Policies
- Adopted Policies Govern, Personal Intervention Not Permitted
- Attendance
- Books, Materials and Fees for Courses
- Budget Policies and Procedures
- Catalog of Courses
- Chairpersons for Committees
- Class Lists Are Confidential
- Donations to Non-Profit Institutions
- Dropping a Course
- Expenses of Directors
- Fees for Winter Courses
- Food for Thought
- Instructor Out of Pocket Expenditure
- Instructor Privileges
- Minimum Number in a Course
- Oversubscribed Course
- Registration Procedures
- Release and Assumption of Risk
- Request for Donations
- Scholarship for USM LAC Undergraduates
- Solicitation of Senior College Members
- Start of a Semester
- Student Grievance Policy and Procedure
- Visitors to Class
- Volunteers
- Waivers - Membership and Course Fee
- Winter Courses
Adopted Policies Govern, Personal Intervention Not Permitted:
In order to respect the policies governing the registration process and the establishment of the waiting list for courses, personal intervention or appeals to instructors, directors or staff, will not be considered. Acceptance into a course or onto the waiting list for it shall be controlled by the date and time the registration form and accompanying payment are received.
All instructors, staff, Directors and volunteers working in the office should respond to all inquiries by saying they are subject to policies and procedures voted by the Board of Directors. None of those people have individual discretion to change policies or grant exceptions.
- Adopted by the Board of Directors on January 15, 2009
Persons registered who do not attend the first session of a course and who do not notify the Senior College office either in writing or in person that they will be absent, will be dropped from the course. (See the policy Dropping a Course, Reimbursement). In the case where the course was oversubscribed, the vacated place will be offered to the person with the next earliest registration date who had not been admitted. (See the policy Oversubscribed Course)
- Adopted by the Board of Directors on February 21, 2008
Books, Materials and Fees for Courses:
- Tuition of LA Senior College courses includes books and other materials and fees, such as, but not limited to, compact discs and admission fees to museums and other attractions included in a course. Such books and other materials and fees shall be paid by LA Senior College out of funds paid by students who take the course.
- The cost of books and other materials and fees, as requested by the instructor, shall not exceed 80% of the tuition cost of the course. Discounts available as part of the course will be considered in the cost of books and other materials and fees.
- The instructor shall be provided a copy of the books and other materials and fees without personal expense and shall be reimbursed for costs related to preparation and presentation of the course, such as, but not limited to, printing, photocopying, rental of cds or videos or art supplies.
- Pertinent provisions of this policy will be explained in the newsletter and course descriptions so that the general membership understands this benefit and its limits. The newsletter and course descriptions will explain that students have access to the LA USM library where additional books and references for the courses(s) taken will be available.
- The Board of Directors may authorize exceptions to this policy to permit somewhat greater costs for books and other materials and fees for an individual course to be paid from the Senior College Fund Account provided the projected costs of all courses will not constitute an appreciable draw on that Account.
- Adopted by the Board of Directors on August 11, 2005
Budget Policies and Procedure:
Budget Policies:
As a general rule and as a budgetary objective at the beginning of the fiscal year, the amount projected to be expended for annual recurring expenses in a fiscal year should not exceed projected revenue for that fiscal year.
- Adopted by the Board of Directors on August 20, 2009
Budget Procedures:
- As provided for in the Bylaws, the Finance Committee shall prepare a recommended budget for the academic/fiscal year prior to the start of the fall semester.
- The Finance Committee shall report at least quarterly to the Board of Directors.
- Upon receipt, whether by staff or a Director, of a request for an expenditure that is not in the approved annual budget, the request shall be promptly given to the Finance Committee for review. The Board of Directors will not approve an expenditure or make any other revision to the approved annual budget, until the Finance Committee has had the opportunity to review the request, or proposed revision, and make a report and recommendation to the Board of Directors or until at least 21 days has passed since the request was received without such report and recommendation having been made.
