Faculty Innovative Month Information
Offering an Innovative Month program to the students of Fort Lewis College can be a creative and fun way to teach during a summer session and enhance students' options to learn off-campus/gain college credit while they are experiencing a different type of "classroom." Faculty have the exciting opportunity to expand their classroom to the world, earning a teaching salary based on how many credit hours students sign up for in a program. The Native Tuition Waiver applies for qualified students as does in-state tuition ($140 per credit hour) for all students.

2009 Summer Session Dates
Off-Campus Experience Committee Meetings
Faculty Course Proposal Process
Forms for Proposals - LINKS
Faculty Lead - Definition and Role
Faculty Responsibilities/Important Information

FLC Websites of Interest with Related Information

Continuing Education Role
Payments (by Students)

Faculty Lead
The Faculty Lead is the faculty member who takes responsibility for designing the program, justifying the academic credit hours included in course options, presenting the program to the Off-Campus Experience Committee for approval, calculating fixed and out-of-pocket costs for students, and implementing the program on campus and/or at the destination site. Some programs have included more than one faculty member to help offer and teach additional courses to the students, as well as assist the Faculty Lead in guiding the student travelers. All travel expenses for the Faculty Lead or additional faculty are included in the program costs charged to the students. In addition, faculty earn a salary based on $80.50 per credit hour taught to each student. Continuing Education charges $140 per credit hour to the student, out of which the faculty salary and benefits are paid. The remaining monies cover administrative costs paid to the Office of Continuing Education. The Faculty Lead will market the program to his students, communicate regarding their course options, costs, itinerary, and payment amounts and deadlines. If needed, students should be referred to academic advisors to receive guidance regarding course selections. Finally, the Faculty Lead provides a "best faith estimate" to the student regarding costs not included in fixed-program expenses. This may include air-fare or travel expenses to the destination site, entertainment, food and other expenses not controlled by the Faculty Lead.

Return to top

Continuing Education
The role of the Office of Continuing Education is one of facilitating the academic and financial aspects of an Innovative Month program, as well as providing guidance to faculty and students for many program details. CE is responsible for the the official enrollment of a student in their selected classes, receiving CE registration forms, maintaining records and files for each program, and working with faculty on financial reconciliations of all monies received and spent for each program. CE completes a program by submitting grade forms to the Registrar once the coursework has been completed. WebOpus can be used for grade submissions if the Faculty Lead submits grades during the WebOpus "window" at the end of a summer term (the Registrar's Office can tell you when this "window" exists). CE should be notified if grades are submitted on WebOpus for an Innovative Month program. If students are given extra time to complete coursework, faculty must submit grades on a complete class roster through CE. "Temporary" grades should not be given with the idea that the grades will be changed at a later date. "NG" (no grade) will be on the student's file until the final grade is submitted to the Registrar.

Initially, student course registrations are submitted to Continuing Education after the Faculty Lead approves a student enrollment in his or her program (acceptance of a student is based on the sole discretion of the Faculty Lead). The Student Registration Packet - 2009  includes three pages: 1) Innovative Month Course Registration Form, which registers students for selected coursework, 2) Official FLC Waiver, the Agreement to Participate and Release and Important Information, which releases Fort Lewis College from liability, and 3) Student Immunization and Health Information Acknowledgment, taken to the FLC Health Clinic, or the student's Primary Care Physician to advise the student of immunization requirements for travel to a destination, as well as verifying the overall good health of the student. The Student Immunization and Health Information Acknowledgment is not required for travel in local regions of the United States.

Return to top

Student Payments
Student payments (including non-refundable deposits, financial aid, and final payments) are all made directly to the Cashier's Window in Berndt Hall. Continuing Education communicates frequently with the Cashier about Innovative Month student payments, keeps faculty apprised of student payments, notifies faculty when students are behind deadlines, and provides a comprehensive spreadsheet showing program revenues, payments for expenses, student course registrations, emergency contact information, relevant health issues, student contact information, and faculty salary payments. At the end of a program a final accounting of all student funds will be matched with the faculty's Cash Reconciliation report.

Summer session dates for 2009 are listed below, and it is within their timeframes (basically) that you want to plan a program. Some faculty even plan two programs during a summer, which can be completely different, or back-to-back continuations of a program that give students the option of studying for a longer period of time and taking more credits. In general, a 4-week program will qualify for 6 credits of academic study. Some classes can be held on campus before departure, and do not have to be based on being abroad for the whole academic session.

