Senior College at USM Lewiston-Auburn College

Policies

Policies

Table of Contents

1. Adopted Policies Govern, Personal Intervention Not Permitted

2. Attendance

3. Books Materials and Fees for Courses

4. Budget

5. Catalog of Courses

6. Chairpersons for Committees

7. Class List Confidentiality

8. Dean Scholarship for USM LAC Undergraduates

9. Donations to Non-Profit Institutions

10. Dropping a Course

11. Expenses of Directors

12. Fee for Winter Courses

13. Food for Thought

14. Instructor out of Pocket Expenses

15. Instructor Privileges

16. Minimum Number in a Course

17. Oversubscribed Course

18. Procedure for Purchases

19. Registration Procedure

20. Release and Assumption of Risk

21. Request for Donations

22. Solicitation of Senior College

23.  Special Interest Groups (Clubs)

24. Start of Semester

25. Student Grievance Policy and Procedure

26. Testimonial Letters

27. Visitors to Class

28. Volunteers

29. Waivers-Membership and Course Fees

30. Winter Courses

Adopted Policies Govern, Personal Intervention Not Permitted:
In order to respect the policies governing the registration process personal intervention or appeals to instructors, directors or staff, will not be considered.

Acceptance into a course shall be controlled by registrations received on or before the stated lottery date for that semester.

All instructors, staff, Directors and volunteers working in the office should respond to all inquiries by saying they are subject to policies and procedures voted by the Board of Directors. None of those people have individual discretion to change policies or grant exceptions.

•    Adopted by Board of Directors on January 15, 2009
•    Amended by Board of Directors on October 17,2013

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Attendance:
Persons registered who do not attend the first session of a course and who do not notify the Senior College office either in writing or in person that they will be absent, will be dropped from the course.  (See the policy Dropping a Course, Reimbursement).  In the case where the course was oversubscribed, those individuals who have registered for that course shall be entered into the “pool” for random selection for enrollments in that course.  (See the policy Oversubscribed Course)

•    Adopted by Board of Directors on February 21, 2008
•    Amended by Board of Directors on December 19, 2013

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Books Materials and Fees for Courses:
1.    Tuition of LA Senior College courses includes books and other materials and fees, such as, but not limited to, compact discs and admission fees to museums and other attractions included in a course. Such books and other materials and fees shall be paid by LA Senior College out of funds paid by students who take the course.

2.     The cost of books and other materials and fees, as requested by the instructor, shall not exceed 80% of the tuition cost of the course. Discounts available as part of the course will be considered in the cost of books and other materials and fees.

3.    The instructor shall be provided a copy of the books and other materials and fees without personal expense and shall be reimbursed for costs related to preparation and presentation of the course, such as, but not limited to, printing, photocopying, rental of cds or videos or art supplies.

4.    Pertinent provisions of this policy will be explained in the newsletter and course descriptions so that the general membership understands this benefit and its limits. The newsletter and course descriptions will explain that students have access to the LA USM library where additional books and references for the courses(s) taken will be available.

5.    The Board of Directors may authorize exceptions to this policy to permit somewhat greater costs for books and other materials and fees for an individual course to be paid from the Senior College Fund Account provided the projected costs of all courses will not constitute an appreciable draw on that Account

•    Adopted by the Board of Directors on August 11, 2005

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Budget Policies and Procedures
Budget Policies
As a general rule and as a budgetary objective at the beginning of the fiscal year, the amount projected to be expended for annual recurring expenses in a fiscal year should not exceed projected revenue for that fiscal year.

•    Adopted by the Board of Directors on August 20, 2009

Budget Procedures
1.    As provided for in the Bylaws, the Finance Committee shall prepare a recommended budget for the academic/fiscal year prior to the start of the fall semester.

2.    The Finance Committee shall report at least quarterly to the Board of Directors.

3.    Upon receipt, whether by staff or a Director, of a request for an expenditure that is not in the approved annual budget, the request shall be promptly given to the Finance Committee for review. The Board of Directors will not approve an expenditure or make any other revision to the approved annual budget, until the Finance Committee has had the opportunity to review the request, or proposed revision, and make a report and recommendation to the Board of Directors or until at least 21 days has passed since the request was received without such report and recommendation having been made.

