ECSU SUMMER SCHOOL POLICIES AND PROCEDURES GUIDE Rev- 1-27-11
ECSU Summer School Policies and ProceduresSUMMER SCHOOLPOLICIES AND PROCEDURESGUIDEOctober 1, 2007 (amended 1/ 27/11)1
ECSU Summer School Policies and ProceduresSUMMER SCHOOL POLICIES AND PROCEDURES GUIDEElizabeth City State UniversityINDEXMission StatementCalendarsSchedulingClass SizeCourse PoliciesCourse Minimum Enrollments/CancellationsExcess Class ComplementFaculty Workload and Compensation GuidelinesLetter of IntentThe Block ScheduleCompensation for Supervision of InternshipsLogistical Budget AllocationsSelection/ Compensation and Duties of Summer School ChairsCourse EvaluationDistance EducationStudent RegistrationStudent Billing/ Fees/ RefundsSummer School Advisory CommitteeJob Description: Director of Summer SchoolMarketingPage3455667789101111101213141415162
ECSU Summer School Policies and ProceduresMISSION STATEMENTIn support of the mission of Elizabeth State University (ECSU), the Summer SchoolProgram is committed to educating and preparing individuals for Baccalaureate Degreeprograms in arts and sciences, selected professional and pre-professional areas, andMaster's Degree Programs in Elementary Education, Biology, School Administration andMathematics. Elizabeth City State University offers a challenging and supportiveenvironment that prepares its students, for knowledgeable, responsible participation andleadership in an ever changing, technologically advanced global society. The Universitypromotes excellence in teaching as its primary responsibility to meet the needs of thestudents and citizens of the state. Through its teaching, research and community outreach,the university seeks to identify and address the needs of northeastern North Carolina withparticular attention to supporting its environmentally sensitive economic development.The goal of the Summer School Program is to offer a wide range of undergraduate andgraduate courses needed by the greatest number of ECSU students to fulfill their generaleducation and degree requirements. In addition to regular day-time courses, offeringsinclude a variety of distance learning and evening courses.Students attend the summer session for a variety of reasons:o To accelerate their progress toward a degree;o To take courses which they missed during the regular academic year;o To satisfy course deficiencies;o To concentrate on one or two particularly difficult courses;o To take advantage of the summer sessions' smaller classes and atmosphere;o To change academic or geographic environment;o To enrich their cultural and intellectual pursuits;o To pursue their graduate education aspirations; and,o To enhance their career prospects.3
ECSU Summer School Policies and ProceduresCALENDARSSummer School will be comprised of three (3) separate and distinct sessions: One (1) ten-week main session One (2) five- week supplemental sessionDates for the Summer School sessions will be established by the Associate ViceChancellor for Academic Affairs, in consultation with the Director of Summer Schooland within the constructs of ECSU calendaring guidelines. Each session of SummerSchool will have its own specific operating calendar, as established by the Registrar inconsultation with the Director of Summer School. Dates will be set within each SummerSchool session for each of the following actions: Registration deadline without late feesResidence Hall AvailabilityClass SchedulesRefund calendarHoliday ScheduleWithdrawal with refunds and without refundsDrop/add calendarCourse cancellation datesExamination Schedule (mid-term and final)Table “1” contains a sample summer school calendar and establishes the approvedformat.Elizabeth City State UniversitySample Summer School CalendarJune 2- July 16, 20XX(Session I)Mon – Thurs March 31 - April 11, 20XX Session 20XX (currently enrolledstudents only)Academic Advisement/Pre-registration for SummerMonday, June 2, 20XXResidence Halls OpenRegistration for Summer School atK.E. White Center, 8:30a.m – 6:00p.m.Tuesday, June 3, 20XXClasses Begin at 8:00 a.m.Wednesday & Thursday June 4- 5, 20XX Late RegistrationFriday, June 6, 20XXLast Day to Change Course(s)Wednesday, June 11, 20XXLast Day to Withdraw from theUniversityand receive a refundTuesday - Wednesday, June 24- 25, 20XX Mid-TermFriday, June 27, 20XXLast Day to Withdraw from Courses with Gradeof "W"Friday July 4, 20XXOfficial HolidayMonday, July 7, 20XXLast Day to Withdraw from the University with aGrade of "WD"Monday - Tuesday, July 14- 15, 20XXFinal ExamsWednesday, July 16, 20XXFinal Grade Reports due in the Registrar'sOffice by 3:00 p.m.End of Summer Session4
