Faculty & Staff Resources | College of Education and Human Service Professions
You are here
There must be an Affiliation Agreement signed and on file with every school or other agency in which students are placed for practicum, student teaching, or internships. The following contract templates have been approved by Office of General Counsel.
- Prepare the contract and submit 3 ORIGINALS with signatures from the affiliated agency to the Dean's Office. Attach a cover note with the name and address of the person who will sign for the affiliated agency.
- The Dean and Associate Dean have authority signature on Affiliation Agreements and Clinical Experiences Contracts.
- Signed documents will be forwarded to the affiliated agency and the department.
- One original will be maintained on file in the Dean´s Office for the duration of the contract.
See also: Background Checks; Insurance, Certificate of
For Student Field Placement (safety of minors)
Fax your Background Check Request Cover Sheet for student field placement to 218-726-7631. Detailed information regarding the background check process can be found here. Contact Rhonda Lemon at 218-726-7665 with any questions about this process.
Background checks for student, Civil Service, labor represented, faculty and Professional & Academic positions need to complete the UMD Background Check Request Cover Sheet and fax to UMD HR at 726-7505.
Effective with the adoption of this policy, all faculty and staff in the College of Education and Human Service Professions (CEHSP) utilizing equipment off campus will be required to complete the University Form 1677-Capital Equipment Asset Off Campus Request Form and have it on file in their respective departments. Even though this form is designed for capital assets, CEHSP will use this form for all equipment/computers regardless of purchase price.
All units within CEHSP will be required to check their equipment/computer inventory on an annual basis, using the web based CEHSP Inventory online system. Units will be asked to update location of equipment/computers and determine if new forms are required. Annual basis will be defined as January 1.
Consistent with Minnesota State law, at their December 2005 meeting, the Board of Regents approved a resolution authorizing the University of Minnesota to schedule classes and events on caucus night. This resolution also permitted individual accommodation for students who wished to attend their party caucus.
Caucuses are held on the first Tuesday evening of March. All classes and events scheduled for this night will be held as scheduled with the expectation that instructors will make reasonable accommodations for students desiring to attend a caucus.
If a faculty or staff member scheduled to teach on Tuesday night wants to attend their party caucus or if enough of their students indicate that they will be attending caucus so that holding class becomes impractical, instructors may either cancel class or make reasonable alternative arrangements.
Calendar of meetings will be posted each week. Call Support Staff at 7233 from the Department of Education to make reservations. If your meeting is cancelled, contact Support Staff also.
Reservations should be made no more than one month in advance. Meetings should be limited to three hours. Students may hold meetings, but it must be scheduled by a faculty advisor or instructor. Meetings that will end after 4:30 p.m. must have a faculty supervisor present who will be responsible for the room.
The person scheduling the room is responsible for the following at the end of the meeting:
- Trash and food have been removed
- Lights are turned off
- Door is shut and locked
- Chairs/room is put back in order
- Support Staff will check the room every morning. If it is out of order, she will report that information to the Department Head
Any person or group may be refused use of the room if these guidelines are consistently ignored.
EduE 142 will comfortably seat up to 20 participants. The Conference room has audio visual equipment, white board, video conferencing equipment, and bulletin hanging strips. The Conference room contains a small sink. There is no access to photocopying or office supplies.
All CEHSP employees are obliged to follow UM Office of General Counsel regulations with regard to contracts. Guidelines are spelled out on the OGC Contracts page.
Internal Procedures are as follows:
- Prepare the contract and make enough copies so that there can be originals mailed for signatures to each individual involved in the contract. Submit copies, with appropriate signatures and envelopes prepared for mailing, to the Dean's Office.
- The contract is submitted to the Dean's Office with notation of any required clearance of Subject Matter Expert approval.
- The Administrative Director will review to determine that
- A standard contract* has been used with no changes made
- There is no missing information; and
- Subject matter signature authority has been attached as needed.
- The contract will be logged for Dean´s signature.
- Where the Dean has authority signature,
- Signed documents will be forwarded to all parties.
- One original will be maintained on file in the Dean's Office for the duration of the contract.
- If the Dean does not have authority signature, it will be forwarded to the appropriate UMD personnel for next signature.
Procedure for Issuance of Contract Letters of Appointment (Academic)
- Department head drafts the letter using the required contract letter template. Use the fixed-term contract template for faculty on multi-year contracts.