4.    An expenditure of up to $500 for an item within the approved annual budget may be approved by the staff liaison. An expenditure of greater than $500 for an item within the approved annual budget shall be approved by the Chairperson of the Finance Committee, or in his/her absence, the Co-Chairperson.

5.    Funds, not to exceed $1,000 may be transferred among the budget categories upon the approval of the Finance Committee provided the transfer does not change the total approved budget. Transfers of more than $1,000 or where the total approved budget is increased will require the approval of the Board of Directors.

6.    All expenditures from the reserve fund will require the approval of the Board of Directors.

7.    The USM Financial Office will not approve an expenditure or issue a check without the prior written approval of the staff liaison, or in her absence, a member of the Finance Committee.

8.    Undefined Reserve fund of $10,000 shall be maintained.  Use of these funds will require approval of the Board

9.    The Financial Committee shall monitor the overall financial condition with respect to the agreed upon financial objective of the Board of Directors of the Senior College

•    Adopted by the Board of Directors on September 18, 2008
•    Amended by the Board of Directors on April 18, 2013

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Catalog of Courses
The catalog of courses will be mailed so that it will be received by existing and potential members at least 30 days prior to the final date for acceptance of registration. Depending on guidance from the instructor and the size/capacity of the potential room available, the catalog will state the maximum number that may be enrolled.

•    Adopted by the Board of Directors on January 15, 2009

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Chairpersons for Committees:
Each standing committee should have a chairperson and a co-chairperson. The chairperson shall be appointed by the Board of Directors.  The co-chairperson shall be selected by the chairperson subject to the approval of the Board of Directors.

If the chairperson or a co-chairperson is not a member of the Board of Directors, they are encouraged to attend meetings of the Board of Directors even though they are not eligible to vote at the meeting.

•    Adopted by the Board of Directors on November 16, 2006

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Class Lists Are Confidential:
In accordance with law and University policy, lists of the names of persons registered in a course, or other event, or their address, or telephone number or email address are confidential. Instructors and staff are not permitted to make available lists of such information.

While sociability among persons registered in a course is encouraged and the desire to know the names and other information about other persons in a courses is recognized, people in the course should be aware that it is not possible to furnish lists of those enrolled in a course.

The use of name tags or other means of identification to facilitate communication within a class shall not be considered a violation of the confidentiality policy.

•    Adopted by the Board of Directors on January 19, 2006

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Dean Scholarhip for USM LAC Undergraduates
Senior College will fund up for four (4) $1,000 USM LAC "Dean Scholarhips" on an academic yearly basis.  To be eligible, a student must meet the USM eligibility requirements for a Dean's Scholarship.

The Senior College Liaison will be a member of the USM LAC Scholarship Committee representing the Senior College Board of Directors.  The Senior College Liaison shall update the Senior College Board of Directors on the selection of the Dean's Scholarship award recipients.

The Scholarship Committee may award one (1) to four (4) Dean's Scholarship per academic year.

•    Adopted by the Board of Directors on August 21, 2014

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Donations to Non-Profit Institutions:
For those non-profit institutions that are visited by the Destinations course, or another course that makes an off-campus trip, that does not charge a fee to Senior College members, the Senior College may make a donation of up to $25.

•    Adopted by the Board of Directors on February 21, 2008

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Dropping a Course:
A student will have the first two weeks of the semester to drop a course from his/her schedule, and

  1. Chose another course for the remainder of the semester provided there is space available in the course after the waiting list, if any, has been exhausted, or
  •  Receive 100% refund

After the first two weeks, no refund will be made.  Annual membership will not be refunded.

•    Adopted by the Board of Directors on October 20, 2005
•    Amended by the Board of Directors on February 21, 2008
•    Amended by the Board of Directors on April 19, 2012

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Expenses of Directors:
The Senior College will pay the expenses of directors when attending events representing, or acting in behalf of, the Senior College, such as, but not limited to the Senior College Conference conducted by the Maine Senior College Network.  Such expenses shall include registration fees, lodging, and travel expenses as approved by the Board.

•    Adopted by Board of Directors on September 22, 2006

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Fees for Winter Courses:
Winter courses will be open to those who have paid the annual membership fee. There will be no additional course fee.

