Isabelle Eaton, Assistant Director of Education Abroad
Email: eatonmi@MiamiOH.edu
Phone: 513-529-8606
The workshop director must be a permanent employee of Miami University faculty.
Workshop titles are limited to 30 characters, including spaces and symbols and should concisely describe the workshop's content to a general audience.
Graduate Faculty Standing: Faculty directing or co-directing workshops which offer graduate credit (course numbers 500 and above) are required to have Miami University Graduate Faculty standing. Guidelines are found in Graduate Student Policies in the Policy Library.
Course numbers: Obtain a new course number or modifier by emailing courseapproval@MiamiOH.edu.
Credit course approval status: Once a temporary credit workshop course (those that end in 98 or 99) has been offered five times, it must go through full curricular approval. The approval process should begin after the third time the course has been offered to allow sufficient time for the approval process.
This section of the proposal provides information on the academic content and procedures planned for the workshop. Please describe the content of the workshop with stated goals and objectives. Include curricular rationale and an assessment plan.
Workshop curriculum and course must offer the same quality assurances in place for all Miami University credit-bearing offerings.
The Credit Workshop budget is the financial plan for the workshop.
The proposed budget is a plan based on estimates and should be revised when enrollment and actual expenses are set at the go/no go decision
Because credit workshops are enrollment-contingent, enrollments must be monitored carefully by the workshop director. If the actual number of students registered is lower than anticipated a deficit can result; in this case, the workshop director will revise the expense budget accordingly to bring the workshop into financial balance before the workshop begins.
Workshop directors should submit revised budgets to Global Initiatives.
Unless your workshop is a domestic offering that does not have restrictions, students will not register via BannerWeb. Registration for credit workshops are processed through Formstack survey forms. The system allows students to request registration for credit workshops. GLI will process the registration requests. Student then pay for their tuition through the OneStop. All students must register through Global Initiatives to participate in the workshop. Workshop directors are responsible for making certain that all students attending a workshop are registered.
Significant binding financial commitments for purchases of supplies, equipment, or services cannot be made in advance of enrollments without written indications of contingency support from department chairs or divisional deans to GLI.
Initial workshop proposal budgets are plans; i.e., estimates or proposals. When actual enrollment is lower than the proposed enrollment, directors are required to revise and finalize the proposed budget based on actual enrollment and anticipated expenses.
The amount of funds ultimately available for expenditure is entirely dependent upon the actual enrollment in the workshop.
All purchases from credit workshop accounts must be made within Miami University purchasing and payments policy.
Expenditures from all accounts, regardless of source, are University funds and will be administered in accordance with applicable University policy. All purchases and expenditures will be administered by the purchasing office in a uniform manner, and in conformance with University procurement policies and procedures.
The payment of salaries for workshop directors, Miami University full-time and part-time employees, student employees, and all consultants must be initiated by the workshop director. Payroll documents, whether to pay Miami University employees or consultants, must be approved by the department chair, divisional dean, and Global Initiatives in consultation with Academic Personnel and Human Resources. Guidelines for Summer and Winter Term Salaries apply for workshops.
All EPAFs and payroll documents must be approved by Global Initiatives, and are verified against the workshop budget. Remember: It is essential that faculty and consultants be listed in the budget by name, number of days or percentage of salary (rate), and total amount to be paid. Changes in personnel or salaries should be submitted as early as possible to avoid delayed payment.
It is important that the director plans ahead when considering hiring of and payment to non-US citizens, either for on-campus or off-campus employment; contact Payroll Services for assistance.
Payments are not made outside of the regular payroll schedule. If a deadline is missed, the payment will come at the next regular payroll date (last working day of the next month). Please call Academic Personnel with any and all questions.
The workshop director should complete and submit the online proposal form. GLI will route for approvals with recommendation to approve or deny.
Global Initiatives reviews the proposal, and, if necessary, negotiates the details. The goal for GLI is to get the proposal to an approvable stage for routing. GLI reviews all details of the proposal, including, but not limited to:
Once all issues have been resolved, and the proposal is in an approvable state, GLI will send forward for additional approvals with a recommendation. If all issues cannot be resolved, the recommendation will include details and rationale for concerns.