- Letter is sent via email to Administrative Director to clear workload and budget and to check for bargaining contract language, administrative policy adherence, and salary computations.
- Letter, signed by Dean, is returned to the department for employee signatures.
- Signed contract is secured to pay documents and forwarded to Administrative Director for processing.
Contracts for Instruction paid by Continuing Education
All contracts issued for instruction of CEHSP courses are to be issued by the Dean. This includes section 090, 7xx, and 2xx (INI) offerings by Continuing Education. The same procedure (as above) will be followed, except all letters will be returned to Lynn Velander in the Dean's Office. Copies will be made and originals forwarded to Continuing Education where pay documents will be created. Use this template for INI courses; otherwise, use the regular contract letter above.
Contract Letter Templates
Course Inventory: see Electronic Course Scheduling
Once curriculum processes are approved by the Dean's Office, proposals are submitted to the VCAA's office where they are forwarded to the next step (e.g.., liberal education, Council of Deans, UMD Graduate Council for 4xxx - 8xxx, Twin Cities Graduate Council for 8xxx-level and to the Regents when necessary).
All proposals must be submitted to Lynn Velander electronically by the department head or the DGS at least one week prior to the date of the appropriate curriculum meeting. Refer to Academic Affairs Council or Graduate Program Council for scheduled meeting dates.
A course proposal is initiated by a regular faculty member. Templates for proposals are listed below. Choose the template that reflects the type of proposal to be developed. Carefully follow the instructions in the form and in the linked pages, and forward as indicated in these steps.
- Choose a template, complete all parts, and save the file using a descriptive file name, e.g., eled_1010_change, hper_3000_add, etc.
- Proposal templates are available from the UMD Curriculum Process page.
- Use all URL links in the form to make sure you conform to University policies.
- Send the file to Nancy Burley, Office of VCAA, for editing and clearance (not required for minor course changes or drops). Nancy will return the proposal to you, with suggested changes highlighted. Make the appropriate changes and go on to the next step.
- Submit the proposal to the department curriculum committee. After final editing and approval by the department, send the electronic proposal file to the department head via email.
- The Department Head enters x.500 login, followed by name (e.g., jsmith—John Smith) in the signature box. If the proposal is for a Graduate School course or program, forward to the DGS for electronic signature.
- The department head or DGS forwards the proposal file to Lynn Velander via email.
IMPORTANT: The file must be received by the Dean's Office one week prior to a scheduled curriculum meeting.
Curriculum Committee Consideration
Proposals will be circulated to the appropriate curriculum committee. Curriculum committee members are encouraged to use the review form will consider the following questions in their review.
- What is the rationale for the proposal?
- Is the level of the proposed course appropriate?
- Are the outcomes stated in measurable terms?
- Do the evaluation methods address the stated outcomes?
- Is the conceptual outline congruent with student outcomes?
- Does any duplication across programs result?
- Is the proposal congruent with the objectives of the program/department?
- Does the proposal conform to relevant University policies?
- Are all required sections of the document completed?
The proposal should include sufficient information to answer these questions. In addition, the department representative on the curriculum committee should be well versed about the proposal, and/or invite the faculty sponsor to attend the meeting in which the proposal will be considered.
Where (which curriculum committee) are course proposals submitted?
|1xxx, 2xxx, 3xxx or 4xxx level||Academic Affairs Council|
|4xxx, 5xxx, 6xxx, 7xxx or 8xxx level for graduate credit||Graduate Program Council|
|NOTE: Proposals for 5xxx courses, and 4xxx courses for which graduate credit is sought, should reflect academic requirements and standards consistent with graduate credit.|
|Proposals associated with Graduate School Programs, or collegiate graduate courses for which Graduate School credit is desired, after approval by CEHSP Graduate Program Council and DGS, will be forwarded by UMD's Director of Graduate Programs to the Graduate School Council.|
Changes to Programs
- Updates to programs should be outlined in memo format and submitted to Lynn Velander in the Dean's Office.
- Updates to undergraduate majors and minors will be reviewed by Academic Affairs committee.
- Updates to graduate programs will be reviewed by Graduate Program Council.
Any variation on delivery of existing programs (e.g., distance delivery, cohort model, accelerated programming, etc.) should be outlined in memo format and submitted to Lynn Velander. The memo should include rationale and explanation of how the content and mission of the program are being effectively delivered in the adaptation. Any exceptions to GPC approved policies necessary for the adapted program should be outlined for approval by GPC.