•    Adopted by Board of Directors on April 17, 2008

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Food for Thought:
The Food for Thought Luncheon Series is held the 2nd Friday of each month.
No advanced reservations will be taken after noon the previous day.
Those attending without an advanced reservation will be admitted if space is available
and “at the door” fee will apply.
The admission charge – which will be charged for all attendees – will include lunch.

•    Adopted by the Board of Directors on June 15, 2005

Senior College does not generally pay a speakers fee or travel expenses to speak at Food for Thought. In special circumstances the Board of Directors may make an exception to this policy but must do so prior to the event.

•    Adopted by the Board of Directors on February 21, 2008

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Instructor Out of Pocket Expenditure:
As a matter of individual choice, instructors may offer to pay for additional books or instructional materials out of their own pocket but should not feel any obligation to do so. 
In any case an instructor will not be reimbursed for payment for books, CD’s or other instructional materials he/she purchases without the prior approval of the staff liaison, the Curriculum Committee or the Finance Committee.

•    Adopted by the Board of Directors on January 15, 2009

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Instructor Privileges:
Instructors who teach Senior College courses are volunteers who do not receive monetary compensation for teaching. There are, however, certain privileges to which they are entitled in recognition of their generous donation of time and energy. These are listed below:

  1. Free copies of books or other materials such as videotapes, compact disks, furnished to students enrolled in the course.
  2. Membership fee and one course fee will be waived for the semester they are teaching.  If an instructor has paid his/her membership fee in the fall semester, up to two course fees will be waived if he/she is teaching in the spring semester.
  3. In recognition for the instructor’s contribution to the Senior College, the instructor and his/her guest, shall not be charged at the Honor the Instructor Dinner.

•    Adopted by Board of Directors on February 16, 2006
•    Amended by the Board on  September 22, 2006
•    Amended by the Board on  November 16, 2006
•    Amended by the Board on  February 22, 2007
•    Amended by the Board on  April 19, 2012
•    Amended by the Board on  August 16, 2012
•    Amended by the Board on  January 17, 2013
•    Amended by the Board on September 19, 2013
•  
Amended by the Board on August 21, 2014

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Minimum Number in a Course:
At least six persons shall be enrolled for a course to be held. In the event that five or fewer persons sign up, the instructor shall be notified and may chose to continue with the course. [Instructors invest considerable time and effort in preparing a course before the first meeting of a course.] If a course is not offered due to insufficient enrollment, those persons shall be notified and their course registration fee will be returned. The annual membership fee will not be refunded.

•    Adopted by the Board of Directors on April 20, 2006
•    Amended by the Board of Directors on February 21, 2008

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Oversubscribed Course:
The number of persons who may be enrolled in a course is usually limited by the instructor or the number of places available in a laboratory or studio, as in the case of a computer class. That number will vary depending on the course and the instructor. Registrations received on or before the stated lottery date for that semester shall be “pooled” for any classes that are oversubscribed on that date.

In the event one or more persons previously enrolled notify the administrative staff that they will be unable to attend the course and want to withdraw, those individuals who have registered for that course shall be entered into the “pool” for random selection for enrollment in that course.

The course registration fee will be returned to those unable to be enrolled because a course is oversubscribed. The annual membership fee will not be refunded.

•    Adopted by Board of Directors on April 20, 2006
•    Amended by the Board of Directors on February 21, 2008
•    Amended by the Board of Directors on August 15, 2013

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PROCEDURE FOR PURCHASES
All purchases must go through liaison.  Liaison may use a purchasing card under certain circumstances
You must shop at an established vendor – partial list:
      Blais Flowers and Garden Center
      Craft Mania Inc.
      Curry Printing
      Maine Awards
      Penmor Lithographers Inc.
      Shad’s Advertising Co. Inc.
      Val’s Flower Boutique Inc.

Do not purchase item(s).  Get a written itemized estimate from the clerk (no sales tax) and bring this to the liaison.  He/she will work with the vendor to create a purchase order.

Liaison will let you know when the merchandise can be picked up

Never tell a vendor they will be paid the day you pick up – Unless it is purchased with a purchasing card – everything is NET 30 DAYS  

Payment for all entertainers for events must go through liaison
Liaison will need the name of the entertainer, address, phone #, e-mail in order to contact the person.

