Off-Book Experiential Learning Course Set-Up, Colege of Liberal
Arts and ScieCeS
Richard S. Conley
rcoey@uedu
ThlS memO detalls some key guidenes and recommendations for
developmg a domestlC,
expenentia=eamng course in CLAS The guidelines are based on my
expenences in
establlShlng a COurSe ( 1 credit hour) on Native Amencan Politics
taught over Sprmg Break 20 1 7
n Wyommg, Montana, and South Dakota I, a graduate assistant, and
eight undergraduate
students flew to Denver, CO, rented a 1 5-PaSSenger Van, and
visltede Wind River Reservation
ln Wyoming (home tO the Eastcm Shoshone and Northem Arapaho), the
Crow TrlbaI
Reservatlon near Little Blghom Battlefield in Montana, ande Pine
Rdge Tnbal Reservat10n ln
South Dakota, home to the Oglala Lakota (Sioux). The course
included visltS tO Cultural and
hlStOrlCal sites, including Fort Laramie, WY, Badlands National
Park, SD, and MouRushmore,
SD, aS Wel as to tribal council oces and to the oces ofthe
superlntendents ofthe Bureau of
Indian Airs (Department ofIntenor) on Wind Rjver and Pine Ridge We
were asststed by
tnbal guides on the Crow and Pine Ridge Reservations. We also
engaged in a sma11 service
leamng opportunity by providing elderly tribal members with fresh
fr111t, Vegetables, and meat at
e Kyle, SD Elderly Center on the Pine Rldge Reservation where we
met wlsemor citlZenS
fbrlmch
The modaltres descrlbed in this meo, whieh as COmPhensive as posse,
are
amed at facilltatmg faculty development of domestic programs that
mvoIve travel, SPeakers,
fees, facty and graduate student salanes, and budgeting Unlike
mtematlOnal programs that are
administered by the UnlVerSty Of Florida Intemational Center
(UFIC), Jhere A±r "O Central ``cleamghoe ’’,r eStabllShlng
domestlC, {sI/e and `book ’progγa. a/ UF.
In thlS endeavor’l grate1y acknowledge the remarkabe assistance and
support ofmany
COlleagues, including my department chalr, Ido Oren, PrOgram
aSSistant Garrett Mullee (Political
SclenCe), Assocjate Dean of CLAS Mary Watt, Associate Dean of CLAS
Brian Harfe, EllZabeth
Lynch and Gena Valadez of CLAS Shared ServlCeS, Todd Morrone of UF
Envirormental
Health, Safety and Protechon, and Brian Marchman, Charles Koeng,
and Chris Newsome of
Distanee and Continuing Educatlon (DCE).
Course Sct-Up
A. C}edt Hoz“/Cose Deβ‘gra!,On. Obtain department chair approval
for the course rf
e course lS less than 3 credit hours, lnSure that a course code
with the proper number of
Credit houS “One books’’as early as possible (e.g., SPeCial
topics). The Re
CannOt alter the credt hours of ay course unless it was orlgina11v
set up as varial)le
Credit. Ideally, COurSeS tO be taught on a regular basis should go
through the UnlVerSity
Curhculun Committee and recelVe a SPeClc course code deslgnation;
prOVlde 4-6
mons for that process. Make sure adeqte time is provided m advance
to insure the
COurSe is tisted on the Regstraris site fore tem m Which it is
taught.
B.wcnt Reg′Strat10nsure that when the course is listed wlth the
Regisar, the section
is “DEPX,” which requlreS departmental admmistrative approvaand
manual registratlOn.
ThlS is critical to insue that students camot sign up fore course
cn mmSSe without
knowmg the natllre Ofthe program additlOna] program fees, ctC
C. Deve’a CoSeolheFbrm (See attached). A course erm11mefom to
obtam
Sdent infomatlOn lS Critical to reglSter and keep track of
students.