It is the intent of the Office of Continuing Education to make the proposal process easy and straight- forward.  If you review all the information under the Proposal Process and follow the instructions you will breeze through this.  If you have any questions while you are completing the packet do not hesitate to call Gigi Duthie at Extension 7356. The proposals are considered at the monthly (October - March) meetings of the Off-Campus Experience Committee.  You must be present at the meeting when your proposal is being considered. All meetings will be held in the President's Conference Room, 2503. Please see the Committee Meeting Schedule below. Your proposal must be submitted to the Office of Continuing Education, 315 Reed Library, a week before the proposal meeting you will attend.

Return to top

2009 Summer Session Dates
Please Note: Innovative Month Programs do not have to follow the academic calendars. Programs running through CE can identify a term code for programs, regardless of the actual start date. Especially for Summer Session I, it is strongly advised to begin the program at least a week after the Winter semester ends. Students receiving financial aid have considerable difficulty obtaining their financial aid funding for program expenses because the FA money does not disperse until the classes begin. 

        Summer Session I - Term Code: 200804
            May 4 - June 5

        Summer Session 2 - Term Code: 200805

            June 8 – July 10

 

        Summer Session 3 - Term Code: 200806

            July 13 – August 14

Return to top

Faculty Course Proposal Process
Imperative: Please read the Fort Lewis College Policy on Awarding Credit in Innovative Months. This information will guide you on how to justify the credit hours you will be offering students in the coursework offered in your Innovative Month program. CCHE guidelines are very specific about how much in-class and out-of-class work must be done to justify a college credit. Please read this short synopsis carefully, as the credits you request in your program may be denied if they are not clearly justified. Typically 6 credit hours are awarded for a 4 week program; 7 credit hours can be offered in exceptions when the coursework is clearly identified.

1.         If you offer a Special Course Topic 190 or 390 course, you MUST fill out the Special Topics Courses Form (signatures of course Chair and Dean required). A General Ed Approval Form must be submitted for general education courses (EGC or TS2) and signed by Carol Smith, Dean of Gen ED, and Peter McCormick, Chair of Gen ED Council. If you offer an Active Catalog course, please complete the Active Catalog Listing (no signatures required). Students may also apply for an Independent/Individualized Study Petition (299/499),  which requires the student to gain approval from the Faculty Lead for the petition (since the Faculty Lead will be the one teaching/responsible for the coursework). The student will also have to obtain the signature of the Chair and Dean of the department offering the 299/499 course. Credit hours must be clearly designated for this petition by the instructor, and coursework must be justified by the FLC Policy on Awarding Credit for that class. The student will turn this form in to Continuing Education after obtaining appropriate signatures with an approved Course Description verified by the Faculty Lead.

The course forms identify the exact courses being offered to students in your Innovative Month program. Submit the Special Topics Courses Form, Gen Ed Approval Form, and Active Catalog Listing to your Chair and Dean, and Continuing Education will submit them to Dr. Ken Pepion, Vice-President for Academic Affairs, for final sign-off after the Off-Campus Experience Committee approves your program. Only the Special Topics Courses (190/390) require signatures from your Chair and Dean for approval. The Active Catalog Listing, however, informs your Chair and Dean which classes you will offer through Fort Lewis College's accredited authority. Submit one or both of these forms for course approval (with signatures, when appropriate) with your Proposal to the Off-Campus Experience Committee. *Please Note: Special Course Approvals (190/390) expire after two years. The student is responsible for Independent/Individualized Study Petition paperwork.
 

2.         Fill out the Innovative Month Program and Data Sheet , which will provide the Off-Campus Committee with a concise accounting of the expenses of your program (both fixed and out-of-pocket for your student). Please feel free to call Gigi Duthie if you need help filling this out (it's not as complicated as it first looks!) 247-7385. Please include payment dates at the bottom of the form, including the first non-refundable deposit amount and due date (typically $750), and the final amount and payment date. Some programs require deposits earlier than scheduled by the general CE proposed dates. Please modify the dates and/or amounts due to fit your program's needs and let your students know that your program dates and amounts are different to make it financially viable. 

Recommended Time-Frame for Non-Refundable Deposit ($750) and Final Payment (including Tuition and Fees):
 

    • Summer Session I
      • Deposit - February 14, 2009
      • Final - April 1, 2008
    • Summer Session 2
      • Deposit - March 15, 2009
      • Final - May 1, 2008
    • Summer Session 3
      • Deposit - April 15, 2009
      • Final - June 1, 2008

3.         Prepare a program "Syllabus" which includes your course itinerary and clearly defines the intent of the program; the more information you have the fewer questions the Committee will have for you. This "syallabus" will identify where the program will be travelling, how the credits will be justified and taught (in-class vs. field trip instruction), fixed vs. out-of-pocket costs to the students, serving as a general synopsis of your program for the Committee members to review. 