The entertainer will have to work with the liaison in completing a “New Vendor” form

Liaison will then send the entertainer a Personal Contract for signature

Liaison will then submit the contract to the Portland office

At the conclusion of the event, the entertainer will be responsible for submitting the invoice to the address provided to him by liaison for payment

Never tell the entertainer they will be paid the day of the event.  All contracts are NET 30 DAYS

ANY PURCHASE MUST BE MADE THROUGH THE LIAISON.  
Any unauthorized purchase will not be paid and you will be responsible for the payment.
Purchases you make on your own will not be reimbursed.

•   Adopted by Board of Directors on September 19, 2013

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 Registration Procedure:
Starting in the Fall 2009 semester, all registrations shall be mailed. No walk-in registrations will be accepted.

•    Adopted by Board of Directors on January 15, 2009
•    Reaffirmed by the Board of Directors on June 18,2009

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Release and Assumption of Risk:
Persons enrolled in a Senior College course that takes them away from the campus for a course or event for which they are enrolled will be required to execute a Release and Assumption of Risk form, as set forth below, to cover any harm or injury that may occur in association with that course or event.

Seniors should note that the Release and Assumption of Risk form will need to executed infrequently and only by those students enrolled in courses or events that occur away from the Lewiston Auburn campus of the University.

•    Adopted by Board of Directors on January 19, 2006

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Request for Donation
The Board of Directors occasionally receives requests for contributions or donations to various causes or personal situations, many of which are quite worthy. As a general rule, the Directors will not make contributions or donations to various causes or personal situations unless they are directly related to the mission of the Senior College. Individual directors are encouraged to make personal contributions to those causes or personal situations as individuals not acting in behalf of Senior College.

•    Adopted by the Board of Directors on October 18, 2008

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Solicitation of Senior College Members:
Food for Thought Presenters:
Because presenters at Food for Thought are selected on the basis of the information they have to offer to Senior College members and non-members; and because they receive no remuneration; interaction with the participants to promote or solicit private business interests is permitted.

Classroom Instructors:
The opportunity to interact with Senior College members as a regular instructor, substitute instructor, or a guest speaker, during the Spring and Fall semesters, to include the Winter One-Day classes, to promote or solicit private business interests shall not be allowed, with the exception that if a book written by the instructor is being used as a classroom text (for ex: regular instructors may not sell their published works/or products directly to Senior College members in the classroom). If an instructor text is to be used, it must be purchased through the regular college purchasing system.
 
During the Instructor Orientation meeting this policy shall be discussed so that each instructor will fully understand its intent regarding business interests and the Senior College membership.

•  Adopted by Board of Directors on February 16, 2006
•  Amended by the Board of Directors on April 17, 2014

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Special Interest Groups (Clubs)

The LAC Senior College Board of Directors has defined Special Interest Groupt (Clubs) as a group of members who have a special interest in a particular activity and meet on a regular schedule (as determined by the SIG members) to participate in that activity for mutual enrichment beyond LAC's Senior College educational program.  The Boarde of Directors must approve SIG's on a yearly basis and determine that they are not LAC Senior College courses, excursions, or special events.

Guidelines for LAC Senior Colege Special Interest Groups

No funding, photocopying, AV equipment, or Staff Liaison assistance will be provided

All participants must be LAC Senior College members

Activities must occur during non-class hours

Meeting space may be booked for only sic (6) months at a time

LAC Senior College or LA College reserves the right to cancel a SIG meeting/session due to space conflicts

SIG renewals are required by the LAC Senior College Board of Directors on a yearly basis and will be reviwed at the Board's June meeting

Changes in the description of a SIG must be submitted to the Board in a timely manner

Group participation must sign-in at every gathering

USM's "Release & Assumpsion of Rish" form and "Emergency Contact: form are signed as necessary and in accodance with LAC's Senior College Policy

•   Adopted by the Board on January 16, 2014

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Start of a Semester
The final date for acceptance of registration for all courses will be the close of business on the Thursday preceding the Monday of the week in which the first of the classes start (referred to hereinafter as the “cutoff date”). Even if space is potentially available in the room assigned to the course, additional registrations will not be accepted after the cutoff date.