- An expenditure of up to $500 for an item within the approved annual budget may be approved by the staff liaison. An expenditure of greater than $500 for an item within the approved annual budget shall be approved by the Chairperson of the Finance Committee, or in his/her absence, the Co-Chairperson.
- Funds, not to exceed $1,000 may be transferred among the budget categories upon the approval of the Finance Committee provided the transfer does not change the total approved budget. Transfers of more than $1,000 or where the total approved budget is increased will require the approval of the Board of Directors.
- All expenditures from the reserve fund will require the approval of the Board of Directors.
- The USM Financial Office will not approve an expenditure or issue a check without the prior written approval of the staff liaison, or in her absence, a member of the Finance Committee.
- Adopted by the Board of Directors on September 18, 2008
The catalog of courses will be mailed so that it will be received by existing and potential members at least 30 days prior to the final date for acceptance of registration. Depending on guidance from theinstructor and the size/capacity of the potential room available, the catalog will state the maximum number that may be enrolled.
- Adopted by the Board of Directors on January 15, 2009
Each standing committee should have a chairperson and a co-chairperson. The chairperson shall be appointed by the Board of Directors. The co-chairperson shall be selected by the chairperson subject to the approval of the Board of Directors.
If the chairperson or a co-chairperson is not a member of the Board of Directors, they are encouraged to attend meetings of the Board of Directors even though they are not eligible to vote at the meeting.
- Adopted by the Board of Directors on November 16, 2006
In accordance with law and University policy, lists of the names of persons registered in a course, or other event, or their address, or telephone number or email address are confidential. Instructors and staff are not permitted to make available lists of such information.
While sociability among persons registered in a course is encouraged and the desire to know the names and other information about other persons in a courses is recognized, people in the course should be aware that it is not possible to furnish lists of those enrolled in a course.
The use of name tags or other means of identification to facilitate communication within a class shall not be considered a violation of the confidentiality policy.
- Adopted by the Board of Directors on January 19, 2006
Donations to Non-Profit Institutions:
For those non-profit institutions that are visited by the Destinations course, or another course that makes an off-campus trip, that does not charge a fee to Senior College members, the Senior College may make a donation of up to $25.
- Adopted by the Board of Directors on February 21, 2008
A student will have the first two weeks of the semester to drop a course from his/her schedule, and
a) Chose another course for the remainder of the semester provided there is space available in the course after the waiting list, if any, has been exhausted, or
b) Receive 100% refund
After the first two weeks, no refund will be made. Annual membership will not be refunded.
- Adopted by the Board of Directors on October 20, 2005
- Amended by the Board of Directors on February 21, 2008
- Amended by the Board of Directors on April 19, 2012
The Senior College will pay the expenses of directors when attending events representing, or acting in behalf of, the Senior College, such as, but not limited to the Senior College Conference conducted by the Maine Senior College Network. Such expenses shall include registration fees, lodging, and travel expenses as approved by the Board.
- Adopted by the Board of Directors on September 22, 2006
Winter courses will be open to those who have paid the annual membership fee. There will be no additional course fee.
- Adopted by the Board of Directors on April 17, 2008
The Food for Thought Luncheon Series is held the 2nd Friday of each month.
No advanced reservations will be taken after noon the previous day.
Those attending without an advanced reservation will be admitted if space is available and “at the door” fee will apply. The admission charge – which will be charged for all attendees – will include lunch.
- Adopted by the Board of Directors on June 15, 2005
Senior College does not generally pay a speakers fee or travel expenses to speak at Food for Thought. In special circumstances the Board of Directors may make an exception to this policy but must do so prior to the event.
- Adopted by the Board of Directors on February 21, 2008
Instructor Out of Pocket Expenditure:
As a matter of individual choice, instructors may offer to pay for additional books or instructional materials out of their own pocket but should not feel any obligation to do so.
In any case an instructor will not be reimbursed for payment for books, CD’s or other instructional materials he/she purchases without the prior approval of the staff liaison, the Curriculum Committee or the Finance Committee.
