Regulations on UPV/EHU-specific courses

PREAMBLE

The Public General Act on Universities [Ley Orgánica de Universidades] permits universities, in the course of the autonomy conferred upon them, to set up courses leading to university-specific diplomas and degrees, along with continuing education and complementary studies courses, alongside the official courses valid throughout Spain for which the general guidelines are set by the central government.

Under Article 82 of the Articles of Association of the University of the Basque Country (UPV/EHU) approved by a Decree of the Department of Education, Universities and Research dated 15 February 2001, the UPV/EHU is permitted to give university-level courses leading to university-specific qualifications.

The purpose of university-specific qualifications is to provide a flexible, effective way of meeting demand in society for cultural, scientific, artistic and professional studies complementary to the official higher education syllabus. Universities can offer both types of studies, thus helping each one to establish its own distinctive profile.

The development of such courses must be governed by a specific regulation. The experience of recent years is taken into account in assuring that courses are offered with rigour, quality and excellence.

Changes in academic regulations at university level since the said decree was passed mean that the unified regulations now need to be revised and updated.

TITLE III. CONTINUING EDUCATION & COMPLEMENTARY STUDIES COURSES

Article 50.- Definition & Duration

Complementary studies courses are refresher, specialisation, retraining and knowledge extension courses for the continuing education of students.

The duration of university-level complementary studies courses and on demand training for companies or other external organisations may be no more than that required to earn 20 ECTS credits, and the requirements for admission must be set out in the relevant course proposal.

The modules or subjects that make up the syllabus for a UPV/EHU-specific qualification or an official master's course may be offered in the form of continuing education if they involve fewer than 20 credits. They will be organised and taught as subsequently established.

Article 51.- Requirements for Access & Admission

The requirements for access and admission must be set out in the course proposal.

CHAPTER I. PROPOSALS FOR THE PROVISION OF CONTINUING EDUCATION & COMPLEMENTARY STUDIES COURSES

Article 52.- Proponents

The Rector, the Vice Rector for the subject area, teaching centres (internal and attached), departments and university institutes (internal, mixed and attached) may put forward proposals for continuing education and complementary studies courses. Such proposals must be submitted to the relevant committee.

For continuing education and complementary studies course proposals put forward by centres and institutes attached to the UPV/EHU, the provisions of the relevant attachment or founding agreements will apply, along with the provisions of the covenants entered into between the UPV/EHU and the relevant organisations for purposes of setting the conditions for the provision and management of courses. Such covenants must be processed and approved together by the relevant committee and must be informed by the university areas affected and, in any event, by the Administrative Management Department of the UPV/EHU.

They must contain at least the following information: conditions for the provision of teaching; name of the body responsible for organising courses and the person responsible for financial management; name of the person responsible for the course; and financial points including, specifically, financial rights corresponding to the UPV/EHU.

In any points not covered by such covenants, the provisions of these regulations will apply.

Article 53.- Content of Proposals

  1. Designation of the person responsible for the course, who must be an employee of the UPV/EHU.
  2. Teaching guidelines, setting the number, content and duration of courses and seminars and whether they are compulsory or optional, theoretical or practical; establishing a course programme with the number of classroom hours, start and end dates, locations, work experience required and the assessment system envisaged.
  3. The minimum number of students is 5, except for modules on syllabuses for UPV/EHU-specific qualifications and official master's courses, where the minimum must be set in the relevant proposal.
  4. List of teaching staff, indicating the number of hours to be taught.
  5. Material resources and personnel available at organisational unit to cover the needs arising from the new course. The proposal must cover the relevant agreement for the use of premises.
  6. Full cost estimate including an estimate of overall revenues and expenditures.
    • The estimate for revenue must be detailed as follows:
      • Estimated revenues from enrolment fees & amounts of such fees.
      • Aids or subsidies from public and/or private organisations.
      • Other revenues envisaged.
    • The estimate for expenditure must be detailed as follows:
      • Remuneration of teaching staff from the UPV/EHU.
      • Remuneration envisaged for external lecturers and speakers.
      • Withholdings for general expenses.
      • Other general expenses.

Article 54.- Approval of Proposals

  1. Continuing education and complementary studies course proposals must be approved by the relevant committee. For repeated courses the final reports on previous editions will be taken into account. Courses are approved and enrolment fees set by the Social Council of the University, and the procedure is laid down by that Council must be followed.
  2. Any modification of a proposal after its approval must be authorised expressly by the relevant committee.

CHAPTER II: ORGANISATION OF COURSES

Article 55.- Academic Head

  1. Designation of the Academic Head of the course, who must be an employee of the UPV/EHU. For complementary studies courses provided jointly with another organisation, two academic heads may be appointed, provided that one is an employee of the UPV/EHU.
  2. The remit of the Academic Head is as follows:
    • To present the proposal for the provision of the course.
    • To draw up the final report.
    • To bring before the relevant committee any issues concerned with the relevant course.
    • To certify the hours given by the staff who teach on such courses.
    • To certify any issues concerned with the relevant courses.
    • To manage the budget allocation as provided for in these regulations.
    • To take charge of the programme of work experience for students, if any.
    • To handle all other tasks required for the successful development and operation of the course.
  3. The limits of his/her responsibility as Academic Head are as follows:
    • 10 hours on courses leading to fewer than 10 ECTS credits.
    • 20 hours on courses leading to between 10 and 20 ECTS credits.