The catalog should alert the membership to some of the logistical issues that make this policy necessary such as the lead time required to order books and the limited availability of classrooms of sufficient size to offer our courses while the USM L-A class needs are met. Early registration should be encouraged because last minute decisions by individual members may mean they get left out of a course in which they are interested.

To the extent feasible, those handling registration should respond promptly to applicants to let them know whether the course is filled or not.

•    Adopted by Board of Directors on January 17, 2008
•    Amended by the Board of Directors on December19, 2013

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Student Grievance Policy and Procedure:
Purpose
The purpose of the student grievance policy to provide a due process for resolving complaints against a senior college instructor for unprofessional or inappropriate conduct, unrealistic course requirements, or violation of established senior college policies. For the purpose of this policy, a "grievance" is defined as a statement by a student that he/she has been wronged by the actions or behavior of the instructor.

Procedure for Filing a Grievance
A grievance must be submitted in writing using the formal grievance form adopted by the Board of Directors for this purpose. A copy of this form may be obtained by contacting the vice-chairperson of the Board of Directors and upon completion must be returned to the vice-chairperson. The grievance committee will review the information on the form and schedule a meeting with the individual filing the grievance and the instructor. The instructor will have the right to request the presence of another instructor of his/her choosing at the meeting. The grievance committee, at its discretion, may also make inquiries of other members of the class in which the alleged instructor misconduct took place before rendering its decision on the validity of the grievance. The individual filing the grievance will be notified in writing of the committee's findings and decision.

The Grievance Committee
The Grievance Committee will consist of the vice-chairperson of the Board of Directors, the chairperson of the Curriculum Committee and an instructor appointed by the chairperson of the Board of Directors.  

Procedure for Filing an Appeal
If the individual filing the grievance, or the instructor, is dissatisfied with the findings of the grievance committee, an appeal may be filed with the Board of Directors. The Board of Directors will meet with the grievance committee to review its findings and decision before rendering its decision on the appeal.

Confidentiality
During the process of a grievance, all procedures, meetings, names, and related information will remain confidential unless otherwise mutually agreed upon by all parties involved.
The grievance form adopted by the Board of Directors is available in the Senior College office.

•    Adopted by the Board of Directors of September 17, 2009

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Testimonial Letters:
The Senior College, as a general rule, does not provide testimonial letters nor letters of recommendation.  However, on a “case-by-case basis, or as an exception, the Board of Directors will discuss a specific request by an instructor, or a speaker, i.e., Food for Thought, to determine if a testimonial is warranted.

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Visitors to Class:
Guests are welcome to attend one session of a course:
1.    if accompanying a person enrolled in the course – such as a visitor from out of
    town, or,
2.    to become acquainted with the general conduct of Senior College.

A person not registered in a course may attend not more than one session of a course as a guest.  If a person wants to attend more than one session of a course, he/she shall be expected to enroll in the course and pay the registration fee for the course and the Senior College membership fee if not already paid

•    Adopted by Board of Directors on June 15, 2006
•    Amended by Board of Directors on August 20, 2009

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Volunteers:
Volunteers who serve on committees or otherwise help in the operation of Senior College are encouraged to have paid the annual membership fee during the academic year in which they are volunteering. Failure to do so will not disqualify them from serving. However, if the volunteer work requires that person use the computer, that volunteer must pay the annual membership fee for the academic year.

•    Adopted by the Board of Directors on February 15, 2012

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Waivers - Membership and Course Fee
In cases of demonstrated hardship, a waiver of the annual membership fee and of the fees for courses may be granted by the Chairs of the Board of Directors. Procedures may be determined by the Chairs of the Board of Directors.

•    Adopted by the Board of Directors on October 16, 2008

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Winter Courses:
For one day winter courses a procedure different from the "first come, first served" policy, applicable to fall and spring courses set forth above, shall apply. The objective is to avoid early applicants being placed in more than four courses with later applicants denied admission because the course becomes oversubscribed.

Each applicant shall list their preferences for courses in order with 1 the highest priority, 2 the second highest, 3 the third highest and so on. The applicant shall be placed in his/her four highest priority courses on the application form.

Placement in courses with his/her fifth or higher priority shall be on a space available basis and after all other applicants have been given the opportunity to be placed in their four highest priority courses.

•    Adopted by the Board of Directors on March 15, 2012

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