ECSU Summer School Policies and ProceduresFINAL EXAMINATIONS: Final examinations, obligatory in most courses, aregiven the last two days of the session. Special examinations to suit theconvenience of individual students will not be given.Classes Meeting From – To08:00 a.m. - 09:30a.m.10:00 a.m. - 11:30a.m.12:00 p.m. - 01:30p.m.02:00 p.m. - 03:00p.m.04:00 p.m. - 05:30p.m.DayFinal Exam Date/ TimeMondayTuesdayMondayTuesdayMonday08:00 a.m. - 10:00 a.m.July 1408:00 a.m. - 10:00 a.m.July 1512:00 p.m. - 02:00 p.m.July 1412:00 p.m. - 02:00 p.m.July 1502:00 p.m. - 4:00 p.m.July 14Table “1”SchedulingAll departments are required to submit a preliminary Summer School course offeringschedule not later than the 15th of December and a finalized course offering schedule notlater than February 28th to the Office of Summer School. These course offeringschedules will contain as a minimum; Name and Nomenclature of the course Instructor Number of Semester Hours Time and days (utilizing the block schedule) Course LocationThe Office of Summer School will submit the combined preliminary and finalized courseoffering schedules in accordance with the schedule and deadlines established by theRegistrar. All Summer School course offerings, class schedules (e.g., class periods) willadhere to the requirement of 900 contact minutes per one hour-credit course, includingthe final examination. Contact-minute requirements for laboratory courses, internships,etc. are guided by standards established by the University.All course enrollments should adhere to the class size guidelines as outlined in Table 2.Exceptions to these requirements should be submitted in writing to the appropriate Dean.If approved, the Dean will forward the exception to the Director of Summer School whowill notify the Registrar to make appropriate adjustments to course limits. Facultycompensation will be pro-rated for approved classes below the minimum and above themaximum class capacity. Each independent study will be a separate section based onnumber of hours of credit and instructor.5
ECSU Summer School Policies and ProceduresEach section will carry a separate number code as the instructor of record will bedesignated for grading and payroll purposes. Independent Study proposals must be signedand submitted by the end of the stated registration period (i.e., the period with latepenalties) in order for the students to avoid late fees (late registration and late paymentfees) and faculty to be paid. Instructors teaching on-line during Summer School mayteach up to three (3 hour) on-line courses per summer (both sessions combined),(maximum of nine hours). Exceptions to this limit should be submitted in writing with arationale for request to the appropriate Dean. If approved, the Dean will forward theexception to the Director of Summer School. Summer schedules will be announced nolater than December 1 prior to the summer school term(s).Class SizeTable “2” provides an overview of required class sizes as related to facultycompensation. Class sizes are to be set to "Standard Course Limit." Exceptions must berequested in writing, approved by the appropriate dean, and submitted to the DirectorSummer School. For details on faculty compensation, see "Workload and CompensationGuidelines. For details on course cancellation policies, see "Course MinimumEnrollments/ Cancellations.Class CapacityTYPE COURSEUndergraduateGraduateOnlineTeacher 525Table “2”Course Minimum Enrollments/CancellationsCourse cancellations are coordinated by the Director of Summer School in consultationwith individual faculty and in accordance with cancellation dates as established by theregistrar and student billing. Generally, these cancellation dates are established as theend of week 1 or by the date established by the Registrar. The registrar will at that timeautomatically cancel all courses that have “zero” enrollment. Individual faculty membersmake the decision regarding course continuation or cancellation in concert with theDirector of Summer School due to low enrollment; no course is cancelled without firstconsulting with the faculty member teaching the course. The decision to continue orcancel a course is made in consultation with the Director of Summer School no later thanthe first day of the second week of summer school. Course cancellation dates are notedand forwarded to the registrar. In no case will a class be retained until the first class dayof any Summer School session and then cancelled solely if enrollment does not meet thefaculty member's expectations.6
ECSU Summer School Policies and ProceduresCompensation is guaranteed at the enrollment level established at the date of stabilizationon course continuation/cancellation, with the exception of internship supervision, whichwill be paid at actual enrollment levels. Should the enrollment subsequently increase,compensation will increase based on established compensation schedules (see Table 3).Should the enrollment decrease, faculty compensation will not be decreased, but willremain at the level established on the date of stabilization regarding coursecontinuation/cancellation. With less than full enrollment, a prorated portion of the fullsalary will be paid. (See Faculty Workload and Compensation Guidelines).Excess Class ComplementExcess Class Complement is defined as: A class size exceeding 150% of minimum classenrollment. The policy regarding excess class complement is as follows: "Facultymembers teaching more than one course and having excess class complement in onecourse can expect to have this excess applied to a second course in the same session onlywhen the enrollment of 5 undergraduate or 3 graduate students