The assistant provost provides final review and approval for all credit workshops on behalf of the provost. If any issues remain unresolved, the provost will be consulted and provide final approval.
The Chair is responsible for the most important review. The chair reviews the proposal for:
The Dean, or designee, reviews the proposal for:
If the workshop is operating under a grant or other sponsor, the associate dean for OARS will verify the sponsored workshop details and approve.
The associate provost and dean of the graduate school will review the proposal for fulfillment of graduate credit criteria, including final verification of graduate standing of faculty, and sponsorship. Concerns or questions may be referred to GLI or raised directly with the workshop director.
Once all approvals have been received, Global Initiatives will notify the workshop director, including any caveats, and provide an index memo indicating the workshop index number. At the same time, GLI will build an online registration form and send the link to the director.
Due to the enrollment-contingent nature of credit workshops, deadlines are important. Winter Term Study Abroad/Away programs are required to be submitted in February for the following year, and Spring Break/Summer Term programs are required to be submitted in August for the following year. On-Campus/Non-Travel workshops should be submitted at least 6 weeks before the start date.
Workshop directors are responsible for monitoring enrollment in their workshops and making timely "go/no go" decisions in collaboration with the Global Initiatives staff. When the determination is made to cancel a workshop, the director will notify Global Initiatives. The director should ensure that students are notified. If it is a study abroad program, efforts will be made by the Study Abroad staff to retain the student(s) into another program.
Directors of traveling workshops, both domestic and international, are encouraged to make "go/no go" decisions well ahead of time, in consideration of student effort and expense.
While it is the responsibility of the workshop director to make “go/no go” decisions, Global Initiatives will contact the workshop director prior to the workshop start date if the enrollment is significantly lower than proposed.
The Miami University workshop cancellation policy says that students must withdraw from a credit workshop registration prior to the start of the workshop for a full refund of tuition. To withdraw, students will contact Global Initiatives at global@MiamiOH.edu or 513-529-8600. If Miami cancels the course, all tuition and administrative fees are refunded to the student.
Program fees for study abroad/study away programs are typically not refundable unless there are prior arrangements made and students are notified of the policy prior to committing to the program.
Tuition costs for workshops can be located on Global Initiatives website. Fees are subject to change by the Miami University Board of Trustees.
Allowing faculty and staff colleagues or family members to register for workshops may be a conflict of interest. Faculty directors should review MUPIM for guidance, and seek prior approval before accepting registrations from family members or Miami University faculty and staff.
Family members traveling with programs is not recommended. Please review the Miami University Companion Policy, available from the Program Coordinators in the Study Abroad office.
Key partners in proposal development and workshop management include department chairs and support staff, deans, associate and assistant deans, and faculty colleagues with extensive workshop experience. Workshop directors are encouraged to contact Global Initiatives as needed. Study Abroad program directors are encouraged to review the Miami University Travel Guidelines.
Email: eatonmi@MiamiOH.edu
Phone: 513-529-8606
Email: gouvandm@MiamiOH.edu
Phone: 513-529-8601
Email: hazeltaw@MiamiOH.edu
Phone: 513-529-8614
Email: youngcd@MiamiOH.edu
Phone: 513-529-8607
Email: global@MiamiOH.edu
Phone: 513-529-8600
This office provides assistance to workshop directors completing employment forms, hiring practices and procedures, and in the processing of salary payments.
Through their website, this office provides comprehensive information on travel and payment policies, workshop debit cards, and other services.
The staff in General Accounting will assist workshop directors with Banner systems, cash advances, debit cards for traveling workshops, and other accounting functions.
This office provides assistance to workshop directors completing employment forms, hiring practices and procedures, and in the processing of salary payments.
The University One Stop provides assistance with course numbers and modifiers, and grades.
This office provides assistance to workshop directors completing employment forms, hiring practices and procedures, and in the processing of salary payments.
The Office of Purchasing provides information through the Miami University Purchasing and Payments Handbook.
This manual includes essential information on major curriculum, personnel, travel, and other policies.