D. Q#Book ProgrameFdg PJ.OSWhilee ReglStrar asSeSSes the
standard
Per-Credit-hofee from students, any domestic program that invoIves
travel must be
SelfLfundmg (i.e. , “Off book”, Students must pay for aH
travel-related expenses) The
PrOgram must be selfrsustaining. The faculty member lS reSPOnslble
for any expenses
beyonde fees that are coIected from students ine total travel
budget.
a. Submit a Self-Fmdlng Proposal through Distance and Coung
Education
(DCE) [see aached] The fom reires depa1ental, CLAS, DCEand
Provost
aroVal Once approved, DCE wH] ccordinate with the Bur a∫ to collect
the per-
student fees and asslgn a Chareld number that rs critical to the
processlng Of
travel authonzatlOnS for facty/graduate assistants and receipts by
CLAS Shared
Services (Or depanental sta Coordinate Wth DCE for the student
fee
Payment deade aIrd withdrawal deane
b‘ Develop a lme-item budgct for DCE. (See attached example).
Usecel or
another spreadsheet program to dooument hotel feels, rental car
fees, and any
Other anticIPated expenses as closely as posslble. Additional fees
camo/ be
COllec ed after students paye Bursar. Contact hotels we in advance
and
negotiate room rates and possible dlScountS q Paired studes 2 per
room by
gender1 some CaseS, I was able to have 3 students per fOOnger and
unique
cmties).
C. Obtain a hard copy ofUF’s sales tax exemption cefication For
states w
recproclty, thlS Can SaVe Slgmficant aneunts ofmoney on hotefees We
a UF
P-Card has the tax exemptlOn nLmber on it. make sllre to pomt it
out to vendors
(hoteis, Car rental, etC. ) to lnSure that taxare not collected
where appropriate.
The cecate lS aVailable at
http. www. purchasing. uf1 edu/foms/Consuer's%20Cecate%2 Oof%2
0En
pOp
RentaI Vehieles
A. Obtaln “ UFPurchcng Card Before reserving and rentlng any rental
vehice m wch
Sdents will be trausported, lnSure that a UF Purchaslng Card i used
to reserve the
Vehiclewhen the contTact is signed ate rental vehicle facty and the
vehicle is
Plcked up. r%S CcaI m order for UnlVerSity liab=ity ProteCtions to
attach to the
rental under the Enterprise state contract Uncumstances shod eer
a
personal credlt Card or personal aut(mOblle iusurance coverage be
used for the rental Vecle used for studetranspo
B- I5-PassengerIfrentms class ofvehlCle, We a CDL is nct requlred,
UF
maates that dverS Ofthe van complete trang. The cost lS $15.
Details arc at
http. ′′/www. ehs. ufl edprograus/hazard_eTgO/vanpol/
Saγ
A et Consl(rt10nS Salary for faculty and gradte assistas is sect to
fringe
benes Check with DCE one percentages when considering budgetmg for
salary and
aust accordingly, aS apPrOPriate
B. Oγerload. (See attached). Ifthe course lS COnSldered an overload
fore faculty and/or
graduate assIStant, Obtaln fom HR 600 from Shared
Services/departmental staff HR 600 requlreS departmental
approval
C ymen/. (See attached). Upon completlOn Ofe trlP, COntact
Shared
Services/departmental staffto request that a SelfrFunded Program
Payment Rcquest
(SFP) be processed The SFP requlreS departmental approval and wi!1
be sent to DCE for
prOCeSSlng
TraveGuides/S pcakers/Hon ora ria
A. uncr Reqrement (See attached) Payments to any travel guldes,
SPeakers, etC.,
must be processed as UnlVerSity vendorsough Shared
Services/departmental staff
sure that ample time is provided to have the vendor Hll out the fom
m advance for the
Check to be processed prior to the trlP.
CsPTCSeS
A. Gro2p A/aod Meals and food are not elgibe for P-Card
purchases.
B Ch Ad,anCe Contact Shared ServlCeS/departmental staffto obtaln a
cash advance in
aCIPatlOn Of any food/meal purchases during the trip_ Ay unused
funds from the cash
advance must be reconclled and remed promptly.