exists in the secondcourse." The course enrollment/compensation guidelines, as outlined in Table “2”, andTable “3” establishes specific required maximum course enrollments and relatedcompensation levels (also see Table “3”).Faculty Workload and Compensation GuidelinesInstructors may teach up to two (3hour) courses (6 semester hours) per session.Exceptions to this limit should be submitted in writing with a rationale for request to theappropriate Dean. If approved, the Dean will forward the exception to the Director ofSummer School Therefore, the maximum number of on-site or on-line courses anyindividual faculty member may teach during Summer School is any equivalency of 6hours operating at maximum enrollments.If a faculty member is supervising internships, then he/she may teach an additional courseor courses if the total credit hours generated in a combination of internship supervisionand course instruction do not exceed the maximum credit hours generated as previouslycited. A Letter of Intent (LOI) will be prepared by the Office of Summer School andforwarded to each instructor not later than April 30th specifying each course (name andnomenclature) and the projected compensation level. (See Letter of Intent)The projected compensation level will be based on instructor rank and credit hours taughtwithout adjustment. As outlined in Table “3”, compensation for on-site or on-lineteaching is based on a combination of class size, faculty rank and student enrollmentbeyond the standard course limit as illustrated in Table “2”. Faculty compensation ratesare reviewed annually and are subject to cost of living adjustments. The Director SummerSchool will establish faculty compensation three-four days after late registration for allSummer School semesters.7
ECSU Summer School Policies and ProceduresOfficial contracts and information on pay dates will then be processed and forwarded tothe faculty. If there is a last-minute change in faculty assignment, the Director of SummerSchool must be notified immediately so that the contract and payment process for thereplacement faculty can be initiated. Faculty teaching courses with enrollments of lessthan ten (undergraduate) or five (graduate) will receive a pro-rated level of compensation,a 10% reduction per student enrollment less than ten (undergraduate) or a 20% reductionper student enrollment less than five (graduate). Faculty will be compensated at the samereduction per-student rate for both on-site courses and online courses. The reverse willapply for classes exceeding the maximum (as listed in Table “2”). Faculty teachingcourses with enrollments of more than 25 (undergraduate) or 12 (graduate) will receivean adjusted level of compensation, a 10% increase per student enrollment of more than25 undergraduate or 20% per student enrollment of more than 12 graduate.Letter of IntentEach Instructor identified to teach a course during the Summer School will be issued aLetter of Intent (LOI) not later than 10 business days prior to the first day of class. ThisLOI will list as the minimum; the name, number, credit hours, and length of each courseand the expected compensation. The compensation in the letter of intent is based uponacademic rank, the number of credit hours. LOI’s will be delivered through traditional orelectronic mail. Original signatures (physical or electronic) will signify the instructor’sagreement to teach the courses listed based on the minimum enrollment of ten (10) ormore students for undergraduate courses or five (5) or more for graduate courses isrequired. The University reserves the right to cancel courses which do not have aminimum of five (5) people per undergraduate course or a minimum of three (3) peopleper graduate course enrolled.Adjunct Faculty Administrative and Logistical SupportAll issues involving the appointment/ hiring process, office space provided, telephoneaccess, computer access, keys, office hours, university parking fees, e-mail address,teaching load, syllabi, textbooks, photocopying, access to university polices, and otheradministrative/ logistical matters in support of adjunct faculty members teaching duringSummer School will be prescribed by existing university and individual school policy.Sample Summer Faculty Salary ScaleRate per Credit HourRANKProfessorAssociate ProfessorAssistant ProfessorVisiting Assistant ProfessorLecturerAdjunct InstructorUNDERGRADUATE FACULTY20XX 845.00 755.00 665.00 665.00 604.00 604.008
ECSU Summer School Policies and ProceduresRANKProfessorAssociate ProfessorRANKAll RanksGRADUATE FACULTY20XX 966.00 906.00DISTANCE LEARNING (GRADUATE/UNDERGRADUATE)20XX 906.00Table “3”9