Article 56.- Management Bodies

Financial and clerical management of complementary courses will be handled by the centre, department, institute or Vice Rector's office to which the Academic Head is attached.

Article 57.- Teaching Hours

  1. UPV/EHU teaching and research staff may devote up to the time equivalent to 10 credits per academic year to specific qualifications as a whole.
  2. UPV/EHU and outside teaching & research staff who teach on or handle managerial tasks for these courses may not enrol on same.

Article 58.- Remuneration of Teaching Staff

  1. The remuneration received by UPV/EHU teaching and research staff must be within the limits set in Article 5 of Royal Decree 1930/84, as amended by Real Decree 1450/89.
  2. In calculating the limits referred to in the foregoing paragraphs, the annual remuneration received for teaching on undergraduate and postgraduate-level specific degrees, continuing education and complementary studies courses must be added to any other remuneration during the same financial year from contracts covered by Article 83 of Public General Act [Ley Orgánica] 6/2001 (the Universities Act). The maximum amounts will be as set in the budgetary regulations of the University for each financial year.
  3. Teachers on these courses may receive income payable from undergraduate and postgraduate specific qualifications, continuing education and complementary studies courses in regard to credits that exceed their total effective teaching hours actually given on official courses. Without prejudice to the foregoing, the amounts receivable by teaching staff on UPV/EHU-specific courses (UPV/EHU-specific qualifications and complementary studies courses) whose agreed teaching hours are not covered will be reduced by one third until their contractual or regulatory teaching workload is completed. Once that workload is covered, they will receive the corresponding remuneration.
  4. Teaching staff from the University on UPV/EHU-specific qualifications and complementary studies courses that form part of the syllabus for an official master's degree, as indicated in these regulations, will in no case receive any specific remuneration given that the hours involved form part of their allocated teaching workload.

Article 59.- Clerical & Service Staff

  1. Administrative tasks will be carried out by clerical and services personnel employed by the UPV/EHU.
  2. Personnel may be hired via the Administrative Management Department of the University, which will handle their selection and the drawing up of the relevant contracts. Hiring costs will be charged to the budget allocation for the complementary studies course.

CHAPTER III. FUNDING & FINANCIAL MANAGEMENT

Article 60.- Funding

The complementary studies courses covered by these regulations must always be self-financed and course proposals must balance revenues and expenditures.

Article 61.- Financial Management

Financial management is subject to the current general regulations of the UPV/EHU and the provisions of the following articles.

Article 62.- Opening & Closing of Organic Management Units

  1. For financial management tasks, each complementary studies course must have an organic management unit as set out in the general regulations. If two editions of the course is held within the same calendar year, the same organic unit can handle both.
  2. The UPV/EHU-Specific Qualifications Unit will notify the Accounting Service when approval is given for the holding of the course, but it is the Academic Head who must request the opening of an organic management unit.
  3. The first signatory for the organic unit will be the Academic Head for the course and the second signatory must be an employee of the UPV/EHU designated by the proponent.
  4. For continuing education and complementary studies courses which comprise modules or subjects within specific for official qualifications, the organic management unit used will be that of the relevant UPV/EHU-specific qualification or official master's qualification.
  5. At the end of each edition of the complementary studies course, the organic unit will remain open for a year to settle all the expenses from that edition, or to serve the purposes provided for in Article 65. After that time the organic unit will be closed down and any remaining funds will be transferred to the general account of the university.

Article 63.- Revenues from Enrolment Fees

Revenues from enrolment fees are paid into the account set up for that purpose, and must be used directly to finance the expenditures arising from the relevant activities, as per the cost estimate submitted.

Article 64.- Revenues from Subsidies

If any subsidies are available for the course, the task of applying for, managing and justifying use of same will fall to the proponent and the Academic Head of the course.

Article 65.- Surpluses

Any surpluses may be used to cover potential deficits in the following edition of a qualification due to shortfalls in the expected revenues from enrolment fees envisaged in the cost estimate.

Article 66.- Publicly Set Fees

The fees for these courses and the fees for the issue of certificates will be set by the Social Council, at the proposal of the relevant committee.

Article 67.- Management of Expenditure

Expenses arising from the provision of complementary studies courses must be covered in full by the revenues from enrolment fees, subsidies and surpluses from previous editions, if any. They must be managed as per the general regulations of the University, taking the following points into account:

In complementary studies courses 12% of the total revenue from enrolment fees will be withheld (10% to cover general expenses incurred by the University and the remaining 2% allocated to the UPV/EHU-specific Qualifications Unit). In the case of experience learning centres the withholding will be 10%.

