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STATE BOARD CONTINUING EDUCATION UNIT (SB-CEU) APPLICATION AND MONITORING GUIDELINES
Montcalm Community College
2800 College Drive, Sidney, MI 48885
Contact: Carol Hopkins
Phone: 989-328-1260
Email: carolh@montcalm.edu
Fax: 989-328-2950
State Board Continuing Education Units (SB-CEUs) are credits granted to individuals who complete State Board-approved professional development programs in accordance with the Michigan Department of Education (MDE) SB-CEU policies. As an authorized sponsor, Montcalm Community College established the following guidelines in order to comply with the Michigan Department of Education policies governing the granting of State Board Continuing Education Units (SB-CEUs).
BEFORE PROGRAM APPROVAL:
- The application must include an agenda of the scheduled event clearly stating the topics to be discussed and reflecting the actual contact hours. Welcome, breaks, and meal times are not included in the contact hours. Contact hours will be converted to SB-CEUs using a ratio of 10 to 1 (10 contact hours = 1 SB-CEU).
- Training sessions longer than two and one half-hours (2½) must include a 15-minute break. Additionally, a minimum of 45 minutes must be included for mealtime if the session is five (5) hours or longer. Mealtime that includes a speaker cannot be included as part of the contact hours.
- The following programs cannot be approved for SB-CEU:
- Staff orientation programs
- Business meetings and retreats
- Lecture series or cultural performances
- Self-help programs and personal activities
- Programs leading to high school equivalency
AFTER PROGRAM APPROVAL:
- Once an application has been reviewed, it will either be accepted or rejected. If accepted, it will be submitted to the MDE for final review and approval. Rejected applications will be returned with explanation for such decision and required changes. Montcalm Community College will notify applicants via email of the final action taken by the MDE.
- Approved applications will be assigned an approval number by the MDE.
- Applicants may withdraw their applications prior to being granted an approval by submitting a written notice to Montcalm Community College. Applicants wishing to withdraw an application once it has been approved are required to send a notice of cancellation (See Program Changes below). A refund of application fees will not be provided once a program has been approved.
- Each participant is charged a $10 application fee. Registration forms are included for them to fill out.
- Your program must be conducted exactly as it was submitted.
- Do not change the start time, end time, or lunch time for any reason. If this procedure is not followed, you risk losing the SB-CEUS for which you applied. It will be your responsibility to inform your program participants.
- It is a good idea to always announce to the class that missing any portion of the class will cost them their SB-CEUs. 100% attendance is required.
MONITOR RESPONSIBILITIES DURING THE PROGRAM:
The MDE has strict requirements for monitoring a program. You will serve as the monitor for this program and your duties and responsibilities are listed below. Please read them carefully and comply with the directions.
- Sign-in and sign-out sheet:
- Provide a sign-in and sign-out sheet for each day. All participants can sign in/out on this sheet whether they received SB-CEUs or not. Participants MUST include the “actual” time that they sign in and out, and not just list the program times. They may lose credit if they do not use actual times.
- Participant Attendance Record:
- Give a Participant Attendance Record to everyone wanting SB-CEUs.
- On the record, the monitor must initial the IN time if the person arrives before the program begins. (Use red or blue ink)
- Do not give application to anyone arriving after the programs begins. Pick up the applications if they are laying on a table when the program begins. Also, draw a line after the last name on the sign-in so you will know if anyone has arrived late.
- Do not accept applications that are not turned in personally to you at the end of each day.
- If the program is more than one day long, collect applications at the end of each day and hand out when person checks in for the next session.
- Monitor must initial the END time. Collect Application/Attendance forms at the conclusion of the program (do not accept forms turned in before the conclusion of the program, left laying on a table, mailed in, or in any way that you cannot verify 100% attendance)
- Attendance must be closely monitored. It is the strict requirement of the MDE that the participant be in attendance from beginning to end each day. You could lose your opportunity to apply for SB-CEUs if these directions are not followed.
