Registration and Courses

Information for faculties and departments

The process to request Special Sessions funding will change effective May 1, 2020.

Under the new budget model, all basic tuition paid by a student for a course will be allocated to the faculty budget offering the course. As a result, courses offered in Spring, Summer, and in the evening in Fall/Winter will be treated like any other course. Departments and faculties will no longer need to apply directly to the Registrar’s Office for Special Sessions funding.

If you have questions about how this change in the budget model will affect you, please contact your dean.

Review the information below carefully and make sure to follow the correct procedure for reimbursements.


Special Sessions funding schedule (September 1 – August 31)

Requests for funding has changed. Please familiarize yourself with the updated process. Please note that all communication for Special Sessions funding must go through your department contact.

Budget Submissions for Additional Support:

Many courses are supported by revenue generated through the Evening Credit Initiative (Fall/Winter).

Fall and Winter terms:

Evening credit initiative is for the Fall/Winter terms only. Requests for funding must be submitted each year.

Deadline for Winter 2019 submission is December 15; email requests can be sent to specialsessions@ualberta.ca. Any requests after the start of the term will not be considered.

Evening classes eligible for Special Sessions funding must be high-demand, undergraduate required courses that have a daytime offering in the same term.


Instructor reimbursement and assistant information

Note: Effective May 1, 2016, Reimbursement by Special Sessions will now be a separate and distinct process from the hiring or payment of an active employee. 

Employee pay must be processed through Human Resources Services (HRS) as you would any other regular, non-Special Sessions course. Employee pay for courses designated as Special Sessions must be in accordance with the applicable collective agreement. 

Special Session reimbursement to the department for instructor-related expense is based upon the parameters of teaching a one-term, ★3 course, the period of appointment, and the educational credentials of the instructor. 

All instructional appointment will be paid at Step 4 of the CAST salary scale, as follows, amounts are prorated to accommodate courses with non-standard units of course weight (e.g. ★1.0, ★4.5).

 

non-PhD

PhD

Step 4

$6,775

$8,016

  • Laboratory Assistant

    Normally the Laboratory Assistant helps set up, run, clean up and/or mark the lab work. Laboratory Assistants can be assigned to courses that have an approved lab component as part of their description.

    Reimbursement for a lab assistant includes marking for lab classes and is based on the approved hours and units of credit weight of a course. No provision exists for reimbursement of both laboratory and marking assistance for one course. (Exception: Due to the excessive workload involved, classes taught via the Internet that have approved laboratory components may also apply for a reimbursement of marking for the laboratory assistant.)

    Note: The Lab Assistant cannot be the same person as the Lab Supervisor. The Lab Supervisor is responsible and accountable for what occurs in the lab. Normally the Assistant's job is to help set up, run, clean up and/or mark the lab work.

    Course Approved Hours

    3-credit course

    6-credit course

    3-0-1

    $525.64 basic plus $18.76 for every student in excess of 15

    $1,051.28 basic plus $37.52 for every student in excess of 15

    3-0-2

    $1,051.28 basic plus $28.14 for every student in excess of 15

    $2,102.56 basic plus $56.28 for every student in excess of 15

    3-0-3

    $1,576.90 basic plus $37.52 for every student in excess of 15

    $3,027.32 basic plus $75.04 for every student in excess of 15

    For courses with assigned seminar, clinic, or laboratory hours not represented in the chart above, use the formula listed above for lab supervisors to adjust the reimbursement amount. The enrolment minimum and per student amount should not be adjusted. (e.g., If the approved hours are 3-0-3/2, adjust the basic rate to be 1.5, and use the per student rate for 3-0-1.)

  • Laboratory supervisor

    The Laboratory Supervisor is responsible and accountable for what occurs in the laboratory. Lab Supervision is normally assigned to the instructor, but can be appointed to another individual.

    Course approved hours 3-credit course 6-credit course
    3-0-1 $555.04 $1,110.08
    3-0-2 $1,110.08 $2,220.16
    3-0-3 $1,665.00 $3,330.00

    For courses with assigned seminar, clinic, or laboratory hours not represented in the charts above, the following formula is applied:

    • Add the hours of instruction across all items (a, b, c) for a course
    • From that number, assign a maximum of 3 hours to the lecture hours (item a)
    • Assign the remaining number, to a maximum of 3, to the laboratory hours (item c)
    • Apply the approved rates

    For example:

    ★3 (0-0-6)

    0+0+6 = 6

    becomes 3-0-3

    ★3 (1-2s-0)

    1+2+0 = 3

    becomes 3-0-0

    ★3 (3-1-3/2)

    3+1+1.5 = 5.5

    becomes 3-0-2.5

    ★3 (0-10L-0)

    0+10+0 = 10

    becomes 3-0-3

  • Marking assistant

    Marking Assistants can be assigned only for courses that do not have a lab component. An instructor's entitlement to a marking assistant is also based on enrolment. Marking assistants can be assigned only when a course enrolment exceeds certain minima. If student enrolment is below these minima, the instructor's course reimbursement amount includes marking. An instructor can appoint him/herself to be the marker with consent from the teaching department.

    Course level 3-credit course 6-credit course
    100 to 499 $37.00 per student for every student in excess of 15
    $74.00 per student for every student in excess of 15
    500 and higher $38.68 per student for every student in excess of 12
    $77.36 per student for every student in excess of 12

Payments to Lab and Marking Assistants are not automatic. The Teaching Department must submit a reimbursement request each term.


Reimbursement for Special Sessions

Overview

Departments monitor class enrolment for courses that will be considered for Special Sessions funding. Departments can use the Enrolment Statistics report generated through Campus Solutions. 

Examinations and Timetabling will review the enrolment to determine if funding is still applicable; departments will be contacted if classes are low enrolled. Enrolment review dates are as follows:

  • Winter Term: early December

Independent Study Course Rates:

Instructors who supervise Independent Study courses above and beyond their normal teaching load will be reimbursed $155.42/student for a 3-credit course or $310.84/student for a 6-credit course.

Classes not funded:

If the department decides to cancel a class, department personnel update Campus Solutions and allow for system-generated cancellation communications to reach students in an appropriate time frame.