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Guidelines for off-campus interim proposals:

Well-planned, off-campus studies should provide a form of academic and intellectual stimulation that is often not possible on campus. They should also possess an identifiable and worthy academic component in line with Interim courses offered on campus. A few additional guidelines for off-campus courses follow:

1. Contents of the Course Proposal. In addition to the usual information required for Interim course proposals, a proposal to teach an off-campus course should include: (a) a clearly defined academic objective and an outline of the academic structure of the proposed course, including any necessary information/orientation meetings, (b) a justification for offering the course at a particular location, (c) an identification of the type of student for whom the course would be offered, (d) evidence that appropriate academic and housing facilities are available, and (e) a preliminary budget with a defense of the cost.

2. Approval of Off-Campus Courses. The Interim Term Committee will also consider proposed off-campus courses in the light of a concern for the stewardship of finances, energy, and travel, for a wise or appropriate distribution of subject matter and locations, and for the promotion of a responsible Christian life. The final approval of off-campus courses by ITC will be made only after all the off-campus proposals have been evaluated. The planning for most such courses must be done in the spring, tentative fees must be set, and an application for admission may be created after faculty approval. Off-campus courses are included in the total listing brought to the May faculty meeting for faculty approval and in a subsequent booklet available by May 15. The committee will neither review nor approve proposals submitted past the deadline.

3. Public Announcement. Public announcements may not be made until the instructor has been notified of approval. The instructor should set up, and announce in student-news, a public informational meeting. In some cases, a second meeting may be necessary. Students should know that fees are tentative until early fall, that they must pass an eligibility check (see #4 below), that they must register officially at the normal time for interim and spring registration, and that they must make request for interim grants by October 1. In some cases, students may be required to make a deposit before leaving for the summer.

4. Student Eligibility. To be eligible to participate in off-campus courses, students must meet the requirements of the college and of the specific course. The college requires that such students be in good social standing, and have a minimum cumulative GPA of 2.0. Applicants must also be recommended by the Dean of Residence Life or Dean for Student Development and approved by the instructor. (Students ruled ineligible to disciplinary action may be approved by the instructor after consultation with Student Life.) The Director of Off-Campus Programs is responsible for gathering the information and making all decisions on questionable academic eligibility.The instructor may limit eligibility for a particular course by defining prerequisites and conditions in the course proposal. Students must have preference over non-students. Non-students who wish to participate in off-campus courses must register as visitors and pay a fee in addition to the course fee (equal to one semester hour at the audit rate). The policy regarding exceptions to this fee is available on the Interim Visitor Policy website.

5. Budget. A preliminary budget must be submitted as part of each proposal for an off-campus course. Such budgets are given tentative approval if a course is approved, but a final budget must be submitted by November 1 to the Director of Off-Campus Programs. Because the college subsidizes off-campus courses through grants to students, budgets must honestly include all proposed expenses including lecturers and the cost of the instructor’s participation in the course, and the proposed student fee must be set to include all expenses. (Budgets should not include anticipated income from departmental or general college sources.) Furthermore, budgets must include an appropriate contingency item of 5-10%, depending on the certainty of the estimates in the budget. General guidlines are $1,000-$3,000 for a domestic course; $3,000-$5,000 for an international course. The Financial Services Office will give students refunds (when the fee exceeds the actual expenses) after the course books are closed.

6. Off-Campus Interim Courses in the Summer. In extraordinary cases, the Interim Term Committee has approved off-campus interim courses that occur in one of the subsequent summer sessions. Grounds for the calendar change should be carefully developed and presented with the proposal. Circumstances such as those related to weather are cited most frequently. Neither students (because they need the summer to work) or the Registrar (because of the system problems encountered), look forward to these, but such proposals will be reviewed if submitted. If approved, students register for the course as a “May” interim (i.e. 09/MA) rather than the January Interim (09/IN). Students may only register for one interim course in a calendar year; either January or May. Students who take two interims in a calendar year will have to pay tuition for the second.

Note: Please consult, if necessary, the Director of Off-Campus Programs for assistance in developing your course budget or the appropriate Interim Term Committee Department Liaison for questions related to course content, structure, and/or academic accountability.



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