ECSU Summer School Policies and ProceduresThe Block ScheduleA block schedule format will be used for all formal classroom instructions. These blockschedules are set in line to achieve the required 900 minute contact time and must bestrictly followed. Block scheduling presents an organized, easy to understand format thatprevents schedule conflicts and confusion. No student will be allowed to register forclasses with duplicate block numbers. Online classes will be exempt from blockscheduling. Instructors are encouraged to follow these schedules maintaining strictattendance. Instructors are permitted to alter block scheduling in order to meet specificlaboratory requirements. Extended scheduling (laboratory) should be approved by theindividual chair person. A sample block schedule is included at “Table 4”Summer School Time Period Schedule (2011)Main Session (10-Week)3 hour ClassTimeDaysMon- FriTime Period1234567Start8:00 AM10:00 AM12:00 PM2:00 PM4:00 PM6:00 PM8:00 PMEnd9:00 AM11:00 AM1:00 PM3:00 PM5:00 PM7:00 PM9:00 PM2 Hour ClassTimeDaysMon-Th.Time Period1234567Start8:00 AM10:00 AM12:00 PM2:00 PM4:00 PM6:00 PM8:00 PMEnd9:50 AM10:50 AM12:50 PM2:50 PM4:50 PM6:50 PM8:50 PM1 Hour ClassTimeDaysT/Th.Time Period1234567Start8:00 AM10:00 AM12:00 PM2:00 PM4:00 PM6:00 PM8:00 PMEnd8:45 AM10:45 AM12:45 PM2:45 PM4:45 PM6:45 PM8:45 PMTable “4”10
ECSU Summer School Policies and ProceduresCompensation for Supervision of InternshipsThe rate paid will be based on 1/10 of posted compensation rate (based on the facultyrank) times the number of hours supervised. Internship supervisors are expected to abideby specific guidelines, as established by policy (below). The maximum amount that canbe earned in the supervision of internships in any given summer and by any individualfaculty member is the equivalent of three (3) sections of 3 credit internships, with tenstudents enrolled in each section (classroom or online) 3 3 10 60.00 (a total of 5,400). However, if the appropriate dean recognizes extenuating circumstances thatmay require an individual faculty member to supervise more than this amount, then thedean may approve an overload and submit said overload, in writing, to the Director ofSummer School. Compensation will then be adjusted at a per-student rate over and abovethe maximum amount noted. Individual departments may identify as many internshipsupervisors as are needed to meet student demand. These policies apply to all forms ofsupervised internships.Internship supervisors for summer interns will perform the following minimumExpectations: Meet during the previous fall and/or spring semesters to orient internshipapplicants and verify the eligibility of the applicants. Plan and facilitate the placement of students who satisfy eligibility criteria. Maintain regular contact with the interns after placement, including making sitevisits within the northeastern North Carolina and Southeastern Virginia regions. Sustain periodic contact with the on-site supervisors of the interns. Foster a constructive relationship at the internship site and act on behalf of themutual interests of all concerned. Assign grades based on departmental expectations. Establish and conduct appropriate assessments as approved by the departmentchair and dean. Academic departments have exclusive prerogative to determine the followingacademic procedural matters.o Approve faculty as internship supervisors.o Select or approve internship sites.o Establish the internship approval process including verification ofeligibility.o Specify grading and determine the evaluation process of the studentsDepartments set the maximum limits for internship sections. Any exceptions to thesepolicies regarding internship duties are to be approved by the appropriate dean andsubmitted to the Provost for approval and to the Director of and Summer School foreventual implementation.11
ECSU Summer School Policies and ProceduresLogistical Budgets.Separate operating and logistical budget allotments for departments offering courses inSummer School are established through the Summer School budget, a funding sourceseparate from State-generated funds. As such, specific guidelines apply, as outlined inthe remainder of this section. Budgets allotments are set and distributed by March 1st toall departments for course offerings during the coming Summer School sessions tosupport at least 30 undergraduate credit hours or at least 24 graduate credit hours.Logistical budgets are established by the Director of Summer School based on 10 peroffered (departmental) credit hour is established as the minimum budget allotment,however, an evaluation of projected needs, past budgets, and past expenditure levels willbe taken into consideration. Adjustments will be made, if necessary, after finalenrollments are posted for the first session of Summer School. Budget allotments are tobe used for supplies and logistical departmental needs in support of summer school.Supply requisitions utiliz
Letter of Intent 8 The Block Schedule 9 . Job Description: Director of Summer School 15 Marketing 16 . ECSU Summer School Policies and Procedures 3 MISSION STATEMENT In support of the mission of Elizabeth State University (ECSU), the Summer School . Table “1” contains a sample summer school calendar and establishes the approved format.
Mr. Alico Dunk - Assit. Coach 3461 ajdunk@mail.ecsu.edu Bowling Mr. Jody Williams - Head Coach 3687 jbwilliams@mail.ecsu.edu Cross Country Mr. Alico Dunk - Assit. Coach 3461 ajdunk@mail.ecsu.edu Football Mr. Waverly Tillar - Head Coach 3628 wtillar@mail.ecsu.edu Mr. Willie Guillus - Assist.
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