Universities at Shady Grove (USG)

• Oversee all market research and planning for program offering. 
• Oversee and obtain all required approvals for the program offering including the PCC process (if necessary).
• Oversee program addition to Undergraduate Admission application.
• Oversee request and approval for base-funding (if any).
• Obtain all required approval for new/updated courses through VPAC.

• Oversee all updates/changes to content and logistics including waitlisted courses and minimum contact hour requirements.
• Manage all curriculum content.
• Identify and hire all instructors, TAs, and staff, ensure all receive access and training to university systems, including SIS and ELMS, and ensure all understand requirements for syllabi, textbooks, supplies, class lists, and grades and submission deadlines.
• Work with Director of College Park Programs to address and resolve all USG-service unit issues.
• Use of courses outside of the Academic Unit
  • Primary academic unit forms agreement with participating unit and provides EXST with a copy of the agreement or email notification of specific course offerings and participating unit contact information.
  • Primary Academic Unit notifies participating unit that:
    • Program courses are administered through EXST.
    • Participating unit receive a copy of the scheduling instructions that include all requirements.

• Responsible for development, implementation, and oversight of individual program marketing effort. EXST has a university approved contract with a full-service marketing agency. EXST does not provide marketing support but individual programs may access the contract directly via Procurement and Business Services to request marketing directly from this vendor. Coordination with the agency and Procurement and Business Services, and all program-specific marketing costs are the responsibility of the academic unit.
• Manage all aspects of academic unit’s microsite located on the USG website.

Scheduling

• Determine semester course offerings and instructors.
• Adhere to the UG Programs Scheduling Guidelines, including entering details into SIS, when system is open to department schedulers.
• Work directly with USG to schedule classrooms, including arrangements for technology needs.
• Send additions and updates to EXST when the department scheduler access closes. The academic unit must still coordinate directly with USG regarding classroom updates.

Admissions

• Work directly with the Office of Undergraduate Admissions on admission decisions.

Registration

• Students use Testudo to register for classes.
• Ensure access to and provide registration stamps as required.
• Determine whether exceptions are appropriate for student registration.
• Work directly with USG units for other USG institutions for course registration.

Advising and Assessment

• Oversee all aspects of student advising to both current and prospective students.
• Oversee all aspects of measuring student learning outcomes and assessment.

Student Billing and Payment

• Ensure that microsite is clearly linked to UMD tuition and fee information.
• Ensure that microsite is clearly linked to UMD payment options.
• Oversee information provided for scholarship opportunities.

Other

• Appeal Process: Review and approve academic and financial appeals in consultation with EXST.
• Graduation: Oversee all aspects relating to graduation requirements and ceremony requirements both at USG and UMD.

• Provide information required to generate course budgets and instructor contracts as per the UG Programs Scheduling Guidelines.
• Enter and update the demographic, degree, and I-9 Profile ID data for all new and current appointees. If the appointee does not have a current active appointment, the department also must process a non-paid appointment so that the appointee can be entered into SIS. This in turn will allow the appointee to obtain access to ELMS and other university resources.
• Review and take appropriate action on Breakeven Enrollment Reports.
• Oversee and track expenditures relating to the USG Central Billing and assist with the reconciliation process. Supplies, materials, recruitment expenses, and other non-central billing items should be reimbursed via distribution.
• Develop and honor any third-party revenue sharing agreements.
• If program is eligible for differential tuition, work directly with Financial Service Center on the Course Charge Processor (CCP) entry.
• Ensure timely use of base-funding (if any) within established guidelines.

• 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 UG Programs at USG, academic units use exst@umd.edu (general questions) or oes-ug-sched@umd.edu (scheduling-related questions).