Policies and Procedures

• Philosophy of Educational Workshops
• Obtaining Materials and Supplies
• Other Pre-Workshop Responsibilities
• Workshop Management
• Travel Reimbursement and Pay
• Promotional Activities

Workshop Management

• Attendance Policy
• Class Time
• On-Site Registration
• Evaluation
• Reporting Grades
• Transcripts & Grades
• Workshop Assistants
• Second Professor Policy
• Consultants
• Administrative Favors
• Important Don'ts
• Important Dos

Attendance Policy

All workshop participants must complete 90 hours of work in order to earn 3 credits. Those persons who know they cannot be present for any part of a workshop should not register. Every summer, there are illnesses, emergencies and other unexpected problems that may prevent a student from completing the necessary hours. If a faculty member has a way for a student to make up a missed day, the student and the faculty member may make those arrangements independently. Remember that three-credit programs require 45 hours of 50 minutes per hour. For one week, this converts to 37.5 hours, which means that extended lunches, early dismissals, long breaks, etc., result in inadequate class time. We depend on faculty to ensure that instructional requirements are met. 

For Faculty: If you discover in advance that you can not teach a workshop, notify your school dean and your department chair immediately so that every effort can be made to find a substitute. As a last resort, the workshop may need to be canceled if it has not yet started. Once the workshop starts, we have a contract with the students to complete all necessary hours. If something happens the first morning or at any other time during the workshop that prevents you from getting to class, you must not cancel the class. Find a colleague to cover until you arrive. If necessary, call a student and give instructions on what the class can do until you or a colleague arrives. If you are at a distant site and have car trouble, call for a cab and save the receipt for reimbursement. Be creative about problem solving, but do not send students home-they need the full 90 hours.

Class Time

All of the workshops meet from 8 a.m. to 4:30 p.m, Monday through Friday. There are some exceptions to the standard hours. For example, classes in Central York School District must end by 4 p.m. and have been listed as 7:30 a.m. to 4 p.m. If you find that your off-campus workshop is affected by building/janitorial schedules, you may need to start and end early. 

On-site Registration

Workshop registrations for both on and off-campus workshops are handled in advance through the Registrar's Office. Walk-ins are rare, but do occur from time to time; therefore, Faculty must email the Registrar and the PTE office details about the walk-in registrant including name; social security number, address, phone & email. "Walk-ins" pay a $20 late registration fee. There is a one-time admission application fee of $40. All new non-degree graduate students or persons who have not taken a graduate course with Millersville for the past five years must pay this.

Evaluations

Prior to the start of the workshop, faculty will receive a packet containing evaluation forms in numbers equivalent to workshop enrollments.Faculty-please distribute evaluation forms to all participants on the last day of the workshop, collect them and send them to the Office of PTE immediately.

Reporting Grades

Grades for workshops are due no later than 9am the Wednesday following the end of the workshop (the date that the final assignment is due).The Registrar's Office will process grades on a weekly basis so that after 12 noon on Wednesdays students can: access their grade report via MAX web (printable report includes MU letterhead logo and student name); or listen to grades on MAX phone (717-872-3999); complete their ACT 48 reporting to PDE via the MAX web; and request a transcript if required by the employer (request form available on MAX web, Student Forms Center, or in the Registrar's Office).

Workshop faculty may submit grades to the Registrar's Office by one of the following means:

1. Submit grades via the web; go to www.millersville.edu , choose the MAX icon (MU Banner Web Information System) and log on using your faculty ID number and pin. You will receive detailed instructions via email if your email address is in the MU system.
2. E-mail class list with grades & signature to rachael.wywadis@millersville.edu with CRN, Prefix and Course Number on Subject Line. Type your name and Code # 1990 at the conclusion of list.
3. Fax grade roster or class list with grades & signature to (717) 872-3016.
4. Phone-in grades by calling (717) 872-3035 between 8:30am and 5pm . Please have the workshop number, section number, CRN code and alphabetical list of students available when you call. No collect calls are permitted. You may make the call direct and submit the bill for payment on your travel voucher, or you may use the PTE toll-free number (1-888-682-5277) and we will transfer you to the Registrar's Office.

Transcripts & Grades

Transcript request forms, or a letter, may be used to request a transcript (no charge for transcripts). Students may mail or fax (717-872-3016) their request to the Registrar's Office after grades are posted. Students may print a personal copy of their transcript via MAX. Some students may ask faculty to provide immediate proof of attendance for reimbursement purposes. Faculty may write statements indicating that a student was enrolled and "successfully completed requirements for the course," but faculty cannot give a receipt for tuition payment.