4.         Once you have prepared the Special Topics Approval Form and/or Active Catalog listing, submit it with the IM Program Approval Form  with the "Syllabus" to your Chair and the Dean of your school. The Off-Campus Experience Committee committee will have the Vice President for Academic Affairs (Dr. Ken Pepion) sign all documents once your program is approved.

5.         Synopsis

1) compile your Innovative Month program proposal by preparing the Special Course Approval Form (signatures required), Gen Ed Approval Form (signatures required) and/or the Active Course Listing (no signatures required), a Data Sheet, and finally, a comprehensive "syllabus."  

2) Take your completed proposal to the appropriate department Chair and Dean for signatures (where indicated), which will include the overall IM Program Approval Form (overall approval of the whole program, including the course offerings). Innovative Month programs are a cooperative effort on behalf of different departments at Fort Lewis College. After obtaining the signature of the appropriate Chair and Dean (required on the Program Approval Form, Special Topics Approval Form, Gen Ed Course Approval Form, and the Innovative Month Approval Form). At leat one week prior to your scheduled meeting with the Off-Campus Experience Committee, submit your proposal to Continuing Education, 315 Reed Library. CE will make copies of your proposal and give one to each member of the Off-Campus Experience Committee for review before you meet with the members. It is very helpful to have your proposal to us as far in advance as possible, so please begin the process TODAY! 

3) You will attend an Off-Campus Experience Committee meeting  (meeting dates and times are listed below), where your proposal will be discussed with you. The Committee will give you guidance about any problems they may see in your proposal and you will be notified within three days about the approval/status of your program. In some cases, programs are granted limited approval if complete information is not submitted with the proposal. Programs cannot officially be offered to the students until you have been granted official official approval.

4) Begin marketing your program to your students, discuss the coursework you are offering and guide them as to how it applies to their degree program (or direct them to their academic advisor for same). Direct approved students (those you accept into your program) to the CE Website for a 2009 Student Registration Packet, and you're on your way!!

Links to Forms and repeat of forms needed for Proposal: IM Program Approval Form (requires signatures from Department Chair and Dean); Data Sheet  (showing budget and monetary costs for your program); Special Topics Courses Form  (requires signatures from Department Chair and Dean), General Ed Approval Form (requires signatures from Department Chair and Dean),  Active Catalog Listing (does not require any signatures, but is submitted with your IM Program Approval), Independent/Individualized Study Petition (299/499) (individually designed, and requires signatures from department Chair and Dean). CE will make copies of all originals and submit them to each member of the Off-Campus Experience Committee for them to review before your approval meeting (you must be present in person). The Proposal Packet will include four sections (ideally submitted in the following order - thank you):

A.) IM Approval Form: Sgnatures from your Dean and Chair; proposals will NOT be considered without appropriate signatures.
B.) Course Forms: Special Topics Courses Form (190/390) need signatures, as does the Gen Ed Course Approval. The Active Catalog Course Listing does not. Independent Study Petitions require individual design and signatures from department Chairs/Deans.
C.) Syllabus: Outlines your Program, identifies courses being offered (190/390 or Active Catalog classes), justifies the credit hours, and includes a travel itinerary to the best of your knowledge at this time.
D.) Data Sheet: outlines expenses and student costs for the program.


6.         Off-Campus Experience Committee Meetings: proposals are considered at the monthly (October - March) meetings of the Off-Campus Experience Committee. You must be present in person at the meeting when your proposal is being considered. (Winter meeting dates and times TBD.)  All meetings will be held in the President's Conference Room, Berndt Hall, Room 2503.

     Wednesdays: 1:00 pm - 2:00 pm:  October 8, November 12, and December 10 
     (Winter meeting dates and times TBD.)    

