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Handbook of Operating Procedures

Continuing Education Services

Policy Number: 155


Continuing education programs



Date Reviewed:
March 2009
Responsible Office:
Office of the Executive Vice President & Chief Academic Officer; Expense Reimbursement Team
Responsible Executive:
Executive Vice President & Chief Academic Officer; Vice President, Finance and Business Services


The objective of continuing education programs sponsored or co-sponsored by The University of Texas Health Science Center at Houston (“University”) is to provide educational experiences primarily for practicing health professionals, faculty of health professional schools, and investigators in health fields. Departments are encouraged to participate actively in the delivery of continuing education activities within The University of Texas System, other state agencies, other institutions of higher education and professional organizations. Such activities include teaching in organized continuing education programs, short courses, seminars, workshops and public service seminars.

University continuing education programs are arranged by the individual schools, and more information regarding each program can be obtained through each school's Office of the Dean. Before departments may take any action toward developing a continuing education course, the course must be approved by the appropriate department of continuing education. The University will not fund or seek accreditation for courses developed or implemented without prior approval of the appropriate continuing education department.

If the continuing education course is self-supporting and the University does not collect any tuition or receive formula funding for the course, the department may set a fee for the course in an amount sufficient to recover the costs for providing the course. The deans of the schools and/or their designees must approve the amount of the individual fee to be charged for each continuing education course, but in all cases, the fee will be set in an amount sufficient to permit the University to recover the costs of providing the course.

The continuing education program director is responsible for determining the most qualified individual to teach a particular course. Whenever possible and feasible, the program director will request the services of faculty and staff from within the University. However, if a specific technique or subject cannot be taught by a lecturer from within the University, an outside presenter will be contacted.

Any proposed program that might conflict with the University's interests must be reviewed and approved in advance by the President. Under no circumstances should a continuing education event or participation in a continuing education event by a University employee imply endorsement of any commercial product or service. (Refer to HOOP Policy 20 Conflicts of Interest and Outside Activities.)


A. Rendering Continuing Education Services at the University

Payment to an employee for continuing education activities will be made if the work is performed for a department other than the employee's department and is in addition to his or her regular work load upon approval of the faculty member’s department chair and dean or unit head. Remuneration will be commensurate with the individual's contribution and must be at reasonable rates dependent upon the specific activity. Compensation for continuing education services is handled as additional salary to the employee through the University’s payroll system. All such payments shall be from funds generated specifically for continuing education.

Speakers for continuing education activities who are employees of other University of Texas System institutions must have the approval of the presidents of both institutions before they receive an honorarium for the service, if the honorarium will exceed $500 a day.

B. Rendering Continuing Education Services at Other Institutions

Employees who are considering rendering continuing education at other institutions should first consult HOOP Policy 20 Conflicts of Interest and Outside Activities.

Employees who absent themselves from the campus must submit a Travel Authorization for any courses given outside the University, whether or not there is any cost to the University. (The appropriate approval levels for these authorizations are listed in the Travel Guide.) This procedure does not apply to those individuals who choose to participate during scheduled vacations.

C. Medical Services Research and Development Plan (MSRDP) and Dental Services Research and Development Plan (DSRDP) Participants

All honoraria earned by MSRDP and DSRDP participants must have been earned in accordance with guidelines outlined in the MSRDP Bylaws and the DSRDP Bylaws.

D. Cost Basis for Fee

The cost basis for a proposed fee should include, as appropriate, all incremental costs of creating, marketing, and delivering the course, including salaries and applicable benefits for staff, faculty, teaching assistants, seminar speakers, tutors, graders, and other instructional personnel; travel costs for both staff and instruction personnel; all facility charges including appropriate administrative overhead charges (i.e. institutional support, information technology support, central administration/office support); charges for provision, maintenance and necessary upgrades of required equipment and software used by course participants or required to support the course offering; charges for textbooks, materials and supplies if provided directly to participants; miscellaneous costs including postage, fax and telephone expenses; and, for certain courses, the cost of supplemental seminars, events and activities required for participants.


    • Office of the Executive Vice President & Chief Academic Officer
    • 713-500-3082