TMS Short Course Procedures

	TMS ONLINE \| MEMBERS ONLY \| SITE MAP TMS Procedures for Short Courses

Organizer/Presenter Responsibilities

Step 1

Contact appropriate Division Continuing Education Representative or the TMS Manager of Continuing Education to obtain the Short Course Proposal Form (PDF). Complete the form being sure to include the following minimum of information:

Course content overview
Who should attend and benefits to attendees
Topical course outline
Biography for each presenter
Draft copy of course notes (if possible)
Ten industrial contacts to be used by the division education committee and/or TMS staff to determine marketability of the proposed course

Note: No course will be considered for approval without submission of a completed proposal form along with the minimum accompanying information. The number of presenters to be reimbursed per teaching day for expenses will not normally exceed 2 presenters for a 1-day course and 3 presenters for a 2-day course. Special situations requiring additional presenters must include pre-approval provision for additional presenters and the cost may be the responsibility of the sponsoring division(s). The standard planning period for presentation of a short course begins 18 months prior to offering. Organizers/presenters should make every effort to submit the course proposal as early as possible. The above procedures applies only to new courses. Courses already taught can be considered on the basis of old proposal forms and performance data from the previous offering, unless there are significant changes in the course.

Step 2

The completed short course proposal form is submitted to the Division Continuing Education Representative with all requested information attached. A second completed copy is sent to the TMS Continuing Education Department. This will facilitate the approval process.

Step 3

The TD Continuing Education Representative will evaluate the proposal based on division guidelines and input from technical committee resource persons. The TD Continuing Education Representative then seeks approval from the Division Executive Council.

Step 4

Once approved by the Division Council, the proposed course is submitted to the TMS Continuing Education Department for final review and scheduling.

Step 5

TMS staff will notify presenters when any additional promotional materials are needed. TMS reserves the right to edit all promotional materials as necessary. Note: Approvals should take place prior to the year needed for planning, promotion and delivery of a short course. Therefore, if you wish to present a course at the Annual Meeting in 2007 you should begin the approval process in the Fall, 2005, 18 months before the course is presented.

Step 6

Presenters sign the TMS short course contract and return it to the TMS Continuing Education Department as requested. Contract Specifics: The contract will stipulate the benefits to TMS short course presenter and state the deadline dates. Benefits:

$800 honoraria per teaching day to be divided among all presenters
$50 per diem per teaching day for each presenter
one night lodging per teaching day for each presenter
round-trip coach airfare to short course site for each presenter arranged by TMS travel agent
a 20% share of any income after expense/income generated by the course

Deadlines include:

return of signed short course contract
return of completed housing and audio-visual forms
submission of completed, clear, clean reproducible copy of the short course notes

Step 7

Presenters return housing and audio/visual forms to the Continuing Education Department as requested and specified in the contract.

Step 8

Presenters send to TMS a clear, clean, reproducible copy of short course notes as requested and specified in the contract.

Step 9

Presenters attend a brief on-site orientation session the evening prior to the short course presentation. The orientation session will include a tour of on-site facilities, discussions of daily schedules for breaks and meals, handling of honoraria with completion of IRS form 1099, and introduction of key on-site personnel.

Budget Policies

It is the responsibility of the Manager of Continuing Education to develop and implement working budgets for each short course program based on guidelines established and in accordance with the TMS Financial Management Plan. Current budgetary policies and parameters include but shall not be limited to:

minimum attendee break-even number (normally 16)
member, non member, discounted and student (optional) pricing structure with late registration processing fee to be based on projected course expenses
maximum reimbursable presenter airfare $500 unless otherwise contracted
net surplus, if any, to be distributed in accordance with the TMS Financial Management Plan as follows: 50% to TMS, 30% to the sponsoring division, 20% to the presenter(s)
each division will receive their 30% net surplus from all short courses for that division. TMS will absorb 70% of the total deficit, if any, for the overall short course program in a given fiscal year. Divisions receive their distribution at the end of each fiscal year.

Course Repeat Policy

Repeat courses will be approved by the Continuing Education Committee only after careful consideration of all background information provided by staff for the earlier offering(s), including but not limited to:

attendance
profit/loss
overall evaluations by attendees (written and telephone)
current viability in relation to earlier course

Cancellation Policy

The Education Staff will control the cancellation of short courses based on pre-registration and analysis of the financial obligations of TMS for the course offerings. Each course will be considered separately and decisions to cancel will be based on financial commitment to run compared to that for cancellation.

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