Travel Authorization
A. Obln a 7aVelA~‘thor‘Zat10n. Ai least a week prior to the tnp,
mSure that you obtain a
travel authorization, nOng the approprlate Chartfield for the
program, from CLAS
Shared Services/departmental staff Separate travel auonzations are
requlred for the
facumembeT and the graduate assStant (lf applicable)
Student Liability Waiver
A. hre S/Z‘CCoJlete Wverγm. (See attached). The Student Llabillty
Waiver
for domestC PrOgraS WaS dveloped usmg the UFIC waiver as a temp]ate
The fom
must be completed by all students, and the orlgmas stored in a safe
place.
B StudentAcowlement It was my preference to have students complete
an additional
fom (sec attachcd) m whichey acknowledged the UF Student Code
ofConduct and
Student Honor Code, m additlOn to PartlCus to the trip in tems of
cultural sensitivity
and decolm related to mteactions with Native Americans, SeXl
harassment polCy,
and the prohlbition of alcohol on NatlVe reServations Ofpartieular
note was our amval
in Colorado (Denver), Where recreational marijuna was recently
legalized at the state
leveL I made lt Clear to students that mariluana uSe Vio]ated UF
policy. Moreover, I
elucldated that the transportatlOn Of marua tO aacent states where
lt lS lllegal
constitutcs bostate and fedcral crimes and could eOPardize the
trip
Travel Insurance
A. Grolp frranCe. (See attaChed). I recommend purchaslg grOuP
traVel lnSance for
faculty, graduate assistants, and studes and bu11dmg the cost into
the budget. See
attached policy, WhlCh was $4 1 per person and covered flight
delays, deayed baggage’
1ost baggage, and retum to FIorlda due to medlCally-doounented
ilness as well as
additioml medlCal insurance.
Receipts/Reconciliation
A. Ke,All Rece,tS Keep all receipts from P-Card and cash purchases
duringe trip.
B.zcatlng Ionczlia/iOn- Upon retumis helpto ltem]Ze the recelPtS
aongside a
copy of the budget spreadsheet when providing them to Shared
Services/departmental
staff as soon as possible.
Miseeaeous
A. Coe A/r#ng. I developed a tri-fold brochure (See attaChed) that
was made availabe
m Our departmental oce, On my Oce door’and e∞trOnlCally on my
depanental
website. I also visited large lecture courses taught be oer faculty
to p-tCh the course
Our mdergraduate coordinator sent several emnds to the
undergraduate llSt-SerV to
advertise the course Finally, lf the course appeal lS
multdjsciplinary, COnSider
contacting the chairs of other depa1eutS to distnbute course
mfomation to those llS
servshad two of elght students who were fi’Om mqjors other than
Poitical Science
enroll ln the course.
B. Pre-D’are ME:eting Have a meetmg With al students prior to
depare to go over
theerary and any other detalls Some students are seasoned
travelers, We others
have anxlety about travelmg. Obtaine students’ce11 phone nunbers
for emergency
contact once they aITive on slte. Ifyou are not pICklng uPe
students at the location
alxpOrt, PrOVlde details on how they are to amVe at the hotel or
other slte.
C, Hlrlng C‘ Gradte AssIStant The hiring of a graduate assistant
can facilltate tnP
plammg and coordmatlOn tO a great degree. Dng the Spring Break
trip’my graduate
assIStant WaS mStrmental m teXting/emallmg/ca11ing students about
logistlCS and
ensuring that they were ready to leave on time from the hotels for
ou∫ Site visits.
Moreover, lt Can be especia11y helpto conslder an oppOSlte gender
graduate assistant to
ensure balance for student concems that may devdop
I encourage any fhou]ty member consldemg the development of a
domestlC expenentlal leaming
Program tO COntaCt me lfI may be offurther assistance. My email is
rconley@ufl edu, Oce
Phone lS (352) 273-2385, and cell phone is (352) 317-1860. =ook
forward to providing Whatever addltiorl insight I can.
