V.J. Contracts to Provide Educational Services
ADMINISTRATIVE POLICY TYPE: INSTRUCTION
POLICY TITLE: Contracts to Provide Educational Services
Types of Contracts
Contracts under s.38.14(3), Wis. Stats., are limited to the types of activities outlined below:
Basic Premises for Contract Delivery
- Customized Instruction - Any contract intended to provide instruction resulting in the submission of course records to the system office under the Client Reporting System. All instruction must be done under system office approved course numbers.
- Technical Assistance - Non-instructional activities (non-credit generating) which help a service recipient accomplish an organizational purpose, goal or mission. Examples of this are the design of a production line or employee testing.
- Fiscal and Management Services - Contract activities of a fiscal or management nature which are not intended to result in the service recipient acquiring the skills necessary to conduct these activities in the future. Examples are bookkeeping, accounting and data processing. Such services cannot be provided to business/industry or provided out-of-state. However, these services can be provided to public and private educational institutions, Wisconsin local government units, the state of Wisconsin, and the federal government.
Service Delivery Plan
- No employee of the district may receive any additional salary, benefits, or reimbursement for expenses based on work performed in the delivery of a contract for services where that employee is currently being compensated by the district for that work under existing conditions of hire with the district.
- As part of every contract service agreement, the service recipient must certify that they do not discriminate on the basis of age, race, color, gender, creed, national origin, disability, political persuasion, arrest/conviction record, ancestry, religion, marital status, or sexual orientation except where there is a bona fide occupational qualification.
- No district resident shall be displaced from any program or course solely on the basis of a contract for services with a service recipient.
- All payments received by the district from a contract service recipient will be deposited in the district treasury.
The district shall have a service plan developed consistent with WTCS Board Policy #321, Economic Development, which includes the following:
The service plan will be reviewed by the district’s private sector review committee as established in Administrative Policy V.CC.
- A needs assessment process identifying potential service recipients and their training needs.
- An assessment of district training delivery capability to meet client needs, taking into consideration the finite district resources and the availability of staff.
- Identification of the district’s product and service capabilities to meet client needs.
- Identification of other potential service providers in the district.
- A strategy for service delivery including prioritized educational services to be provided by the district under contracts, consideration of the availability and ability of other service providers to meet clientele needs, and criteria for client selection.
- Targeting of district services to priority training needs.
Services Outside District
- District personnel authorized to develop and sign contracts for educational services are approved by the Chief Academic Officer (CAO). An up-to-date listing of authorized personnel is maintained, monitored, and on file in the Financial Services Office.
- Contracts for educational services must be reviewed and signed by authorized district personnel prior to their execution ensuring consistent application of district policies and approved pricing. Designated contract writers are authorized to sign contract agreements with face values up to $5,000. Contract agreements in the amount of $5,000 or more, out-of-state contracts and foreign contracts are reviewed, authorized and signed by the academic vice president. Out-of-state and foreign contracts must be delivered at full cost recovery, as defined by Section 7 of the WTCS Financial Accounting Manual, to ensure that no direct or indirect costs associated with the contract are funded by the district.
- Any pricing exceptions for clients or donation/consignment agreements resulting in contract pricing exceptions must be reviewed and authorized by the Chief Academic Officer (CAO) before a contract is finalized. In any case, a minimum of standard tuition and material fees must be charged to a client in an educational services contract.
- The District Board of Trustees approves all contracts to provide educational services (training and technical assistance) via a summary report at their regular monthly meetings.
When contracting with a service recipient located outside the district, but within the state, follow the current WTCS Protocol for Delivery of Contracted Services Over College District Boundaries. The college shall notify the district where the service recipient is located of the existence of the contract within 30 days of execution of the contract. This protocol communication is developed and monitored by the Business and Industry Services Office and handled through a communication between contract protocol contacts.
Contract Pricing and Cost Recovery
New Contract Services
- Contract pricing for training, technical assistance and facility usage will be reviewed and established annually by the District Board of Trustees in February or March for the following instructional and fiscal year. This price list is made available to all contracting staff via the Contract Services handbook.
- The methodology specified in the WTCS Financial Accounting Manual will be used to determine the full cost of a contract. The district board of trustees will be provided quarterly reports on contracts not meeting full cost recovery including the full cost of each contract, the amount charged and the rationale for charging less than full cost.
When a new contract service deliverable is being considered by an instructional division or administrative unit, the existence of alternative service providers will be researched and considered. The administrative policy on Products and Services Provided by the District must also be carefully reviewed for compliance when considering new contract services.
Administrative Policy V.BB
WTCS Board Policy #409
Wisc. Stats. 38.001 (2) (b)
Wisc. Stats. 38.001 (3) (a)
Wisc. Stats. 38.04 (14) (a) 4
Wisc. Stats. 38.14 (3)
WTCS Administrative Code TCS 8