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Regulation 1054. Requirements for Course Budget

Course coordinators presenting, or planning to present, a POST-certified tuition-based course are to use the following tuition and budget requirements and limits when submitting the Course Administration Information and Course Budget via the EDI System.  Budgets are not required if the certification request is for a conference.  Allowable per presentation costs for establishing tuition and course budgets are as follows:

(a) Instructional Costs

Up to $35 per hour, except as noted below, for each hour of instruction, per instructor, may be claimed.  Fringe benefits and instructor preparation shall be included in this amount.  Up to $90 per instructional hour may be approved in instances of special need for particular expertise, based upon written justification from the presenter.  On those limited occasions where it may be necessary to obtain special expertise to provide training, the maximum of $90 per instructional hour may be exceeded upon prior approval of the Executive Director.  Charges for instructors cannot be claimed if they are providing instruction while on duty for their agency.

(b) Development Costs for Tuition-Based Courses

When POST has specifically requested development of a new course or revision of an existing course, development costs may be negotiated with POST.  When approved by the Executive Director, such costs shall be prorated as a portion of tuition for an agreed-upon number of presentations.

(c) Coordination

Coordination costs may be requested based on the type of services performed.  Coordination is categorized as:

(1) General Coordination, and

(2) Presentation Coordination

General Coordination

General Coordination is the performance of tasks associated with the development, pre-planning, and maintenance of any certified course.  Maintenance includes: scheduling, selecting instructors, eliminating duplicative subject matter, providing alternate instructors/instruction as necessary, allocating instructional time to each subject, evaluating instructors, selecting training sites, supervising support staff, and administrative reporting.  General Coordination costs may be charged at the rate of $55 per 8 hours of instruction but may not exceed $440 per presentation.

Presentation Coordination

Presentation Coordination is the performance of tasks related to course quality control, i.e., observing and evaluating instructors at the instructional site; identifying the need and arranging for the appearance of alternate instructors, when assigned instructors are not available; and being responsible for the development of a positive learning environment.  It is required that the Presentation Coordinator be in the classroom, or its immediate vicinity, to resolve problems that may arise relating to the presentation of a course.  Approved rates for presentation coordination, per instructional hour, may range from $15 to $25.  Rates that exceed $15 per hour must be supported by written justification that substantiates the higher cost of the coordinator.

(d) Clerical Support

Actual hourly rates for clerical support may be allowed up to $15 per instructional hour in accordance with the following formula:

Course Length

Maximum Hours of Clerical
Support Permitted

24 hours or less

25 to 40

More than 40 hours

24 hours

40 hours

100 hours


(e) Printing/Reproduction

The actual cost for printing of brochures and handouts may be allowed.  Requests for reproduction costs shall not exceed nine cents per page.  Student workbooks are not considered handouts.

(f) Books/Films/Videotapes/Instructional Materials/Equipment

Actual expenses may be allowed, provided each expense is identified.  Expendables, such as programmed texts, may be allowed in the same manner.  A one-time expenditure for purchase of textbooks may be allowed, provided the textbooks will be used in future course presentations.  Films, videotapes, and instructional aids should be rented or obtained without charge.  When rental costs for multiple presentations will exceed the cost of acquisition, purchase may be authorized by POST.  If a film/videotape, instructional material, or equipment purchase is authorized by POST in advance; such materials shall be used in future course presentations and will remain the property of POST.  Purchase cost shall be prorated over a reasonable number of presentations based on the item's anticipated service life.  If the course is decertified; or if the purchased books, films, videotapes, instructional materials, or equipment are no longer necessary for use in the course; they shall be delivered to POST.

(g) Paper/Office Supplies/Mailing

Actual expenses may be allowed, provided each expense is identified.

(h) Coordinator/Instructor(s) Travel

An estimate is to be made of necessary travel expenses for advance budget approval.  Expenses for local area travel are allowable only when travel exceeds 25 miles one way or if travel is necessary to an additional course site.  If a course presentation is authorized outside of a 25-mile radius of the presenter's principle place of business, travel expenses may be allowed in accordance with existing State regulations covering travel and per diem.

(i) Miscellaneous

Any other cost of materials and other direct items of expense may be approved by POST, based upon documented costs.

(j) Indirect Costs

Indirect costs may not exceed 20% of specified budgeted items. Indirect costs may be claimed only for expenses related to instructor salaries, instructor travel, coordinator salaries, coordinator travel, and clerical salaries.

(k) Calculation of Tuition

All budgeted costs (direct and indirect) are added to determine the total cost.  The tuition cost per student shall be determined by dividing the total cost by the maximum number of students approved per presentation (refer to Regulation 1055(e)).  For each presentation, course presenters may exceed the maximum enrollment up to 20% to compensate for unavoidable under-enrollments due to late cancellations.  However, it is the presenter's responsibility to monitor over-enrollment so that by the end of the fiscal year, the total number of students does not exceed the approved maximum number established by the terms of certification.  In the event over-¬≠enrollment is not properly managed and adjusted during the fiscal year, the Commission may:

(1) Reduce the course tuition,

(2) Require the presenter to conduct presentation(s) without tuition,

(3) Require the presenter to provide prorated refunds to trainees, or

(4) Decertify the course.

(l) Subventions

Course presenters shall include in the course budget any outside subventions that support presentation of the proposed course.

 

(Revised 12/09/2015)
 

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