Proposals for New Programs
Use guidelines for preparation of academic program proposals for Regents' review.
- Proposals for undergraduate programs, minors and concentrations or specializations are reviewed by Academic Affairs Council, with a recommendation for approval/disapproval forwarded to the Dean of the College.
- Proposals for graduate programs or specializations are reviewed by Graduate Program Council, with a recommendation for approval/disapproval forwarded to the Dean of the College.
The template for proposing a new program, off-site delivery, new track or concentration, etc., is available from the UMD Curriculum Process page.
To find information specific for CEHSP:
- Click on DELEGATIONS SEARCH
- List Delegator (e.g. jppastra) and Delegatee (e.g. fmaas) results in a list of all items delegated to the Delegatee.
Course Schedule Preparation
Department staff enter all schedule data directly to the Electronic Course Scheduling (ECS) system which is then uploaded to PeopleSoft. A year's schedule is "rolled forward" to the next academic year. Departments are typically advised to update fall schedules in early December, and spring schedules in mid-January. The Dean's Office will provide an electronic dump of current schedule data to assist in schedule preparation.
Department staff will review each record. If the section is to be offered again, all data elements will be checked and updated. Specifically:
- Any section that will not be offered the next year should be deleted (including section 090 courses in CE).
- Time, date, room, and instructor should be checked and updated for any section that will be offered the next year (including section 090 courses in CE).
- Adjunct instructor names should be removed from all sections.
- Enter contact minutes; contact minutes are 50 minutes per unit for the course, except when controlled by a special workload protocol (see below).
- Contact minutes for any section of an individualized registration course that has an approved workload protocol should be set to zero (e.g., student teaching, independent study, practicum, etc.).
- On sections that meet at different times on different days, or are held in more than one room, split the contact minutes between the times/rooms.
Faculty workload reports are generated from the data warehouse. Instructional workload will be calculated from contact minutes entered in PeopleSoft. Deadlines will be announced for verification of contact minutes prior to generating official workload or course inventory reports.
When a course is covered by an approved protocol, department staff calculate contact minutes for entry to the instructor panel in an amount that interprets the approved protocol.In order to calculate contact minutes, determine the workload contact hour based on enrollment and multiply by 50. Examples follow.
- CSD 8097. Students enroll in one section with multiple instructors. Contact minutes are based on one contact hour per client assigned to students. Example: Faculty member supervises a student with 2 clients = 2 CH = 100 minutes.
- Lecture/lab combination, assign actual contact to each portion of the class. Example: PSY 3021 LEC section meets 3 days a week and gets 150 contact minutes; LAB meets 1 day a week for 50 contact minutes.
- Student Teaching. Supervision of a local student teacher carries 0.67 CH. Example: faculty member supervises 4 student teachers, calculation is 4 x 0.67 x 50 = 134 contact minutes.
- Independent study. CEHSP protocol is 0.2 CH per SCH. Example: Faculty has 2 students in Educ 5991, one registered for 2 credits and another registered for 3 credits. Total SCH = 5 x 0.2 x 50 = 50 contact minutes. (NOTE: There should be a separate class section of independent study courses for each faculty member.)
- Internships carry 0.25 CH per student registered. Faculty member has 5 students registered in HLTH 4996. 5 x 0.25 x 50 = 62.5 contact minutes.
Internal (non-negotiated) protocol information is tracked by department staff and prints at the bottom of workload reports.
Workload reports are available for review at any time.There are three different versions of the reports as follows:
- WORKLOAD PROJECTED report should be printed and reviewed with faculty during spring semester prior to the first day of the registration queue for the subsequent fall semester.The report uses section enrollment cap for fall and spring to calculate student credit hours. Any workload capacity that might be used for special assignment, field supervision, etc. should be noted in the release/overload box at the bottom of the workload report. Data for this section can be entered at the department level or sent to Lynn Velander.
- WORKLOAD MIDYEAR report should be printed and reviewed during fall semester prior to the first day of the registration queue for the following spring semester to check for any potential overload situations. The report uses actual enrollments for fall and section enrollment caps for spring to calculate student credit hours.
- WORKLOAD FINAL report will be printed for retention in Dean´s Office anytime after the end of the second week of classes in the spring semester. Report is based on actual enrollments for both terms, plus faculty table updated with all release, overload, and UROP awards.
