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 Undergraduate Programs at Shady Grove.
- Act as a resource for compliance with University regulations, policies, and procedures.
- Act as a resource for overall program planning that includes budgets and projections, base-funding awards (if any), USG-billed expenses, instructor contracts, etc.
- Liaise with UMD administrative offices and act as a resource on university regulations, policies, and procedures.
- Manage the Course Charge Processor (CCP) review (fall/spring semesters).
- Provide support for the Director for College Park Programs, including the coordination of Professional Writing offerings.
- Provide support and manage requests for special course offerings.
- Meet regularly with academic program directors and the Director for College Park Programs.
- Remind academic units to update CCP if major code is eligible for tuition differential charge. See VI.E.5., below.
Scheduling
- Oversee scheduling process in accordance with the University’s Scheduling Office timelines and procedures.
- Provide the UG Programs Scheduling Guidelines. Instructions outline important university deadlines and policies.
- Process scheduling additions and updates in SIS at academic unit’s request.
- Reviews courses to ensure that they are accurately entered into SIS (i.e. program-specific section codes, course and section notes, delivery method, etc.).
- When applicable, adds appropriate registration restrictions based on major code.
- Assist with staff inquiries.
Registration
- Assist with student and staff inquiries.
- Assist with registration (entering ERS stamps, direct registration, liaise with UMD departments, etc.) upon request.
- Audit registration to ensure that all registered students have approval, either via major code or via advisor stamp.
Student Financial Services
- Ensure that tuition and fees post accurately to student accounts.
- Review and reconcile Central Collection reports.
- Assist with student inquiries.
Other
- Respond to student inquiries or direct to the appropriate unit.
- Liaise with other units to troubleshoot administrative and technical issues.
- Coordinate the academic and financial appeals process in consultation with the Academic Unit
- Provide student-based data upon request.
- Provide assistance on how to access UMD systems and information (SIS, ELMS, etc.) and provide training upon request.
- 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 UG Programs 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.
- Monitor base-funding award, providing updates to the Office of Finance and Personnel in Academic Affairs.
- Manage the USG Central Billing reconciliation process that includes classroom usage, office rentals, telecommunication, copying, postage, and other office-related usage, providing final report to Office of
- Finance and Personnel in Academic Affairs.
- 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).