participants who have completed all of the course requirements set by the instructor and/or by LSU Alexandria Continuing Education.

Instructors - Contract vs. Employee:

    Contract Instructors are those who fall outside the employment of the LSU System or the State of

    Louisiana. These instructors must enter into a “Professional Services Contract Agreement” with LSU

    Alexandria to provide specific instructor services. First, a contract draft is given to the instructor and Director of Continuing Education for approval. Once the contract draft is approved and any changes are made, the contract is forwarded to the Vice Chancellor for Academic Affairs, as well as the Vice Chancellor for Finance and Administrative Services for approval; then it is sent to the instructor and LSU Alexandria’s Chancellor for four

    original signatures from each person.

    When all of the signature pages are received, copies and originals of the contract are distributed to the instructor, Accounting, Procurement, the Chancellor’s Office, the Vice Chancellor for Academic Affairs, and

    the Vice Chancellor for Finance and Administrative Services. When the “contracted” course has been completed and an instructor invoice is received by Continuing Education, a purchase requisition is submitted to Procurement. The instructor will be required to register for vendor payment in the LSU E-Pro system in order to complete the payment process. This is a very simple process, and the Continuing Education staff will walk you through the process at the appropriate time. When the requisition is approved by Procurement, CE gets a

    “receiving report” for final approval. The Director of Continuing Education signs the receiving report and sends it to Accounting who processes the paperwork and sends it to LSU Baton Rouge where a check is cut and mailed to the instructor.

    Faculty and staff members who are employed by the LSU System or the State of Louisiana who want to

    instruct courses for LSU Alexandria Continuing Education must adhere to PM 3 limitations and get approval from his/her department before agreeing to teach for CE. These Continuing Education instructors are paid as employees, and therefore paid via pay memos, which are sent directly to the LSU Alexandria Human Resources department after it is approved by the Director of Continuing Education and the Vice Chancellor for Academic Affairs. HRM will verify all employee information and send a sign-off sheet back to Continuing Education for final pay approval. Once Continuing Education signs off on this form and returns it to HRM, Accounting processes the paperwork and sends it to LSU Baton Rouge where a check is cut and mailed to the instructor.

Processing Pay

    Once Continuing Education receives the completed class package at the end of a course, the appropriate paperwork is begun for approval and processing. The completed class package includes; completed class roster with instructor’s signature, completed evaluations, unused materials and/or books and an invoice. Please note:

    The payment process can take anywhere from 4-6 weeks, or more, if processed around a state holiday period. All pay memos and contracts must be approved by the Director of Continuing Education, the Vice Chancellor for Academic Affairs, as well as the Vice Chancellor for Finance and Administrative Services.

    Once approved, instructor pay materials are given to LSU Alexandria’s Accounting and Procurement departments for processing. Once these departments have signed off on the instructor pay materials, they are sent to LSU Baton Rouge, where a check is cut and mailed to the instructor. The sooner an instructor gets ALL necessary forms and information to his/her Continuing Education staff contact, the better.


    At the end of the calendar year, “contracted” or employed instructors will receive a 1099 form for any pay

    received within that calendar year.


    Updated 8/18/2010


    Please Print or Type Information on this form

    Type of Course: ___ Free Forum (No Instructor Pay) ___ Short Course (Instructor Paid)

    Course Title & Level: ____________________________________________________________________

     Beginner __ Intermediate __ Advanced __ Not Applicable __

    Proposed dates and times: Start Date _________________ End Date ________________________

     Times ___________________ Day(s) of Week ___________________

     Number of Meetings ________ Hours of Instruction ________________ Suggested Fee ____________ Number of CEU’s, if any: ____________

Brief narrative course description: (This information will be used to market the course)

    ____________________________________________________________________________________________________________________________________________________________________________ ______________________________________________________________________________________

3 Course Objectives:

    1. ________________________________________________________________________________

    2. ________________________________________________________________________________

    3. ________________________________________________________________________________

    Target audience: (Who is the market for the class?) ____________________________________________

Are there prerequisites for the class? ____________ If yes, list: _________________________________

Maximum number of participants: __________

Photocopies needed, if any, per person: ____________

    Supplies or Books needed for Students: (for books - list title, author, publisher, ISBN number) ______________________________________________________________________________________

Audio-Visual or Other Equipment Needed: (What equipment will you need for the class?


Preferred Location or Special physical arrangement of instructional space:


    (Please complete reverse side)


    Updated 8/18/2010

Instructor’s Name: ___________________________________

    Title/Credentials: _________________________________________________________

    Mailing Address: ________________________________________________________________________

City: _____________________________ State: _________ Zip: _______________

Daytime Phone: _______________________ Home/Cell etc. : ___________________________

E-mail Address: _________________________________ Social Security #: ______________________

    Have you been an employee of the LSU System or the State of Louisiana in the past 2 years? Yes ________ No ________

If yes, please explain:


    To be attached (Please check):

     Course Outline ________

     Resume/CV ________

I understand that Continuing Education has a 5 student minimum. If there are 5 or more students in

    the class, I must instruct the class. If there are less than 5 students:

     (Please Check)

     I wish to cancel the class __________

     I wish to teach the class __________

Instructors Initials _______

APPROVED BY: ________________________________



APPROVED BY: ________________________________ ______________________________________

     Director, Continuing Education/Date Vice Chancellor for Academic Affairs /Date

    LSU Alexandria Continuing Education

    8100Highway 71 SouthAlexandria, LA 71302-9121;

    318-473-6495Fax: 318-473-6559;



    Updated 8/18/2010

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