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Memorial University of Newfoundland

  Memorial University of Newfoundland

Harlow Campus Usage

Approval Date: 2018-10-03

Effective Date: 2018-10-03

Review Date: 2022-10-03

Authority:

Provost and Vice-President (Academic)

Purpose

To outline the authority, roles and responsibilities for programs and activities undertaken at the Harlow Campus. 

Scope

Memorial University community usage of Harlow Campus. 

Definitions

Activity Coordinator — The employee or other designated individual, who is traveling with a group that includes students, and is responsible for coordinating the University-related Activities. The Activity Coordinator may also be the Travel Coordinator. This is a functional description not a position title.

Partner Institutions — Educational institutions or other organizations with an education mandate with whom Memorial has entered into formal agreements, generally for exchange of students, faculty, staff or interns.

Student Cohort — A group of students taking one or more credit or non-credit courses offered by a single unit or by a consortium of units.

UK — United Kingdom.

Policy

1. Governance and Oversight

The Harlow Campus is a facility located in Old Harlow, Essex, UK which supports programming and activities of Memorial University in relation to its three strategic frameworks. The Harlow Campus is governed by MUN (UK) Ltd., a company limited by guarantee. MUN (UK) Ltd. has a board of directors which directs the facility (see MUN UK in the Calendar). Under this arrangement, the Harlow Campus General Manager is responsible for operations and the Harlow Campus Finance Manager is responsible for financial matters at the facility.

The Board of Regents approves the annual budget of MUN (UK) Ltd.. MUN (UK) Ltd. provides annual reports to the Board of Regents on activities, usage, risk, finances, etc.

Staff at Harlow Campus report administratively to the MUN (UK) Ltd. board of directors and functionally to the Office of the Provost and Vice-President (Academic). Academic programs are developed and overseen by the Office of the Provost and Vice-President (Academic). For further details, see Harlow Campus Governance (TBD).

2. Roles

Harlow Campus employees provide support for teaching and learning, research and public engagement programs and activities taking place at or from Harlow Campus.

Harlow Campus employees are responsible for food services, general facilities management, housing and security at the facility. They provide on-going administration assistance to employees in relation to all bookings, field trips and any ad-hoc requirements. They also provide information to students, employees and other visitors about campus and local facilities, as well as travel guidance for local, national or European travel. In addition, they provide local accountancy service to support academic programs, including funds management, budgetary control, etc.

Program registration, pre-departure sessions and other student advising are managed by the home campus of the Student Cohort.

Immigration and other advice related to working in a UK context is provided by the Internationalization Office.

Instructor support related to program budget, financial administration of the program and program promotion is provided by the relevant unit.

Information Technology network services are overseen by the Information Technology Services unit at the St. John's campus. Harlow Campus employees provide direct IT support for student, employee and visitors using the Harlow campus.

3. Harlow Campus Usage 

Core activities for Harlow Campus include teaching and learning, research and public engagement, as outlined below. Activities undertaken at Harlow Campus must comply with applicable United Kingdom legislation and regulations, as well as Memorial University academic and non-academic policies and procedures, as applicable.

Normally, bookings are for less than one full semester.

3.1 Teaching and Learning

Harlow Campus is used by academic units to offer programs that provide an opportunity for Memorial University students and students from partner institutions to learn abroad. For booking purposes, these learning opportunities normally are given priority over other types of proposed activities.

A key element of any Harlow program is its experiential learning opportunities. This may include field trips and guest lectures, which, where possible, should be booked in advance.

Requests to book the Harlow Campus are considered on a first come, first served basis.

Proposals to offer a course or courses at Harlow are subject to the Procedure for Establishing a Harlow Campus Program, the Procedure for Harlow Campus Program Expenditures and the Procedure for Establishing Special Program Fees for Harlow.

3.2 Research

The campus is available as a base for faculty members and graduate students conducting research or further study in the UK on a first come, first served basis and in respect of other bookings. There is no time limit on the period of residency, subject to availability.

3.3 Public Engagement

The campus is available on a first come, first served as a base for alumni or industry or as a launch area for public engagement or economic / business development, as a gateway to Europe for Newfoundlanders and Labradorians. There is no time limit on the period of residency, subject to availability.

3.4 Funding

Activities as per the strategic frameworks at Harlow are funded:

In the case of Teaching and Learning - by academic units and the individual student participants. In certain situations, funding may be available from the academic envelope for academic units.

In the case of Research - by the research funds of the individual researcher(s).

In the case of Public Engagement - by those proponents, whether faculty, staff, alumni, government or industry, who are using the campus.

4. Jurisdictional matters

Travel to the UK is subject to Memorial's travel policies, in particular the Travel Outside of Canada policy and its related procedures

While in general Memorial's policies and procedures regarding legal, human rights and behavioural matters apply while employees and students use the Harlow Campus, these must be applied and interpreted in the context of the location of facility, in the UK. In addition, the Plans and Policies specific to the Harlow Campus and approved by the MUN (UK) Ltd. board apply.

Related Documents

Harlow Faculty Handbook
Harlow Campus Housing
Harlow Campus Emergency Management Plan
Harlow Campus Governance (TBD)
Travel Outside of Canada policy
Hosting policy
Travel - General policy

Procedures

For inquiries related to this policy:

Director, Internationalization Office, (709) 864-2330. 

Sponsor: Provost and Vice-President (Academic)

Category: Academic Affairs

Previous Versions:

There is at least one previous version of this policy. Contact the Policy Office to view earlier version(s)

Approval Date 0000-00-00   Effective Date 2013-11-05
Approval Date 0000-00-00   Effective Date 0000-00-00

Procedure for Establishing a Harlow Campus Program

Approval Date: 2018-10-03

Responsible Unit: Office of the Provost and Vice-President (Academic)

The Activity Coordinator responsible for a proposed Harlow Campus program ("the program") shall submit an Expression of Interest form to their Department Head and/or Dean's Office prior to the proposed date of study, a minimum of 13 months before the program date is recommended. The Expression of Interest form shall then be forwarded by the Department Head and/or Dean's Office to the Harlow Campus General Manager.