Key Contacts’
Elizabeth Lymch, CLAS Shared Services. ealynch@ufl edu
Assoclate Provost-Teacng and TecoIogy: http://tnt.aa ufl.edu
Distance and Contmulng Education http://dce ufl edu/
Native American Politics (POS 4931)
Spring Break 2017
CURRENT GRADE POINT AVERAGE
(le (prOg)
Undergraduate or Graduate:
If graduate, has the progran been approved by he Graduate School?
Yes or No.
Total credit hous:
Cost pe year:
Percent Online:
(Ifless than lOO% online, list of the activities that prevent the
program from being Oifered exclusively online):
SACS Accreditation Required:
If yes, eXPeCted date of approval:
Requires Physical PreseCe? Yes or No. If Yes, Where wiu the program
be located?
Requires Intemship? Yes or No.
Proposed Launch Term:
1. What is the nature and size of the market?
2. WhO are the students?
3. What are the marketing pans?
4. Why is the demand not met already?
5. What ise competition and who is in the peer competitive
group?
6. What wiIl be the program’s competitive advantages?
7. Wi11 the program iIlfringe on any oers served by the
CoIlege/University?
8. Will the program have any impact on current ortue SCH
production?
9. What is the totaexpected cost to the student (tuition and fees)
and how does it compare
with the peer goup competition?
10. What is the basis for the cost? Cost recovery or Market Rate?
Explain
31∴
1. How does this progran support/enhance the mission of the Cbege;
the strategie p-an
Of the Unversi?
2. Who w bee faculty? Weir partieipation be inload or
out"Of_Ioad?
3. What ise facty compensation pIan? Explathe compensation model
for
instueom
4. Aree courses inIe PrOgram aIready in me currieulum? If not what
are the
deveIopment pIans?
5. Hase proposed program been approved bye Graduate Council or
University
Curriculum Committee?
Less than 25% remote, Off-CamPuS Physical iustruction
Between 25-49% remote’Off{amPuS Physical instruction
50% or more remote’OanPus Physical inston
7. What is the Ilatuue Of the platform that w be used to deHvere
progran?
8. What are the student learning outcomes assaciated with the
program?
9. How wil testing or student assessnlent be accomplished?
10 What is the program’s pan to authenticate students and ensure
academic integrity
through proctoring?
11. At what location(s) wilIe col|rSeS be oered? (Maln UF Campus,
OCampus, Online
OCampu0e)
12. Who w be lLe director. deDartmental contactoordinator
respousible for acally
doinge work of setting up the course sections, and cotact for dailv
interface with
Sdents? (include name, Phone, and emaiI)
4i
1. Student fees:e′e arejse mnted md one hcaljbe
!haJALLdem‘SJpap,
per cre(hour.
2. Student services and entitlements:
The student services that the distance student is entitled to are
comparable to those of the
resident sdent and should include:
Eliglbility for financial aid and financial aid advising
' Student complamtS and coCemS
Student counseling and advising
Sdent organizations
Tec101ogy assistance
3. Every degree program must have specic and readily availabie
information abou=he
fee obligations and service entitlements.
The entitlement informatlOn and how to exercise the entitlements
will be included with the
Syllabi made available to each student.
(PlecISe Jee acheddget)