  • Payments to UPV/EHU staff resulting from their cooperation in teaching and managing courses will be made via their salaries, in line with the specific regulations in force.
  • Payments to non-UPV/EHU personnel will be subject to withholdings on account of personal income tax at the rate applicable at the relevant time.
  • All materials subject to inventory acquired with funding allocated to complementary studies will be the property of the UPV/EHU.
  • On complementary studies courses which are modules within official master's qualifications, revenues may be used to cover expenses arising from the provision of the master's degree, in line with the regulations on the management of master's degrees.

CHAPTER IV. COVENANTS

Article 68.- Types of Covenant

Apart from the covenants referred to herein, covenants for students' work experience, funding, the use of premises and such other purposes as may be deemed convenient may also be entered into.

Article 69.- Approval of Covenants

  1. If they match the standard-form documents set out for these purposes, covenants may be signed directly by the Academic Head of the qualification in question, who must report back to the relevant committee prior to their entry into force.
  2. If they do not match the standard-form documents they must be approved by the relevant committee and signed by the Vice Rector responsible or by the Academic Head for the qualification if he/she is authorised to do so by the said committee.
  3. When covenants are processed together with proposals for complementary courses, they must be submitted in all cases to the relevant committee for study and approval, and must be signed by the relevant Vice Rector.

CHAPTER V. PRELIMINARY REGISTRATION & ENROLMENT

Article 70.- Preliminary Registration & Enrolment

Arrangements for preliminary registration and enrolment on complementary studies courses will be as set out by the proponent of the relevant course.

Article 71.- Fees & Forms of Payment

  1. The publicly set fees may only be waived and/or reduced on instruction from the body authorised to do so.
  2. The proponent may ask the relevant committee to authorise the payment by instalments of enrolment fees.

Article 72.- Admission & Cancellation of Enrolment

  1. The decision on which applicants are admitted to complementary studies courses lies with the proponent and with the Academic Head of the course in question.
  2. Enrolment will be cancelled if the publicly set fees are not paid within the periods set. Enrolment may also be cancelled at the request of the applicant, in which cases any amounts already paid will be refunded only if classes for the course have not yet begun.

Article 73.- Insurance

Together with their enrolment fees, all students enrolled at the UPV/EHU pay a fixed amount for "enrolment expenses", which amount includes insurance cover. The said amount is paid once only, regardless of whether students are enrolled on more than one UPV/EHU qualification and on whether they are enrolled on official, UPV/EHU-specific or complementary studies courses.

The amount payable by other students who enrol on a complementary studies course will be set by the relevant body.

CHAPTER VI. ASSESSMENT

Article 74.- Assessment

On complementary studies and continuing education courses, the Academic Head must provide a list of students, indicating whether certificates are to be for attendance or successful completion for those who pass any assessment process envisaged. The said list must be certified by the Academic Head of the course.

CHAPTER VII. ISSUING OF CERTIFICATES

Article 75.- Certificates of Attendance & Successful Completion

Regular attendance at complementary studies courses and seminars at the University entitles students to receive an "attendance certificate", or a "successful completion certificate" if they successfully complete courses that include an assessment process.

Article 76.- Issuing of Certificates

The attendance and/or successful completion certificates referred to above will be issued by the corresponding Vice Rector. They may also be issued jointly together with other participating institutions and organisations, and will be registered at the UPV/EHU-specific Qualifications Unit.

Before the UPV/EHU issues these certificates, the fees set by the Social Council for each academic year must be paid.

CHAPTER VIII. FINAL REPORT

Article 77.- Presentation & Content

  1. As from the end of each course, the Academic Head will have one month in which to submit the relevant final report, including a financial report. The submittal of this final report is a prerequisite for the provision of any further editions of the relevant course.
  2. The financial report must show how closely costs match the cost estimate and what the final financial situation is, and must indicate the following:
    • Variations on the initial cost estimate.
    • Final settlement of the funding allocation.
    • Inventory of assets.
    • Detailed report on management of financial resources.
  3. The report must also indicate the following academic data: the calendar of classes for the course, the degree to which the course expectations were met, the number of students (broken down by gender), the results of surveys, the type of assessment applied and, if relevant, the conditions for the issuing of attendance certificates.

ADDITIONAL PROVISION ONE: The relevant committee of the UPV/EHU is empowered to draw up supplementary rules for the implementation of these regulations.

ADDITIONAL PROVISION TWO: The Vice Rector concerned is empowered to approve the standard-form documents on covenants referred to herein, in the light of a report from the relevant committee.

TRANSITORY PROVISION: The qualifications offered in academic year 2018-2019 may incorporate the names contained in these regulations, and any improvements on previous regulations, on the authorisation of the relevant committee.

DEROGATION PROVISION: All previous circulars, provisions and resolutions contrary to the provisions of these regulations are hereby repealed.

FINAL PROVISION ONE: On any points not covered by these regulations or such further regulations as may be drawn up, the provisions of current legislation will apply.

FINAL PROVISION TWO: These regulations will apply as from the day following the date of their publication in the Official Gazette of the Basque Country.