/ CONTINUING PROFESSIONAL EDUCATION
ACTIVITY PROPOSAL FORM
Open CPE Course Management Services

INTRODUCTION

This Form is to be used for QUT Open Continuing Professional Education Courses–non-awardcontinuing professional education programs designed to meet identified needs of target groups within the professional or general community, and are open to all interested participants. These programs do not lead to a recognised award and the content does not comprise award units (but they may be used to provide advanced standing into an award course).

Please call OCS-CPE on 3138 9350 to discuss OCS-CPE services and budget for the proposed activity.

INSTRUCTIONS

Step 1.Prior to this Form being completed, continuing professional education activities need to be approved by the relevant faculty academic board or delegated authority (see MOPP Appendix 3 – Schedule of Authorities and Delegations C100).

Step 2.This Form is to be completed and returned to OCS-CPE prior to any work commencing.

Step 3.OCS-CPEreviews the Form and sign off on the activity. Once the Form is signed off by hosting faculty/division, OCS-CPE can commence work.

Activity
Activity title
Proposed date(s) / Dates:
Proposed attendance number / Minimum ______Maximum ______
Program outline - description and outcomes sought
Has programdescription been approved by HOS or equivalent? / Yes No
Will this program be used for admission, credit or advanced standing to a QUT award course? / Yes No
Refer MOPP C/3.4.1 for further details if required. Where it is known beforehand that a CPE program will be available for advanced standing, the program needs to be designed such that the faculty academic board can be assured that the CPE program satisfies the learning outcomes of the unit(s) where advanced standing will be granted.
OPTIONAL SERVICES: / Have Optional Services been reviewed on Page 4?
Yes No
Budget – refer to OCS-CPEtemplate / Has a budget been attached for this program?
Yes No – Complete and attach the budget template
NOTE: Budgets should include a 25% (or 35% for Law & 40% for Education) faculty admin charge (this amount is directed to the hosting faculty NOT to OCS-CPE)
Additional required information /
Does the delivery of this program form part of an Education Services Agreement (ESA), MoU or other contract with an external organisation?
Yes No
If yes, please contact OCS-CPE at
Activity Owner (Client) / Overall responsibility for the success of the activity
Organisation
(QUT division/faculty/institute/centre)
Authorised officer(HOS/Dean)
(Name, email and phone number) / Name:______Position:______
Phone: ______Email: ______
Type of University Outside Work / Refer MOPP D/7.1 for further details
QUT Staff In Load QUT Staff Outside load
Outside Consultant
QUT staff and agreed payments (if outside load) (note that payments usually go to surplus accounts but payroll can be used in some circumstances) / Staff MemberAgreed Payment Surplus Account Code
______/61
Project Cost Centre
(CPE to set up an activity 58 acc)
Project code (01, 04 or 07) to tfrprogram balance (Prof/Loss)
Nominated financial officer
(Name, email and phone number)
Other keystaff involved
(Name, email and phone number)

This proposed OCPE activity and budget is approved by faculty, with OCPE providing the attached schedule of services.I understand and accept the terms and conditions, including that the risk for this activity is borne by the Event Owner’s faculty. If the activity incurs a loss, the faculty will fund any outstanding expenses.

Client Approval
HOS or Dean Signature / Name / Date
OCS-CPE Acceptance
CPE Manager Signature / Name / Date

The Office of Commercial Services manages new continuing education programs valued in excess of $10,000 (MOPP D/7.1.16).

Continuing Professional EducationUnit is within the Office of Commercial Services that partner with QUT division/faculty offering continuing education activities such as conferences andprofessional training. Continuing Professional EducationUnit provides commercial, financial, logistical and marketing support services. These are designed to complement the event owner’s leadership roles in event strategy, program structure and delivery, marketing, sponsorship and overall responsibility.

SCHEDULE OF OCPE COURSE MANAGEMENT SERVICES

OCS-CPE is a commercially focused, quality assured unit which supports QUT faculties in making the teaching and research expertise of the University available to professions, businesses and the general community through non-award short courses, conferences and other customised education programs. This support is in the form of professional administrative, financial and logistical management services. With OCS-CPE managing the event logistics, QUT faculties can focus on strategy, program content and delivery.

STANDARD OCPE COURSE ACTIVITY MANAGEMENT SERVICES
Pre-Event Services /
  • Course Consultation – AnOCS-CPE Course Manager will be assigned to the course. The Course Manager will liaise with the Client to plan and implement the course as well as provide advice and guidance where appropriate for areas not managed directly by OCS-CPE.

Registration Process (online registration management): /
  • Set up and manage an online registration site (standard OCS-CPE template) to facilitate online registration and secure online credit card payments.
  • Provide registration confirmations and tax invoices via email for all registrations (PDF invoice attachment).
  • Capture all relevant delegate information (demographics etc) including details needed for OCS-CPE delegates to have access to a course ‘Community’ Blackboard Site.
  • Manage all potential and confirmed delegate registration queries (phone, fax and email).
  • Record and track all delegate financial details.
  • List the course on the OCS-CPE courses webpage:

Financial Management: /
  • Set up an account code (under Activity Owner’s Faculty responsibility centre) specific to the course.
  • Provide delegates with tax invoices / receipts.
  • Bank all moneys and process credit card payments
  • Refund fees for cancelled registrations.
  • Follow up outstanding registration fees as per the ‘Financial Follow Up’ guidelines below.
  • Reconcile the course account and disburse surplus/deficit to nominated account.

Post-event services: /
  • Provide Client with electronic file of all registrations (if required)
  • Conduct an online delegate feedback survey and provide Client with a collation of responses (if required)

Financial Follow Up: / Most registration fees for courses are received by credit card online. For payments not made at time of registering the following steps will be followed:
  • At time of Registration: Link to online invoice emailed with Registration Confirmation
  • Two weeks prior to Course: Payment reminder sent to registrants with outstanding fees.
  • One week prior to Course: in consultation with course coordinator, outstanding registrations cancelled.

OPTIONAL SERVICES: / PLEASE TICK THOSE SERVICES THAT ARE REQUIRED FOR YOUR PROJECT
Name Badges
  • Design (basic OCS-CPE design only) and produce name badges. The cost of the name badge holders, lanyards and paper inserts is additional and will be charged to the course account.
Certificates of Attendance
  • Supply QUT Standard non-award course attendance certificate. (Stock, envelopes and postage charged to project account)
Like Student Access
  • Supply QUT like student access to participants to access a QUT Blackboard site.

CPE Activity Proposal Form - OCPE Course vJan201417-Oct-18

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