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Pima County Community College District Standard Practice Guide

SPG Title:  Contract Training and Services
SPG Number:  SPG-3116/AA
Effective Date:  3/7/11
Approval Date:  3/7/11
Review Date(s):
Revision Date(s):
Schedule for Review & Update:  Annually
Unit Responsible for Review & Update:  Provost/Executive Vice Chancellor, Academic and Student Services
Sponsoring Unit/Department:  Provost/Executive Vice Chancellor, Academic and Student Services
Regulation Title & No.:  Educational Contract Training and Services, RG-3116/A
Board Policy Title & No.: Educational Contract Training and Services, BP-3116
Legal Reference:
Cross Reference:  Curriculum Alignment, Unification & Placement, SPG-3105/AA; Contracts, SPG-1302/AB; Educational Contract Training and Services, BP-3116; Educational Contract Training and Services, RG-3116/A

1.0     Purpose

1.1     The purpose of this standard practice guide is to establish procedures for the implementation of contract training for the College.

2.0     Oversight and Operational Procedures

2.1     Community Campus (CC) serves as the broker and primary provider of contract training and services for the College. 

2.2     Each campus is encouraged to identify contract training opportunities with external clients in the community.

2.3     If a campus refers a client to another campus for contracted services, a finder’s fee will be negotiated for the referring campus.

2.4     The Curriculum, Alignment, Unification and Placement (CAUP) standard practice guidelines that establish a lead campus designation for specific programs will be followed in contract training delivery.  Consequently, a campus can be identified as a “lead” campus with respect to contract training delivery for a specific program following the CAUP.

2.5     When a campus other than CC has identified and initially met with external clients seeking contract training or services, the following procedures are followed to help ensure quality and consistency throughout the College and the community:

  1. When discussions regarding specific contract deliverables are at the early stages of discussion with the client, the Lead Campus will notify and consult with CC in the development of the framework, structure and pricing of the training and/or services requested.  The collaboration between the Lead Campus and CC will help to ensure the contract reflects consistent practices and pricing.
  2. The Lead Campus with support from CC will develop the deliverables and the budget utilizing the approved Contract Training Budget Template. This budget will include all direct and indirect costs for the project.
  3. The Lead campus conducts the negotiation of the contract with the client and/or may request assistance from the CC contract training staff.
  4. Once terms are agreed upon, Community Campus is responsible for the initial development of the contract for the Lead Campus.
  5. The Lead Campus is responsible for obtaining needed signature(s) for the contract and submits a report to the Board of Governors (BOG) for approval as needed.
  6. The Lead Campus will develop and provide the specific deliverables to the client. CC will assist upon request.
  7. Community Campus will work with the Lead Campus if needed to submit the invoice request to bill the external client.

3.0     Funding

3.1     The College’s general fund does not support contract course development, coordination and delivery.

3.2     If a general fund position is utilized to negotiate, develop, coordinate or deliver contract training and/or services, the contract must reimburse the general fund for all salary, fringe benefits and any other expenses.

3.3     The CC Contract Training staff are supported solely by designated funds.  They are responsible for seeking out new contracts, negotiating and delivering training.

3.4     Contracts must cover over all expenses.  In addition to direct costs, a percentage shall be added to each contract to cover:  a) indirect costs affiliated with delivery (at least 27%); b) Community Campus support (negotiated on a per contract basis); c) campus finder’s fee (if applicable, negotiated on a per contract basis).

4.0     Definitions

4.1     Broker:   Responsible for assistance in negotiations, program development, budget development, client relationship and services, contract development, preparation of invoice request and internal allocation of funds.

4.2     Client:   External organizations including business and industry, government agencies and community based organizations, requesting instruction, assessment, or other educational services.

4.3     Contract Training:  Development, negotiation, coordination and delivery of instruction or other educational services to external clients for a fee.

4.4     Deliverables:   Delivery of contract training and/or services including:  student registration and student accounts; curriculum development and approval process; assessment testing; location; instructor hiring and supervision; scheduling of classes; purchasing of books, materials, supplies and consumables; instructor evaluation; maintenance of client relationship.

4.5     Indirect Costs:  Represent the expenses associated with doing business that are not readily identified with a particular contract, but are necessary for the general operation of the organization and the conduct of activities it performs.

4.6     Lead Campus:  Campus responsible for delivery of training and/or services based on CAUP.