Self-funded Activities Services and Help (SASH)

After a new self-funded activity is approved (whether it is is a college credit or continuing education program, DCE will provide a range of services dependent on the unit's needs and preferences.

Fiscal Services

Revenue generated from self-funded programs, whether they are college credit or continuing education, must be collected and tracked within 143 fund accounts. Once a self-funded program is approved, DCE performs the following functions to create and manage these accounts:

  • Set up flexfield in PeopleSoft
  • Process faculty/staff payments
  • Establish program development share account for residual funds
  • Respond to and/or coordinate with requests for information from internal and/or legislative auditors and maintaining auditable records for required period of time

Self-funded Business Handbook - Account Opening Procedures for Distance Programs & Courses >>

Marketing & Public Relations
  • Develop overall marketing/strategy plan
    • Establish target market and research marketing outlets
  • Graphic design/branding
  • Website design and hosting
  • Email blasts utilizing Constant Contact
  • Respond to program inquiries

To include your course or program on the UF Distance Learning website, email distance@dce.ufl.edu.

Fee: Based on service needs

DCE Marketing & PR Services >>

Course Development
  • Project management - manage course development project (new courses and revisions)
  • Course instructional design:
    • Define learning objectives and evaluative items
    • Content development - work with faculty to develop content
    • Content structure/layout, branching, and organization
    • Print, web-based, multi/interactive media
    • Coordinate instructional technology and/or graphic design services to develop graphics, movies, audio, and interactivity to meet instructional requirements
  • Course production/setup in learning/course management system
  • Testing and review of instructional materials
  • Review student evaluations for continuous quality improvement of course material

Fee: Based on service needs

Payment and Registration Services

If a unit has the proper training for processing payments, credit cards, receipts, and access to PeopleSoft, they may use DCE's registration and online payment system - XMS - without extra charge (all standard UF fees - credit card, F&A, RCM, ... will be automatically applied). If a unit is not setup for payment processing, DCE provides the following services:

  • Create courses in online registration database (XMS)
  • Establish specific sections and tutition fees by term in XMS
  • Setup and test online registration site
  • Test automated email that confirms student registrations
  • Registration and Payment Processing
    • Process online registrations including processing credit card payments and generating receipts
    • Contact student when credit card is declined
    • Monitor and collect accounts receivable (an additional late fee may be charged to students for this service)
    • Prepare bank deposits
    • Confirm upon processing that student UFID number is created (when applicable)
    • Confirm that student is emailed his/her UFID and GatorLink account creation instructions (when applicable)
  • Continually update enrollment spreadsheets and reports
  • Provide 1098T data to University Financial Services (self-funded credit courses only)

Fee: $15.00 per student per enrollment

Self-funded Business Handbook - Collections and Deposits >>

E-Learning and ISIS Enrollment

College credit and/or non-credit courses offered through UF's LMS system

  • GatorLink Account Creation and Processing:
    • Add student into the E-Learning system
    • Insure student has access by automatic upload or manual intervention
    • Send student appropriate welcome to program email with login instructions
  • Student Support - Respond to questions and problems related to accessing courses in the E-Learning system, including resolving issues with
    • UFID numbers
    • GatorLink accounts
    • Logging into the E-Learning course system
  • Coordination with Registrar's Office processes (college credit courses only)
    • Create ISIS sections for the appropriate semester
    • Verify that sections are coded as self-funded
    • Submit textbook adoption information
    • Upon receipt of student registration in XMS:
      - Supply UF Registrar's Office with student information so students can be set up as a Non-Degree (if applicable)
      - Verify student is coded correctly as a special program and that student confirms emergency contact (required for registration in Registrar's Office systems)
    • Confirm student is set up for registration and registered in ISIS.
    • Facilitate student drops through the Registrar's Office
  • After fee payment deadline has passed, self-funded registration report sent to the University Financial Services Office (college credit courses only).

Fee: $15.00 per student per term

Completion Certificates

DCE has experience with a variety of continuing education unit (CEU) certifying bodies (e.g. CE Broker)

  • Upon completion of course or program:
    • Confirm successful completion
    • Produce certificate
    • Mail certificate
  • CEU approval and reporting to the appropriate agency

Fee: $10.00 per certificate

Self-funded Business Handbook - Continuing Education Units >>