- Adopted by the Board of Directors on January 15, 2009
Instructors who teach Senior College courses are volunteers who do not receive monetary compensation for teaching. There are, however, certain privileges to which they are entitled in recognition of their generous donation of time and energy. These are listed below:
a) A gift certificate in the amount of $100 redeemable at USM Bookstore in the area; or gift certificates worth $10 each at the L-A Café on the day that they teach for each day that they teach.
b) Instructors who commute more than 20 miles each way to teach a course will receive a gift certificate to be determined by the Board.
c) Free copies of books or other materials such as videotapes, compact disks, furnished to students enrolled in the course.
d) Membership fee and one course fee will be waived for the semester they are teaching.
e) A dinner in their honor to be held in October to include spouse or significant other.
- Adopted by Board of Directors on February 16, 2006
- Revised September 22, 2006
- Revised November 16, 2006
- Revised February 22, 2007
- Revised April 19, 2012
- Revised August 16, 2012
At least six persons shall be enrolled for a course to be held. In the event that five or fewer persons sign up, the instructor shall be notified and may chose to continue with the course. [Instructors invest considerable time and effort in preparing a course before the first meeting of a course.] If a course is not offered due to insufficient enrollment, those persons shall be notified and their course registration fee will be returned. The annual membership fee will not be refunded.
- Adopted by the Board of Directors on April 20, 2006
- Revised February 21, 2008
The number of persons who may be enrolled in a course is usually limited by the instructor or the number of places available in a laboratory or studio, as in the case of a computer class. That number will vary depending on the course and the instructor. In the event the persons seeking to be enrolled exceeds that limit, places in the course shall be determined on a first come, first served basis determined by the date that payment for the course is received.
In the event one or more persons previously enrolled notify the administrative staff that they will be unable to attend the course and want to withdraw, the person(s) with the next earliest payment date, who had not been enrolled, will be admitted.
The course registration fee will be returned to those unable to be enrolled because a course is oversubscribed. The annual membership fee will not be refunded.
- · Adopted by the Board of Directors on April 20, 2006
- · Revised February 21, 2008
Starting in the Fall 2009 semester, all registrations shall be mailed. No walk-in registrations will be accepted.
- · Adopted by the Board of Directors on January 16, 2009
- · Reaffirmed on June 18, 2009
Release and Assumption of Risk:
Persons enrolled in a Senior College course that takes them away from the campus for a course or event for which they are enrolled will be required to execute a Release and Assumption of Risk form, as set forth below, to cover any harm or injury that may occur in association with that course or event.
Seniors should note that the Release and Assumption of Risk form will need to executed infrequently and only by those students enrolled in courses or events that occur away from the Lewiston Auburn campus of the University.
- Adopted by the Board of Directors on January 19, 2006
The Board of Directors occasionally receives requests for contributions or donations to various causes or personal situations, many of which are quite worthy. As a general rule, the Directors will not make contributions or donations to various causes or personal situations unless they are directly related to the mission of the Senior College. Individual directors are encouraged to make personal contributions to those causes or personal situations as individuals not acting in behalf of Senior College.
- · Adopted by the Board of Directors on October 16, 2008
Scholarship for USM LAC Undergraduates:
Senior College will award four (4) scholarships of $1000 each to deserving undergraduates at the University of Southern Maine (USM) Lewiston Auburn College. To be eligible, applicants shall have successfully completed at least one year at USM LAC. Procedures for publicizing the scholarship, application, review and award shall be handled by the Scholarship Committee.
In the event that the Scholarship Committee determines that there is only one qualifying applicant, that applicant may receive one $1000 scholarship.
- · Adopted by Board of Directors on August 20, 2009
- · Amended by Board of Directors on January 24, 2011
- · Amended by Board of Directors on April 19, 2012
Solicitation of Senior College Members:
Persons acting as instructors or presenters at Food for Thought will be selected on the basis of the information they have to offer to Senior College members and will not use the opportunity to interact with Senior College members to promote or solicit private business interests.