Course Inventory Reports
Course inventory reports will be printed and submitted by the Associate Dean using contact minute information that has been verified at the Department level. Deadlines for verification will be announced.
Internship Policies: See Clinical Experiences
As a general rule, office space will be allocated based on seniority within rank:
- Multi-year contract
- 1-year contract renewed multi-year
- 1-year contract for purpose of replacement
- 75% time
Recognized functionality issues may supersede, and final authority to assign offices resides with the Dean.
Offices of faculty on sabbatical or any type of leave of absence may be used by replacement faculty when necessitated by space limitations.
The procedure outlined follows section 250.510 of the UEA contract. Human Resources Policies and Procedures Unit 9 (UEA) University Education Association Contract
Scheduling relates to workload assignment. By contract the Principal Administrator has the actual responsibility for workload assignment. Since assignments and schedules are best developed at the department level, as indicated in the contract, the CEHSP Dean has delegated that duty to the Department Heads. The Associate Dean has been assigned to match workload assignment and scheduling with funding and major and minor needs. Our value is to offer courses that allow the students the chance to complete their degree in the expected time with a minimum, if any, number of bottle necks. Technically, the DH makes a recommendation to the Associate Dean, and the Dean approves the recommendation or makes changes in keeping with the responsibility of the Principal Administrator.
To accomplish scheduling and workload assignment, it is wise for department heads to consider the faculty members' expertise and listen to faculty needs and preferences. However, it will be the department head's decision how to schedule and there is no right or entitlement to get the exact scheduling preferred. It depends on major and minor needs, enrollment, and funding. Department heads are advised to consult with faculty when the need arises. There is no standard mechanism for doing so and is thus left to the department head's individual style of functioning.
The Dean's Office will pay for:
- Maximum of 2 people from search committee at breakfast with candidates
- Maximum of 2 people from search committee at lunch with candidates
- Maximum of 2 people from search committee at dinner with candidates
- Use the per diem rate for Duluth:
- Breakfast: $15
- Lunch: $16
- Dinner: $28
- Incidentals: $5
If you choose to purchase food from a vendor and bring to the campus or use UMD Food Service, the maximum to be reimbursed from the Dean’s Office will be at the per diem rate times a maximum of two search committee members plus the candidate.
Candidate’s travel – use the best available rates for airfare; use hotels with U of M contracts only unless a better price is obtainable else where; receipts are required for all additional allowable expenses (e.g. parking, taxi, etc.).
Internal candidates - hotel lodging will not be reimbursed for local candidates.
1) If departments want to spend more than what is allotted from the Dean's Office, they can pay for it from departmental funds as long as University policy and the rule of consistency is followed.
2) Submit request for expense reimbursements no later than June 15.
Refer to section 250.223 of the UEA Collective Bargaining Agreement.
Click here to access a calculator that will determine, based on approved department contact hour limits, the amount of contact hour reduction or overload for student credit hour generation above the limit.
In the calculator,
- enter the appropriate department contact hour limit in cell B2.
- enter the estimated SCH generation in cell C28 or C33, depending on whether the faculty is tenure-track or contract.
Summer School Planning Timeline
|April 15 - May 1||Review enrollments for the upcoming summer term. Confer with faculty on situations where low enrollment is not conducive to instruction. If course is cancelled, identify alternate assignments for faculty that should occur within the same time frame as the scheduled course. (**See policy for the cancellation of summer session courses.) [NOTE: Faculty may voluntarily withdraw from a teaching assignment of a class with low enrollment.] Prepare letters describing alternate assignments for the Dean's signature and a place for the faculty member to sign acknowledging the assignment.|
|Mid-May||Enter pay documents to generate contracts. EXCEPTION:, pay documents for courses that have on approved workload protocol for individual registrations (e.g., graduate advising, internships, etc.) should be held until mid-July after all registrations are confirmed.|
|August 1||Dean's Office prepares enrollment summary reports and budget templates; Department Heads begin planning for the next summer school.|
|September 30||Departments submit proposed budget to Dean. Summer scheduling should consider course access for students, programming needs, and aggregate performance (profit/loss) of the department.|
|November 30||Dean distributes/transfers profits from most recent term. Profits are calculated for each class based on tuition generated less expenses. Unless extenuating financial situations exist, 20% of all profits are kept by the Dean; 80% are allocated to departments based on portion of total profits generated.|
|Mid-December||Budgets approved; notify faculty of summer assignments.|
**The policy for the cancellation of summer session courses has been revised as follows:
"UMD administration will provide faculty contract offers to UEA faculty in December. Exceptions to this will be made only in those cases where a summer course is added in spring semester. UMD administration expects that summer session courses will seldom be cancelled due to low enrollment. However, if a course is cancelled, the principal administrator will work with the faculty member and department head on an alternate work assignment. This work assignment might be another course which the faculty member has previously taught, or an alternate project. In any case, the time period for the alternate work assignment will be the same as the original contract assignment unless the faculty member agrees otherwise. The Vice Chancellor for Academic Administration will review all alternate work assignments. If an alternative assignment cannot be arranged, the faculty member will be paid for the cancelled class."