2. WiIl the program request start"uP funds?
3. What is the break even number of studetS?
4. Will the tuition be coIlected on calendar?
5. Budget Narrative
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ChalesKoeni PrintedName PrintedName
7 W'll UF provlde supplleS, equlPmentl matelaisl OrtOOIs to
accomphe work′servICe?1NoLYes (Please desclbe )
8 Do you pefrorm slmllawork/ser‘′lCe forothers?NoYes
9 you be eursed fo any expenses tllat yOu 'nCu Whl-e perfermlng the
poposed work/servlCeNo1Yes (Please desclbe )
easedemcation, Waive, and Holdal.mless Areement
tive Aerican Poiis Sg Break 2017
Plain§dian Tribesxperience
(CoIorado, Wyomjng,onana, South Dakota, Nebraska)
ln consideratlOn for bemg aowed to particIPate in Academic
Workeseach in the above named
locatlOn (the Troganhereby PEASE and DISCHARGE The UnIVerSity of
Ftorlda Board of
Trustees, The State oorida, their empyees, ageS anCi asslgnS
(CO=ectiVelyJhe BELASEES)
from any and aaby, arising out of any loss, damage, Orrycluding
death that may be
SuStained by me' Or t any ProPerty beionging to me, Or beth
includlng but nomited to any claims,
demands' actions causes of actiOudgments, damages, eXPenSeS and
costsnCiuding attomeys,
fees' WhlCh arise out of' reSult froOCCur dug or are connected in
any manner with my
Participation ln the Progam or any related travel or activltleS,
lnCfuding sucoss, damge, lnjuy o
deathat may resuit from RELEASEES' ow…eglgenCe. and =ueWAIVE any
rigmigh-
Othense have and COVENANT NOT TO SUE sald REASS in connection w(th
any such
bi.
1 am fy aware of risks and hazards comected wparticipatjon in the
Progam, and eted
actieSCdlllg but not limited to exposue to infect-On and iectious
diseases, ebeOn, POcal
InreSntemarmoIlc accidems, and clme, Which could esln seious or
mortaless,
urieS and property damage’a=d am fu=y aware thahere may be risks
a=C! hazads unknowo
me connected wsuch paciion, and l heeby voIuntarily elect to papate
in {he Progam,
and related activitjesOWlng that condltions may be hazardous or
dangeous to me and my
POPerty. I …derstand that l wbe subject to trlbaws and reguOnS On
Native Ameican
reservations. in addOn tO State and locai laws and egulattons dng
the Program.
i am fuaware thatwork associated wthe Program can be physicaily and
mentaliy rlgOOuS, and
the possity ofess, aCCident o death is aiways a cnCen. Furthemoeam
awae tha=he
Univeslty Of F!o,da strongly recommends thaeceive assurances from a
physiCian regac!ing the
rigors of travei as they relate to any special condjtions and/or
needs - may have.
=uer heeby AGREE T0 1NDEMNY, DEFEND AND SAVE AND HOLD HARMELESS
the
RELEASS and each o=hem, from any loss =ability, damage or costs
lncluding couri costs and
attoneyses they may jncur as a esult of any caims demands, actions,
cauSeS Of actron
damages odgments Which arise out of, CCur durlng, O ae m any Way
COmeCted wmy
ParciPation the progm ory elated travel o activjties.
ln slgnlnge elease l ACKNOWLEDGE and REPRESENT that:
ave read the foegolng release, understand jt and sign l!volltaas
myown free act ancl
deedO Oral rresentations’StatementS O…ducements, aPaOm the
foregoing witten
agreement, have been made;
m at least eIghteen (18) years f age and fycompetent;
. 1 executes release for fadequate and comptete consideratron
fuending to be bound
bye same a=d intendlng (Od my heisuCCeSSOrS, asSlgnS, PerSOna-
repesentative and
estate;
a∴ agree thahjs Releasedemnon’Wajver and Hoid Ham-ess Agreement i§
tO be
construed undethe laws of the State of Floida, ∪,S A. and thatvenue
sha= be in Alachua
County, Ftoridafy potion hereof is heid invaijd, the baiance heeof
§ha contlnue in fu=
oce and eect.
Student Code of Conduct
StudetS eurOlled in the Native AmerlCan Politics Spmg Break (1
credit hour) trip to CoIorado,
Wyong Montam, Nebraska, and SouDakota are bod by the UnlVerSity of
Florida Student
Honor Code and Student Conduct Code (appended be10W).
Students must coPly not only wiUniversity of FIorida regulations,
but also all federal, State,
and trib1 1aws, regulations and ordmances.
