Administrative Policies and Procedures

Flexible Learning/Correspondence Study has been in existence for many years and the name has changed during that time. Flexible Learning, Correspondence Study, and Independent Study all refer to the same office within the Division of Continuing Education.

I. Contracts

Upon initial appointment the author will receive a contract from Flexible Learning.
                       
A. Approval: Written approval is required from author’s sponsoring department prior to a commitment with Flexible Learning.

B. Time Commitment: The author is asked to instruct for one year following development of their course.

C. Graduate Students : If a graduate student is appointed to teach a college credit course, he/she must meet the standards in Section 4.4 of the southern Association of Colleges and Schools Criteria for Accreditation (December 1984). The standard is:  “All part-time faculty teaching at the baccalaureate level must have completed at least 18 graduate semester hours in these teaching fields and hold the master’s degree.”

II. Departmental Policies

A.        Absence

1. Notify the Academic Progress Section Leader in writing if faculty member plans to be away to ensure that the faculty member can access course assignments online or have the papers mailed to the alternate address.
2. For sabbaticals or extended absence, secure approval from your department for a substitute. Submit written notification with approval and duration of absence to Flexible Learning. 

B.        Termination/Resignation

1. Submit written notification to Flexible Learning 30 days prior to termination/resignation.
2. Make necessary arrangements with Flexible Learning for the receipt of course materials.

1. If a faculty member leaves his/her institution, this incurs a transfer of teaching responsibility.
2. It is not permissible for college courses to be taught by faculty outside the State University System unless approved by the Director and the sponsoring department chair.
3. With the approval of the losing and gaining departments faculty member may transfer their college course to another State University System of Florida institution. 

D. Contacting Flexible Learning

Please contact us if you have any questions or concerns.

III. Administrative Procedures

A. Faculty Pay

1. Extra State Compensation
   A request for Extra State Compensation must be made to the Flexible Learning/Correspondence Study unit if you are employed by a state agency.
2. Approval must be obtained if:
   You are employed in excess of one full-time equivalent position.
   You receive compensation from two sources, such as salary and OPS funds.  The original source of all payments made to Independent Study faculty is from OPS funds, regardless of whether the system of payment is OPS or Extra State Compensation.
   You receive compensation from more than one state agency, such as FSU and UF.
3. If instructor is university faculty, administrative and professional, TEAMS, and USPS employees, the Department of Independent Study will prepare the necessary Extra State Compensation form.  Independent Study is considered the secondary employer in this case.
4. Extra State Compensation payments from Independent Study as a secondary employer of University of Florida employees arrives as a separate check if appointed on a salaried line.  The check will be sent to faculty’s home department for distribution.  If faculty member is not at the University of Florida, a check will be mailed directly to them.
5. Total annual payment under Extra State Compensation from the secondary employer may not exceed 25% of the full-time equivalent (FTE) salary from the primary employer.

B. Other Personal Services

Other Personal Services means the compensation for services rendered by a person who is not a regular or full-time employee filling an established position.  This shall include, but not be limited to, temporary employees, student or graduate assistants, consultant fees; other services specifically budgeted by each agency in this category.

1. If a faculty member falls under the above definition, they will have an OPS appointment with Flexible Learning/Correspondence Study. Instructors and professionals who are not state employees, graduate assistants, or retired faculty will be appointed this way.  A request for Extra State Compensation is made for individuals already on OPS appointments (such as graduate assistants at state universities other than UF).
2. Florida law precludes state retirement and continued teaching for Independent Study during the first month after full retirement. Up to 780 hours of re-employment is allowed during the second through twelfth month of retirement.

C. Retirement

1. Notify the Flexible Learning/Correspondence Study unit at least 90 days prior to retirement.

D. Payment Notification and Annual Reappointment

1. Notification is given each pay period indicating number of lessons submitted for payment.  This notice is for faculty member’s files, and not required for receipt of payment.
2. All instructors will be re-appointed each new fiscal year, either on Extra State Compensation or OPS.  If the instructor is on Extra State Compensation, an appointment will be sent in the spring to insure processing prior to July.  If the faculty member is on an OPS appointment, the appointment is automatically renewed annually.
   

IV. Questions

Instructors should refer all questions to Flexible Learning/Correspondence Study so that the questions can be answered as quickly as possible.