Extended Studies Services
Overview
Extended Studies (EXST) is a self-support unit reporting to the Senior Associate Provost. EXST provides administrative services for a broad range of self-support initiatives that include program development and delivery, program management, marketing and communication, student and program services, and financial management. Developed in partnership with University of Maryland units, these credit and non-credit initiatives target a diverse range of students at the pre-college, undergraduate, graduate, and professional level. By providing quality, innovative learning opportunities, EXST extends the University’s commitment to being a preeminent national center for graduate education, and the institution of choice for undergraduates of exceptional ability and promise.
Extended Studies provides administrative services for the following programs: Summer Session, Pre-College Programs, Winter Session, Freshmen Connection, Undergraduate Programs at the Universities at Shady Grove, Undergraduate Programs at University System of Maryland at Southern Maryland, Professional Graduate Programs, Post-Baccalaureate Programs, Continuing Education (Open Learning), Executive Education, and MOOCs. EXST issues the following documentation:
- Administrative Services Overview. Serves as an outline for EXST processes which are in alignment with UMD policies and procedures.
- Scheduling Guidelines. Provides in-depth instructions and assists academic units in the scheduling of course offerings.
- Appointment Creation Guidebook. Covers how to create specific budget line items and each possible type of faculty appointment.
Extended Studies administrative services described below pertain to Freshmen Connection.
- Liaise with UMD administrative offices and act as a resource on university regulations, policies, and procedures.
- Act as a resource for overall program-related issues that include budgets, instructor payment, materials, and supplies.
- Manage all aspects of course selection process.
- Manage UNIV100 instructor selection process.
- Manage the annual review and approval process for overall tuition and mandatory fees.
- Manage the Course Charge Processor (CCP) review.
- Review enrollment on a weekly basis, notifying academic units with waitlisted courses.
- Review the mid-term and final grade submission, notifying academic units and instructors who do not comply with deadlines.
- Meet regularly with Freshmen Connection Advisory Board.
- Provide overall general program marketing that includes the development and implementation of a program tactical plan based on market research. EXST has a university approved contract with a full-service marketing agency.
- Develop and host the official program microsite, which provides standard and functional information on the enrollment process, tuition and fees, course offerings, plans of study, registration, academic and financial deadlines, university policies, payment and financial aid, UMD services and resources, and newly admitted student requirements.
Scheduling
- Oversee scheduling process in accordance with the University’s Scheduling Office timelines and procedures.
- Provide the Freshmen Connection Scheduling Guidelines. Instructions outline important university deadlines and policies.
- Audit and review for accuracy (i.e., section numbers, center codes, delivery methods, dates, etc.).
- Ensure compliance with MHEC polices on minimum contact hours.
- Assist with staff inquiries.
Admissions
- Process FC Enrollment Form to admit students to the fall semester as non-degree seeking undergraduates using the following SIS coding:
- Major Code: 66FCP FR CONNECT
- College Teaching: 32 Extended Studies
Registration
- Assist with other changes to students’ schedules upon request.
- Assist with staff inquiries.
- Process cancellations, withdrawals, registration blocks, and other administrative actions.
Student Financial Services
- Ensure that program tuition and fees post accurately to student accounts.
- Provide student account data to EXST staff one month before end of semester and request financial holds as required.
- Ensure that refunds are processed in compliance with standard University policies.
- Review and reconcile Central Collection reports.
- Assist with student inquiries.
Other
- Liaise with other units to troubleshoot administrative and technical issues.
- Oversee the process for Exceptions to Academic Policy.
- Provide student-based data weekly.
- Manage the implementation of CCP updates with Student Financial Services and Cashiering.
- Manage course budgeting, contracting, and payment processing, following University guidelines. Detailed information is included in the Freshmen Connection Scheduling Guidelines and Appointment Guidebook.
- Provide Breakeven Enrollment Reports.
- Collect course revenue and ensure that allowable course-related expenses are reconciled prior to net revenue distribution.
- Provide transparent accounting through the net revenue distribution report.
- Ensure timely net revenue distribution to academic unit identified KFS accounts.
- For course and program assistance, contact Anne Baum, Associate Director, Summer, Winter, and Undergraduate Programs, at 5-7762 or abaum@umd.edu.
- For budgeting, distribution, and operational assistance, contact Andrew Leighton, Director of Finance and Operations, at 5-0212 or aleighto@umd.edu.
- For Freshmen Connection, academic units use fc@umd.edu (general questions) or fc-sched@umd.edu (scheduling-related), or exst@umd.edu.