Unit and Department Responsibilities

UB CPE is available to units and departments seeking to offer continuing and professional education courses to participants external to UB. These offerings may be free to enrollees or charge a fee. For fee-based offerings, the unit must first work with Financial Management to establish a fee schedule and an appropriate account. The unit or department is referred to as the Sponsor.

Units and departments offering continuing and professional education courses designed only for users with active UBITNames should request UB Learns administrative course sites and enable the self-enrollment option (Discover).

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Getting Started

When a sponsor is ready to set up a free and fee-based offering in UB CPE, the UB CPE support team will assist with creating the UB CPE offering registration page and the accompanying UB Learns course. Sponsors are responsible for promoting the offering, including sharing the registration page link with their audience.

Roles

  • 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.
  • UB CPE participants can use the UBCPE Password Reset Request form to request password resets.

Additional Roles and Responsibilities of the Unit and Department

Setting Up an Offering in UB CPE (Free or Fee-Based)

  • 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)
    • 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.

Fee-Based Courses

  • Sponsors are expected to work with Financial Management to establish a state account for each offering, approve fees and any applicable discounts (vouchers) 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.
  • Credit card information is stored in Financial Management's system, not in UB Learns.
  • If an offering includes taxable goods or services, the sponsor must work directly with Financial Management to set up a separate payment process outside 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.
  • 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 determined 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.

Note: 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. However, offering enrollment pages will not be available until the sponsor submits Financial Management's approved GL Code form to UB CPE.

Communications to Participants

The following points should be considered for inclusion on websites and in email communications:

  • Document your password. Participants can request a UB CPE password reset but should be aware that requests are only processed Monday through Friday from 9 a.m. to 4 p.m.
  • Keep the enrollment confirmation email.
  • 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.
  • Participants can also be referred to our support sites for answers to additional questions.

Records Retention

Additional Support

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

UB Learns Guides for Instructors

Additionally, instructors with active UBITNames who have questions about a UB CPE offering or would like instructional design assistance should submit a ticket to the UB CPE support team.

Request UB Continuing & Professional Education Support (requires UB login)