- If a participant is late or leaves early, draw a line through the application and indicate the reason that SB-CEU criteria was not fulfilled and send to Carol Hopkins, Montcalm Community College.
MONITOR RESPONSIBILITIES AFTER THE PROGRAM:
Program Monitor Cover Letter:
- Complete the SB-CEU Program Monitor Cover Letter and send with the original SB-CEU Application/Attendance Records, the Attendance Sheet signed and dated in red by you, the monitor. Also, highlight the names on the attendance sheet of those people applying for SB-CEU credit.
Evaluation/Feedback:
- An evaluation/feedback form must be completed and the results compiled for the MDE file. You may design your own feedback form to garner the information you want to know.
- The one (or two) page compilation may be mailed within two weeks after the conclusion of the program. Do not send all the evaluations! They will be returned to you for a compilation.
- Once the participant’s information is entered into the database, they will receive a copy of their SB-CEUs application as a verification of receiving SB-CEUs for the program.
FINAL CHECKLIST: (This documentation must be mailed to Carol Hopkins upon the program’s conclusion)
- The SB-CEU Program Monitor Cover Letter (send immediately)
- Participant Attendance Record completed by each participant receiving SB-CEUs (send immediately)
- The sign-in sheet with highlighted names of those sending SB-CEU applications and signed by you (in red or color other than black -- send immediately)
- The compilation of evaluation results (within two weeks of the close of the program).
- The program file is CLOSED at the end of 30 days. Please have everything completed by that time or your applicants will not receive their SB-CEUs.
Program changes:
- Cancellation:
- Notify Montcalm Community College in writing of cancellation of approved programs, either in advance of the scheduled event (if known) or within three weeks from the ending date of scheduled event.
- Rescheduling:
- Notify Montcalm Community College in writing of any impending program rescheduling in advance. Include an explanation for the circumstances that required changes in scheduling. Rescheduling for a later date than the originally scheduled one is permissible. However, rescheduling will not be approved for a date earlier than the original starting date of the program unless the rescheduled date is 30 days in advance of the rescheduling notice.
- Other Changes:
- Notify Montcalm Community College in writing of any other changes in the approved program. This includes time of the event, agenda, location, presenters, etc. Changes cannot be made to the number of SB-CEUs approved for the program.
Program publicity:
Applicants may not announce the availability of SB-CEUs unless first approved by the MDE. Publicity for programs approved through the sponsorship of Montcalm Community College must state clearly the number of approved SB-CEUs, and program title, date, time, location, and registration information. The publicity should also include a statement acknowledging Montcalm Community College as the authorized sponsor of the approved SB-CEU.
Program monitoring:
Montcalm Community College may monitor any approved program without prior notice to ensure compliance with the MDE SB-CEU policies and procedures.
Program violations:
Montcalm Community College will enforce the MDE SB-CEU policies and guidelines. Failure by applicants to comply will result in program revocation and denial of future program applications.
Participant records:
Individual SB-CEU requests will be recorded within two weeks of receipt. Montcalm Community College will maintain the SB-CEU participant records for a minimum of seven years from the ending date of approved events.
Official transcripts:
Participants will be issued transcripts upon written request only. Send your request in writing and include the following:
- First name
- Middle name
- Last name
- Maiden name (if applicable)
- Social security number
- Date of birth
- SB-CEU program name and date
- Contact information (phone number or email address)
- Your written signature
Send to: Carol Hopkins, Montcalm Community College, 2800 College Drive, Sidney, MI 48885
Email: carolh@montcalm.edu
Fax: 989-328-2950
For further information, please contact:
Susan Hatto, Dean of Continuing Education & Instructional Services
SB-CEU Coordinator
Montcalm Community College, 2800 College Drive, Sidney, MI 48885
Phone: 989-328-1254
Email: susanf@montcalm.edu
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