Executive Education Programs

• The campus unit and the sponsor draft the agreement using the pre-approved template above created by the Office of the General Counsel. Any changes to the approved template must be tracked using the track changes feature in Word. 
• The campus unit and sponsor have full discretion over the business terms. Whenever possible, campus units should avoid changes to the legal terms as this will require review by the Office of the General Counsel, which can extend the execution timeline.
• Sponsor is permitted to use their own template; however, the Office of the General Counsel and Academic Affairs must review the document in its entirety, which can extend the execution timeline. 

• Campus unit sends the draft agreement to EXST to review. 
• If there is an international component, EXST sends the agreement to the Office of International Affairs to review.
• If there are changes to the legal terms or the pre-approved template was not used, EXST sends the document to the Office of the General Counsel and Academic Affairs to review.
• Once all revisions have been tracked (i.e., redlined), EXST returns the agreement to the campus unit. 
• The campus unit reviews the revisions with the sponsor and decides to accept, reject, or revise the proposed revisions. The campus unit returns the draft agreement to EXST for further review. This process continues until the agreement’s terms and conditions are finalized. 

• The campus unit is responsible for obtaining the sponsor’s signature. Once the sponsor signs the agreement, the campus unit sends it to EXST. 
• EXST is authorized to sign Executive Education agreements on behalf of the University provided there is no federal funding or federal flow-down funding associated with the contract. 
• EXST sends a fully executed copy to the campus unit. 
• The campus unit is responsible for sending a copy of the executed agreement to the sponsor. 
• EXST maintains a copy of executed agreement.

• Campus units are responsible for hiring, contracting, and paying instructors.
• Campus units should create instructor contracts, paying instructors by using the revenue generated by the Executive Education offering. 
• Campus units must reimburse any state accounts used to pay current faculty members who are teaching the Executive Education offering. 
• Campus units are responsible for all instructional materials, goods, and/or services costs. Such expenses should be covered by revenue generated by the Executive Education offering.

• The campus unit notifies EXST via exst@umd.edu after the obligations have been met (e.g., the course/program has been delivered, first installment of the invoice is due, etc.).
• EXST prepares the invoice and credit card authorization form. 
• EXST sends the draft invoice to the campus unit to review before it is sent to the sponsor. 
• Once the campus unit approves, EXST sends the invoice to the sponsor using the contact information provided in the executed agreement. 
• If the contact information has changed, then the unit and client must sign an agreement amendment. 
• The sponsor can pay the invoice via check, credit card, or wire transfer. 

Financial Arrangements and Definitions

• Direct Expenses. Includes the EXST 10% administrative fee.
• Net Revenue. Distributable revenue less direct expenses.

Distribution Timeline

• For program assistance, contact Bill Aarhus, Assistant Director, Strategic Initiatives for Continuing Education, at 5-3134 or aarhus@umd.edu.
• For financial assistance, contact Verenice Ciciliano, Senior Business Manager, at 5-9944 or vcicilia@umd.edu.
• Campus units can send general questions to exst@umd.edu.