The Activity Coordinator must then seek formal approval for the program following the normal academic processes within the specific units.

Once a program has been approved by the Activity Coordinator's Dean, the Activity Coordinator shall contact the Harlow Campus General Manager to request to book the facility, providing the program dates, expected size of the group and the names of employees who will be accompanying the group. Once the booking is confirmed by Harlow Campus, the Activity Coordinator shall proceed to promote the program to students with support provided by the academic unit.

A minimum of six months lead time for program approval is recommended; applications to host a program at Harlow Campus received after this date will be considered as time and resources allow. The Registrar's Office shall be informed by the Activity Coordinator's unit of the program registration requirements. The registration in a Harlow-based course is restricted to students who apply and are accepted to the program, thus normally registration is completed via the add/drop form.

Harlow Campus will block-book rooms for anticipated students and apartments for anticipated instructors, and provide the Activity Coordinator a list of the room types and apartment(s) reserved.

At least two months prior to the start of the program, the Activity Coordinator shall provide the Harlow Campus General Manager with all room-share assignments for students, providing details on type of room (Maltings: single, shared twin standard/large; Cabot House: single, shared twin). At this juncture the Activity Coordinator must also provide details on instructors and accompanying family (if applicable).


Procedure for Establishing Special Program Fees for Harlow

Approval Date: 2018-10-03

Responsible Unit: Department of Financial and Administrative Services

Once a Harlow Campus-based program is approved by the Dean of an academic unit, the Activity Coordinator responsible for the program must make a written request to the Office of the Provost and Vice-President (Academic), through their respective Dean, for approval of the special program fee. This must be completed at least two months before the start of registration for the semester during which the program will be offered.

Requests must include a detailed breakdown of all costs (e.g., theatre tickets, transportation for field trips, etc.) to be covered by the special program fee.

Once approved, the recommendation is forwarded to the Associate Director, Financial and Administrative Services, and the Registrar's Office.

The Registrar's Office associates the special program fee with the applicable course(s) on the student administration system, so that when the student registers for the course(s), the special program fee is automatically charged to the student's account.

The Department of Financial and Administrative Services assigns a detail code to the special program fee on the student administration system to ensure the revenue is recorded in the proper general ledger account.


Procedure for Harlow Campus Program Expenditures

Approval Date: 2018-10-03

Responsible Unit: Office of the Provost and Vice-President (Academic)

The Activity Coordinator responsible for a Harlow Campus program ("the program") shall submit a budget in advance of its implementation (normally one year) to the appropriate Dean, who makes a recommendation to the Office of the Provost and Vice- President (Academic) or respective campus Vice-President, for approval. The approved program costs must be included in the budget of the appropriate academic unit. This procedure may also need to consider unit level-procedures.

All expenses must be accounted for in accordance with relevant Memorial University policies and procedures and approved in advance by the Dean of the academic unit.

Academic units involved with programs must request that a separate budget account be set up for each program, and all Harlow-related expenditures must be recorded in these accounts.

The program budget must include all relevant and permitted expenses and an estimate of possible revenue.

Program budgets will be reviewed by the Dean of the academic unit.

The following eligible program expenses must be included in program budgets for advance review by the Dean of the academic unit:

a) Instructors' costs. See below.
b) Program-related field trips.
c) Essential educational supplies.
d) Fees and expenses paid to visiting professors from other educational institutions, co-operating teachers and seminar speakers.
e) Miscellaneous program costs, such as photocopying, typing and telephone expenses and local transportation including bus, car or van rental.
f) Visits to Harlow by instructors and administrators from Memorial University when necessary to the program.
g) Other program-related expenses, such as hosting, as may be approved by the relevant Dean and in accordance with the Hosting policy.

Student Expenses
Students are responsible for paying their own personal expenses, including room and board, health insurance and any external travel expenses while at the Harlow Campus. Room and board expenses may be paid in advance or directly to MUN (UK) Ltd.

Students travelling from the Harlow Campus to daily work assignments are normally responsible for paying their transportation expenses.

Students may be eligible for Harlow Campus scholarships.

Tax Deductible Allowance for Student Program Fees
In addition to tuition and associated fees, students pay a special program fee to cover necessary costs such as site visits, field trips, museum and theatre visits that the instructor(s) deems essential to the Harlow program. These fees will vary per semester and program depending on the planned activities.

As these fees are built into a formal fee structure, students are issued a T-2202A tax form, allowing this special program fee to be a deductible allowance.

Instructors Costs
The Travel - General policy applies in the case of each instructor teaching or supervising students in a program at the Harlow Campus.

The University shall pay the following costs on behalf of each faculty member teaching or supervising students at the Harlow campus:

a) Travel expenses from St. John's or Corner Brook to Harlow Campus and return. Return airfare booked must be the cheapest available; the University reserves the right to determine the maximum eligible airfare.

b) Accommodation expenses at the Harlow Campus, including rent, heat, light and any other approved expenses (such as cell phone costs). If an instructor cannot be accommodated at the campus, accommodation may be paid elsewhere.

c) Local travel expenses on University or program-related business. Such expenses must be approved and accounted for as per University policy.

d) In lieu of a per diem, a one-time cost of living allowance:
a. for 12-week programs: $900 CAD
b. for 6-week programs: $450 CAD

This allowance will be reviewed every two years by the General Manager of Harlow Campus in conjunction with the Office of the Provost and Vice-President (Academic) to ensure it reflects the cost of living in the U.K.