- Adopted by the Board of Directors on February 16, 2006
The final date for acceptance of registration for all courses will be the close of business on the Friday a full week before the start of classes (referred to hereinafter as the “cutoff date”). Even if space is potentially available in the room assigned to the course, additional registrations will not be accepted after the cutoff date.
The catalog should alert the membership to some of the logistical issues that make this policy necessary such as the lead time required to order books and the limited availability of classrooms of sufficient size to offer our courses while the USM L-A class needs are met. Early registration should be encouraged because last minute decisions by individual members may mean they get left out of a course in which they are interested.
To the extent feasible, those handling registration should respond promptly to applicants to let them know whether the course is filled or not and whether their application has been accepted.
- · Adopted by the Board of Directors on January 17, 2008
- · Revised November 19, 2009
Student Grievance Policy and Procedure:
Purpose:
The purpose of the student grievance policy to provide a due process for resolving complaints against a senior college instructor for unprofessional or inappropriate conduct, unrealistic course requirements, or violation of established senior college policies. For the purpose of this policy, a "grievance" is defined as a statement by a student that he/she has been wronged by the actions or behavior of the instructor.
Procedure for Filing a Grievance:
A grievance must be submitted in writing using the formal grievance form Adopted by Board of Directors for this purpose. A copy of this form may be obtained by contacting the vice-chairperson of the Board of Directors and upon completion must be returned to the vice-chairperson. The grievance committee will review the information on the form and schedule a meeting with the individual filing the grievance and the instructor. The instructor will have the right to request the presence of another instructor of his/her choosing at the meeting. The grievance committee, at its discretion, may also make inquiries of other members of the class in which the alleged instructor misconduct took place before rendering its decision on the validity of the grievance. The individual filing the grievance will be notified in writing of the committee's findings and decision.
The Grievance Committee:
The Grievance Committee will consist of the vice-chairperson of the Board of Directors, the chairperson of the Curriculum Committee and an instructor appointed by the chairperson of the Board of Directors.
Procedure for Filing an Appeal:
If the individual filing the grievance, or the instructor, is dissatisfied with the findings of the grievance committee, an appeal may be filed with the Board of Directors. The Board of Directors will meet with the grievance committee to review its findings and decision before rendering its decision on the appeal.
Confidentiality:
During the process of a grievance, all procedures, meetings, names, and related information will remain confidential unless otherwise mutually agreed upon by all parties involved.
The grievance form Adopted by Board of Directors is available in the Senior College office.
- · Adopted by the Board of Directors on September 17, 2009
Guests are welcome to attend one session of a course:
- If accompanying a person enrolled in the course – such as a visitor from out of town, or,
- To experience a course or become acquainted with the general conduct of Senior College. A person not registered in a course may attend not more than one session of a course as a guest.
- Adopted by the Board of Directors on June 15, 2006
- Revised August 20, 2009
Volunteers who serve on committees or otherwise help in the operation of Senior College are encouraged to have paid the annual membership fee during the academic year in which they are volunteering. Failure to do so will not disqualify them from serving. However, if the volunteer work requires that person use the computer, that volunteer must pay the annual membership fee for the academic year.
- Adopted by the Board of Directors on February 15, 2012
Waivers - Membership and Course Fee:
In cases of demonstrated hardship, a waiver of the annual membership fee and of the fees for courses may be granted by the Scholarship Committee. Procedures may be determined by the Scholarship Committee.
- Adopted by the Board of Directors on October 16, 2008
For one day winter courses a procedure different from the "first come, first served" policy, applicable to fall and spring courses set forth above, shall apply. The objective is to avoid early applicants being placed in more than four courses with later applicants denied admission because the course becomes oversubscribed.
Each applicant shall list their preferences for courses in order with 1 the highest priority, 2 the second highest, 3 the third highest and so on. The applicant shall be placed in his/her four highest priority courses on the application form.
Placement in courses with his/her fifth or higher priority shall be on a space available basis and after all other applicants have been given the opportunity to be placed in their four highest priority courses.
- Adopted by the Board of Directors on March 15, 2012
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