Unit and Departmental Responsibilities

Units and departments who wish to offer content through UB CPE will need to meet at least one of the following criteria:

• Intend to enroll users who are external to UB (participants do not have active UBITNames)
• Intend to charge a fee for an offering

• Sponsors are expected to work with Financial Management to establish a state account for each offering, have fees and any discounts (vouchers) approved, and obtain a GL Code for each offering. Financial Management anticipates that the process will take 30 to 45 days. Sponsors will need to submit two forms to Financial Management.
  • Non-Credit Bearing Professional Development Program Fee Approval
    
  • GL Code Requests
    
• If an offering includes taxable goods or services, the sponsor must work directly with Financial Management to set up a separate payment process outside of UB CPE.
• Upon approval, Financial Management will send the sponsor a PDF listing approved fee structures and a GL Code. Sponsors should email the PDF to UB CPE (ubcpe@buffalo.edu), who will create the fee-based offering.
• While waiting for approval of fee structures and a GL Code, a sponsor can request a course shell in UB Learns when completing the intake form. Note: Fee-based offerings will not go live until the UB CPE support team has received the Financial Management approval document.

Each department should have an established refund policy. Participants should be encouraged to keep their UB CPE enrollment confirmation email containing instructions on accessing the content on UB Learns. This email has information that will help with processing refunds. Once the unit or department has decided that a full or partial refund is necessary, they will use the UB Continuing and Professional Education Support form to request the processing of the refund.

• Sponsors must submit the UB CPE New Offering Intake form before the UB CPE support team can set up new offerings.
• The UB CPE New Offering Intake Form includes fields for the following:
  • Offering title
  • Short offering description (maximum of 175 characters, including spaces)
  • Long offering description (no limit)
  • Unit, department or service entity code (four-digit code)
  • Start and end dates for enrollment
• The UB CPE support team will send the sponsor a direct URL for each offering.
• Search engines do not crawl the UB CPE site, so units and departments are responsible for marketing their offerings.
• Consultations with the UB CPE support team are available during the offering creation process by emailing ubcpe@buffalo.edu. Sponsors should direct any questions about fee schedule approvals and GL Codes to Financial Management.
• Units and departments are responsible for directly supporting participants, including technical issues, refunds and account longevity.

Guides for Instructors are available on the UB Learns support site.

UB instructors, facilitators, teaching assistants, course builders and graders can request instructional support by submitting a ticket to the UB CPE support team.

• Only UB employees with active UBITNames can be sponsors.
• Users with active UBITNames who will have elevated roles in the course in UB Learns (Instructor, Facilitator, Teaching Assistant, Grader, Course Builder) can be enrolled manually in the UB Learns course associated with the UB CPE offering.
• Requests for accounts for people without active UBITNames who will have elevated roles in the course in UB Learns (Instructor, Facilitator, Teaching Assistant, Grader, Course Builder) should be identified when submitting the UB CPE New Offering Intake form.
  
• Important: Each participant in a non-elevated role, including those with an active UBITName, must create a single UB CPE account. Participants cannot use an @buffalo.edu email address when creating an account.
• Participants can use the UBCPE Password Reset Request form to request password resets.

• UB CPE will host an offering until it is no longer active. However, after each course session, units and departments should capture and store participant data and interactions in the UB Learns course to follow UB's Record Retention and Disposition Policy.
  
• Directions for exporting and downloading course content and student interactions from a UB Learns course are available on the UB Learns support site.
  

• Document your password. If a password reset is needed, contact the department.
• Keep your email that confirms enrollment.
• If a refund is warranted, include the course enrollment confirmation email with the refund request. The confirmation email contains critical information that will help in the processing of a full or partial refund.
• Questions about course navigation, assessment submissions, grading and course completion should be directed to the instructor.

Content is hosted on UB Learns. Guides for Instructors are available on the UB Learns support site.

In addition, instructors with active UBITNames can request help with instructional design for their courses.

Have a question or problem? Submit a support ticket to the UB CPE support team.