Please note the last sentence as an addition to the policy sent previously.
Effective January 1, 2006: Significant changes have been made to the University's Travel Policy to incorporate changes impacting the reimbursement of travel meals and a new separate policy covering the accrual and use of frequent flyer miles.
Regarding travel meals, employees traveling on University business will be reimbursed the per diem rate for the location where meals are purchased. Reimbursements will be made in accordance with the Federal State Department Per Diem daily amounts as published on the GSA website. For the updated policy, including the new Frequent Flyer policy Accrual and Use of Frequent Flyer miles, please refer to the Administrative Policy, Traveling on University Business
The changes were made as a part of the policy review conducted in conjunction with the new Financial System implementation. For concerns or questions, please call the University Financial Systems Helpline @ 612-624-1617.
At the traveler's discretion, he or she can choose to claim less than the per diem allowed.
Dean's Office Funding Procedure
- Complete the FACULTY TRAVEL FUNDING REQUEST and send it by email to your department head.
- Department Head will forward the email to Lynn Hegrenes, Administrative Director, with a recommendation including any departmental funding provided. This email should be copied to the individual making the request.
- Administrative Director considers the request and makes inquiries as needed.
- Administrative Director responds to both the faculty member and department head indicating approval or not with a clarifying comment; budget information will be transmitted to support staff for preparing expense reimbursements.
Criteria for consideration
The following criteria will be used to make the best judgment possible for all requests. The overall purpose of funded travel is to enhance the operations and function of CEHSP.
- Number of requests : Within the limits of CEHSP resources, the Dean's office will attempt to honor all first requests up to $250.00.
- Accepted presentation : This will receive the highest priority.
- Professional function : Participation on committees, boards, receiving awards, etc. receive consideration.
- Professional development : If there is a clear and defined outcome with a commitment to follow-up, this category will receive consideration.
- Impact for Department and College : The wider the impact, the stronger the consideration.
- Productivity : Commitment to follow-up in the area of teaching, research, and service is encouraged and considered.
- Outside financial support : Departments should fund travel to the extent of their resources.
- Compelling professional needs : This category includes critical travel for the college and attendance at meetings as requested by the Dean.
The UROP program description, application/proposal form, and details can be found here.
All CEHSP applications will be prioritized by a CEHSP committee of five who read all proposals and rate against the stated criteria (Evaluation Form). The number of proposals funded depends on funds available for UMD. UROP funds are distributed by group meeting of UROP coordinators from all academic units. Based on recent years, approximately 2/3 of the anticipated funds for a year will be awarded in the spring round for the following academic year. When funding levels for the campus are firm, the remaining funds for the fiscal year are awarded in the fall round for the following spring semester.
|Round||Deadline||Covered Dates for Research|
|Spring||Last Monday of February||Approximate dates: July 1 - December 20|
|Fall||First Monday of October||Approximate dates: January 1 - May 7|
A committee of five – one representative from each undergraduate department - will prioritize applications. Committee members will not evaluate their own sponsored projects. Evaluation will be based on the following criteria.
- Review of Relevant Literature (1-5 scale) (Has the context of the project been established?)
- Clarity of Goal/Research Hypothesis (1-5 scale) (Has the applicant demonstrated understanding of the project?)
- Methodology (1-5 scale) (Are the methods described appropriate to the goal/research hypothesis? Is the timeframe for completion reasonable?)
- Research Implications (1-5 scale) (How will results contribute to the field, or answer a problem/question?)
- Overall Quality of Proposal (1-5 scale) (e.g., format, grammar, spelling, punctuation, organization, adherence to 3-page limit guideline, etc.)
All UROP applications will be evaluated with the same criteria/scoring system and ranked according to their total score.