The U,S. Constitution provides that Native nations are sovereign
entltleS On reServation lands.
AIcohol is prohibted one Wind River (Wyoming) and Pine REdge
(SouDakota)
reservations per triba=aws" Under-age drig outside of tribal
reservations is illegal per the
laws of CoIorado Wyong Montana Nebraska and South Dakota. Under-age
drinking,
excessIVe alcohoI consumptlOn, drug use and/or indecent or
disorderly conduct wi11 not be
tolerated.
Students are expected to exercise cultural sensitlVity and decorum
in interact10nS With glleSt
SPeakers, triba=eaders, rePreSentatives, and residents, as We11 as
wlth oe anOther and with
faculty and teaching assistants. Sexual harassment of any1d wllnot
be tolerated.
Violations of the Student Honor Code and Conduct Code, Or
Violations of federal, State, Orbal
laws regulations’and ordmances may result in immediate dismissal
frome program.
Native American Pontics
,rint/egal Jlame)
acknowledge that [ have read and understande University of Florida
Student Honor Code and
Code of Conduct. Fur[her, I acknowledge my responsibilies to follow
a11 federal, State, and
tribal laws, regulations and ordinances during the Spg Break course
(4 March - 12 March
2017). Iderstand that violations ofthe University of F]orida
Student Honor Code, Code of
Conduct and/or federal’State Or triba=aws, regulations and
ordinances may result in my
immediate dismlSSal from the program and potentlal academic and
legal sanctions by goveming
authorities.
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obtaln department char approval for course (and lnSapPrOPriate
couuse designation/credit hours)
cSta gi
lf course is consided an overtoad ftIT faculty and/or graduate
assistant, COmPe fom HR 600 and retum
to Shared Services or depaIental staff
complete process through University Cuniculum Committee for a sfic
couse
G0e
Llst COurSe with Registrar; insure section number is ‘‘DEPX” for
manenrollment
Dcop oouerOmen
0Pjgcd
frenting a 1 5-PasSenger Van, COmPlete training at http://www
ehs.uflJ=du/progTamSthazardrgO/vanpol
complete Vendor Tax Fom to process payments to travel guides,
SPeakers, etC. in advance oftrip
obtain travel authorization prior to trip from Shared Services or
depamental staff
Hold “pre-depare meeting, wenrolled studts
sure students complete liability and other required foms prior to
trip
obtaln grOuP traVel insnce, ifdesired
ptgda§S
Shared Services or departmental staff
OfrBook ExperietiaLearning Course Planing Timne
-→ 12-I5ospor to tr
Develop syllabus, COnSult with departmt cr to obtain course
approva1
2. Develop preimlIlary budget
2. Complete SelfLFunding Proposal through DIStanCe and Contmumg
Education (DCE)
3. Complete process through University CumCulum Commlttee for
specific course designation
→9sp′γIr
1. Fme-tune COurSe line-item budget (hotes, Van rentals, SPeakers,
entry fees, etC.)
2 Develop course brochure/Webslte infomation‘begin course
marketmg
3, Develop course enrollment fo
4 Obtain UF purchasing card
5 Comp]ete training for 1 5-PaSSenger Van renta(ifapplicable)
6. Ihre graduate student assistant, if desired
→ 3-6 montpor io tr
l LISt COurse With Registrr lh secaS `DEPX’’for manual enroilment
Gfstudem
following semester
2 Complete vendor tax foms to process paymentsadvance, aS
apPlicable
3. In consultation wiDCE, detemine cutoff date for student payment
of program fees to
Bursar
3 Hold pre-departure meetmg wlth students
4 hsure studes complete llabllty and cther reqred foms
5. Obtain group travel mSuranCe, lf desred, OnCe Students are
enro]led
→ee t(in lO
1 Itemize recelPtS and rem to Shared Services / deparental
staff
2. Complete Selunded Program Payment Request (SFP) for faculty/gmd
student salary
Payment aPPrOVal