Trinity University
Faculty and Contract Staff Handbook

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(7)    Administrative Policies

(7A)    FISCAL, SAFETY, AND HEALTH POLICIES

(7B)    COMPUTER POLICIES

(7C)    USE OF TRINITY UNIVERSITY FACILITIES

(7D)    CONFERENCES AND SPECIAL PROGRAMS

(7E)    BOOKSTORE POLICIES AND PROCEDURES

(7F)    CONFLICT OF INTEREST POLICY


(7D)    CONFERENCES AND SPECIAL PROGRAMS

For a summary of recent changes to this chapter, see Chapter 9A: Summary of Recent Revisions to this Handbook.

Contents of this page: 

  1. Administration and Coordination (Program Management; Responsibilities of the Office of Conferences and Special Programs)

  2. Procedures for Conferences and Fee-Supported Noncredit Activities

Conferences and noncredit programs are an important part of the outreach function of the University and contribute to the University’s total educational program. They draw directly upon the research, teaching, and educational resources of the University and community for the benefit of an appropriate population locally, statewide and nationally.

I.    ADMINISTRATION AND COORDINATION

All fee-supported conferences and noncredit programs offered under the auspices of a department of the University may be administered or coordinated through the Office of Conferences and Special Programs.

A.    Program Management

Conferences and programs will be developed by the Conferences and Special Programs staff and approved by the Director. Involvement of Trinity University faculty will be solicited and encouraged. Facilities or services will not be used for promoting private entrepreneurial activities. Programs must be budgeted on a cost-recovery basis with a minimum fixed percentage for management services. These costs will include salaries and all direct program expenses. The cancellation of a program on the basis of fiscal or other considerations is a responsibility of the Director of Conferences and Special Programs after consultation with appropriate parties.

B.    Responsibilities of the Office of Conferences and Special Programs

The Office of Conferences and Special Programs has the following specific responsibilities:

1.    Initiating conferences and special programs for a professional local, state, and national adult constituency, and selected programs for high-school students.

2.    Coordination of campus-initiated conferences.

3.    Administration of conference financial components (i.e., budget preparation, budget monitoring, authorization of payment of bills, income and expense summary, and negotiation of service contracts and letters of agreement).

4.    Conference management  (i.e., registration, preparation of materials, location and amenities, meal guarantees, marketing and promotion).

5.    Maintenance of an accurate record-keeping system of all aspects of the activity and rosters for Continuing Education Unit transcripts.

6.    Establishment of acceptable standards and criteria for Conferences and Special Programs activities based on recommendations from the National University Continuing Education Association and the Association of Collegiate Conference and Event Directors International.

7.    The Office of Conferences and Special Programs will use campus meeting facilities on the basis of availability at no additional charge. The William Knox Holt Conference Center will be made available to campus departments and faculty at no charge for appropriate non-fee supported, department-hosted activities.


II.    PROCEDURES FOR CONFERENCES AND FEE-SUPPORTED NONCREDIT ACTIVITIES

Chapter 7C  Section I states the procedure by which the event director may schedule Trinity University facilities. After the event has been scheduled, the following procedures apply in the case of conferences and fee-supported noncredit activities.

A.     If the sponsor is an off-campus group, the Director of Conferences and Special Programs will provide administrative and conference support services for the activity, including:

Although program development remains the responsibility of the event director, the Office of Conferences and Special Programs is prepared to assist upon request. A fee to recover the cost of staff time to provide these services will be included in the activity budget.

B.     Academic departments and administrative offices sponsoring conferences or fee-supported noncredit activities are encouraged to avail themselves of the support services of the Office of Conferences and Special Programs

If with the concurrence of the Associate Vice President for Academic Affairs: Budget and Research the department or administrative office chooses not to use the coordinating services provided by the Office of Conferences and Special Programs, then the ultimate responsibility for the activity budget, the proper coordination with University support services (Campus Safety, Dining Services, Housekeeping, and the Physical Plant), and the observance of all University policies rests with the Associate Vice President for Academic Affairs: Budget and Research.


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