Return to top

Faculty Responsibilities and Helpful Information

  • Student Registrations: Advise students where to find forms to complete and return to Continuing Education: 2009 Student Registration Packet or 2009 Student Registration Packet - within the USA.
  • Classroom Reservations on Campus (before or after a program): Provide dates, times and needs to Continuing Education if you need a classroom as soon as possible.  Please do not assume that a classroom will be reserved for you.
  • WebOpus and Grading for IM Programs: Instructors of Innovative Month courses will have standard WEBOPUS access to the information associated with the courses, including course rosters. Grades can be entered online if done within the Registrar's WebOpus "window" for putting in grades. Otherwise, grades need to be submitted through Continuing Education by signing a roster (printed for you by CE). If grades are entered via WebOpus, be sure to let CE know. Your final salary payment for a program will not be submitted until grades are provided for your students.
  • Travel Forms Required: Complete a Travel Authorization form found at: http://www.fortlewis.edu/faculty_staff/travel_office/default.aspx (the FLC Travel Office website) and return it to Continuing Education as soon as you know your destination. You will sign this form, as will your Department Dean. Return the form, with these signatures, and CE will sign for "Director," and Ken Pepion for "VP."  You will fill out a Travel Expense Reconciliation Form (found at http://www.fortlewis.edu/faculty_staff/travel_office/default.aspx the FLC Travel Office website) upon your return, and this form will serve as your justification for any expenses you incurred during your program, including monies from a Cash Advance spent on the trip. Not all expenses are valid.
  • Expenses, Invoices, and Payments: Complete an RFP - Request for Payment Form, (found at http://www.fortlewis.edu/faculty_staff/travel_office/default.aspx the FLC Travel Office website) for reimbursement of expenses before the trip, if any. Please include a receipt with the RFP. Return to Continuing Education for the CE Director's approval signature. These take approximately two weeks to process, so don't wait until the last minute!
  • Cash for Travel from Program Funds: Complete a Cash Advance Form (found at http://www.fortlewis.edu/faculty_staff/travel_office/default.aspx the FLC Travel Office website) for any cash/money from program funds you wish to take with you. Return to Continuing Education for CE Director's signature at least two weeks prior to when you need the money. 
  • CE Needs Contact Information on You while You're Traveling: Complete Faculty Innovative Month Information Form at least 2 weeks prior to departure.  This sheet give CE pertinent information about how to contact you on your trip. Failure to complete this form will result in non-payment. Please return to Continuing Education
  • Campus Policies that Apply: Abide by all FERPA (privacy) Guidelines when communicating with students, and read the Faculty Code of Conduct. Please note that you are not allowed to leave the students overnight during the length of the program without express approval and communication from Continuing Education.
  • Student Accounts Receiveable - YOUR Responsibility: Ensure all payments and forms are completed by each student. CE will help with this, but ultimately, it is the Faculty Lead's responsibility to make sure their students pay for the program costs, and tuition fees.
  • Incidents while Travelling: Take the following form with you:  International Incident Report Form. This form will only be used if you have an incident while travelling that requires a record in writing.
  • Faculty Salary: Your salary is calculated at $80.50 per credit hour, per student. 50% will be paid at the start of the course. The balance is paid once grades are turned in to the Registrar, either through WebOpus (only if you make the Registrar's "window" for doing so at the end of a term) or through a hard-copy official signed roster submitted by the Office of Continuing Education. If there is more than one FLC faculty member, the tuition payment is divided by faculty based on the classes they teach (per credit hour).
  • Expense Log and Reconciliation Receipts: Maintain a log of expenses and conversion rates, and submit all substantial receipts (over $100, e.g. hotel, airfare, etc.) for your reconciliation once you return. You are not required to save every single receipt for small purchases, but the log will identify where any monies you receive with a Cash Advance have been spent. Dates, description, amount, and conversion is required, as well as a tally. It is recommended that you keep track of your expenditures daily to make the reconciliation less daunting when it is due.
  • Grades, Submission and Changes: Grades must be turned in to the Office of Continuing Education no later than 10 days upon your return to Durango from your program site. If students have delayed coursework, you may submit an "I" for them, but will later have to submit a "Grade Change Form" to the Registrar for each student. It is strongly advised to have students complete their coursework before this 10-day grade deadline.
  • Reconciliation of Monies: Reconcile Cash Advance within 10 days of the end of the session with a Travel Expense Reconciliation Form (found at http://www.fortlewis.edu/faculty_staff/travel_office/default.aspx the FLC Travel Office website). This form provides for group travel expenses. Click on "Group" under Traveler Information: Personnel Category, and at the end of the reconciliation, you'll see that either you or the college will have money owed. Please submit this form with all verifying receipts, logs, or accounting information to Continuing Education within 10 days of your return.

      Return to top

    FLC Websites (related) of Interest:

    Return to top