Do not issue statements regarding letter grade equivalency. If some sort of letter is required by a district office, the Director of Professional Training & Education can provide a letter regarding letter grade equivalency. Workshops are graded on a "P" (Pass) or "F" (Fail) basis only.

Workshop Assistants

Persons who have "materials workshops" and enrollments of at least 25 may employ one workshop assistant. Most faculty select their own assistant. [Assistants must be at least 18 years old] For those assistants who live in the Lancaster area, paperwork can be competed in person in the PTE Office, Room 238, Lyle Hall. Off-campus faculty may use assistants from their home communities, but need to work with the Office of PTE in properly completing all paperwork by mail. All assistants are employed through an external agency; NOT through Millersville University. Please pay attention to the strict regulation that workshop assistants may not work more than 40 hours per week. Also, workshop assistants are not eligible for travel or food reimbursement. Please contact profdev@millersville.edu (717-872-3030) no later than May 20, 2008 to make arrangements for obtaining the application for summer assistants.

Consultants

Depending on the nature of the workshop, consultants may be employed through an honorarium to serve as important resource people or speakers. Please note that faculty are limited to TWO consultants or honorariums per workshop. Where the costs exceeds $50 total, approvals are given only in cases where the consultant can provide information or assistance which is imperative to the success of the workshop and which can not be provided by the assigned faculty member. Consultants from host districts are often hired to assist in off-campus computer workshops where Millersville faculty need assistance in preparing or functioning in an unfamiliar lab. Make requests for consultants by using the "Request for Honoraria/Consultant Services" form and submitting it to the Director of PTE at least six weeks before the workshop's start date. Do not assume that all requests will be approved. Any request for payment over $50 must be accompanied by a paragraph of justification, which outlines the expertise, and nature of the contribution by the consultant.

Administrative Favors

Please do not agree to do favors for students which may complicate the normal operating procedures of the Registrar or Bursar's office. Do not handle drop/add requests, refund requests, change of address, transcript requests, etc. In cases of extreme emergencies, use your best judgment.

Some Important Don'ts

• Don't sign any contract for services or purchases. Only the purchasing staff may sign a contract.
• Don't agree to add a consultant or assistant without first checking witht the Office of Professional Training & Education.
• Unless doing so is a personal contribution, do not buy food or coffee supplies for class consumption (some classes use a volunteer sign-up for coffee). You will NOT be reimbursed for food or drink supplies.
• Do not make unilateral arrangements with a school for paying for copying machine or audio\video services. If you need such services, and the University is expected to reimburse the school, arrangements must be made in advance by the PTE Office with the University Purchasing Office. Such arrangements are common.
• Do not use a district phone to make long-distance calls. Use 1-888-MUCLASS to the PTE Office and we can forward the call to another campus extension.
• Do not reduce the total number of face to face meeting hours below 37.5 hours regardless of how fast your students work or how much they accomplish.
• Do not tell a student that you can waive late fees. You can't.

Some Important Do's

• Do recruit school districts for the next year. If teachers from neighboring districts express an interest in hosting a workshop in the future, encourage them to email or call the Director of PTE or take their name, district, and phone number and pass the information along. 
• Do recruit participants for 2008 workshops still to be held. Encourage use of the website, which is always most up to date.
• Do empathize with teachers who have been caught in Millersville's bureaucracy. Encourage them not to give up on us and to make their concerns known to the right people. They can call or write to the Director of Professional Training & Education, or to the Dean of Graduate Studies, Dr. Victor DeSantis. If the problem has not yet been solved, try to direct them to someone at Millersville who can help.
• Do thank any principals or other administrators in the host district whom you might see for hosting Millersville and invite them to visit your class. It is also appropriate to thank janitors and secretaries who may be providing service to us.

Second Professor Policy for Educational Workshops

Faculty who are interested in team teaching workshops must contact their school dean.The appropriate school dean will consider the team teaching request if the following conditions are in place:

1. The workshop must be offered at an off-campus site
2. The workshop must have a lead faculty teaching three credits
3. The enrollment of the workshop must warrant a second professor (i.e. 40+ enrollments)
4. If the enrollment does not hit the minimum of 40, the second professor will not receive credits for team teaching

NOTE: with approval from their department chair and school dean, faculty are encouraged to team teach (on or off-campus) and share the credits received for the worskhop (i.e. a 3 credit workshop would offer two faculty 1.5 credits each).