Terms and Conditions

1. Non-credit Continuing & Professional Education programs and other special programs are compatible with the institution’s mission and goals. 
2. The granting of credit or Continuing & Professional Education Units (CEUs) for Continuing & Professional Education courses and special learning activities is: a) guided by generally accepted norms; b) based on institutional mission and policy; c) consistent across the institution, wherever offered and however delivered; d) appropriate to the objectives of the course; and e) determined by student achievement of identified learning outcomes. 
3. In addition to undergraduate and graduate programs offered at Georgia Southern University, CPE courses and programs will be offered to the public in accordance with the institution’s mission and strategic plan.
4. CPE instruction may be offered by a variety of delivery methods including blended, face-to-face and online and in a variety of settings as is consistent with best educational practices.
5. Credit type such as non-credit, CEU’s, contact hours, etc. will be determined during course and program development and with regards to accreditation and subject-specific requirements.

Continuing Education students do not receive Eagle ID numbers and are not registered as for-credit students.  

Limited student resources will be made available to CPE students including:

a. parking with visitor’s permit

b. library privileges

c. use of all campus restaurants, bookstore, university center

Unavailable student resources to CPE students include:

a. fitness center

b. dining dollars

Student Conduct 

CPE strives to ensure a safe and effective learning environment for everyone.  As a participant in CPE’s courses and programs, you are expected to conduct yourself with professionalism, courtesy, and respect toward all other students. Instructors and staff.  Behavior in violation of this expectation could result in warnings and/or dismissal from current or future courses.  

Prerequisites

Some courses and programs have additional eligibility requirements, or prerequisites, that must also be met in order to enroll or remain enrolled. It is the responsibility of the student to ensure that any eligibility requirements are met. Individual course or program prerequisites are listed on the course or certificate program page. Some programs require students to have taken prerequisite courses and/or submit documentation of eligibility by specific dates in order to remain enrolled. Unless noted otherwise on the course or program webpage, failure to meet a prerequisite requirement does not constitute grounds for a refund.

Course Completion

• Persons who participate in a Category I and II program must be individually registered, and CEUs will be awarded for participation. A file of program materials, including a summary of evaluations for each Category I and II activity, will be maintained by the public service unit having that responsibility.  
• All Category I and II face-to-face classes require a minimum of 80 percent attendance to receive CEUs   
• All Category I online classes require satisfactory completion of assessment of learning objectives.  
• All Category II online classes require satisfactory course completion. 

Refund Policy

If you cannot attend the program, you may transfer your registration to another participant or request a refund.

• A full refund will be given 14 days prior to the start date of the program.
• A full refund minus the cost of materials if canceled 1 – 13 days prior to the start of the program.

Please Note:

1. Refund request must be made in writing. Please email ced-reg@georgiasouthern.edu.
2. All refunds will be processed in the same manner as the original payment. If paid by credit card, the refund will be issued to the credit card used for payment. Payments made by check will be refunded by check and may take up to 30 days to process. If the refund recipient is not a current supplier for Georgia Southern University, a Supplier Authorization form will need to be completed, submitted, and approved. This may increase the process time for a refund.

Special Accommodations

It is the policy of Georgia Southern University to ensure reasonable accessibility to qualified persons with disabilities in accordance with the Americans with Disabilities Act to all goods, services, facilities, privileges, advantages and accommodations provided by the Institution either directly or through contractual, licensing, or other arrangements.

Georgia Southern University will provide persons with disabilities an equal opportunity to participate in and benefit from all its services without regard to disability. Such accommodation will be provided in the most integrated setting appropriate to the needs of the individual with a qualified disability. Standards, criteria, or methods of administration in the University’s operations that screen out, exclude, or discriminate based on disability will not be used by the institution.

Georgia Southern University is committed to making reasonable modifications in its policies, practices, and procedures to afford equal opportunity to the foods, facilities, and services that it offers. Where it is reasonably achievable, architectural and communication barriers will be removed. New structures and alterations will comply fully with all accessibility requirements. Auxiliary aids and services, as appropriate to the individual and required by the ADA, will be provided at no cost.

This policy is neither exhaustive nor exclusive. Georgia Southern University will take all other actions necessary to ensure equal opportunity for persons with disabilities in accordance with the AFA and all other applicable federal, state, and local laws.

Payment Terms

Full payment is required at the time of registration. For Financial Assistance options, please refer to https://www.georgiasouthern.edu/academics/ce/funding/ .

Returned Check Fees

Checks returned for any reason will be assessed a service fee of $30.00 or 5% of the face value of the check, whichever is greater.

Refund Policy

If you cannot attend the conference or program, you may transfer your registration to another participant or request a refund. The number of days prior to the first day of the conference or program will determine the amount of your refund. Cancellation requests will receive:

A full refund if the request is 60 Days prior to the start date.

A 75% refund if the request is 31 – 60 Days prior to the start date.

A 50% refund if the request is 15 – 30 Days prior to the start date.

No refunds will be issued if the request is on or within 14 Days of the start date.

Please Note:

Notification of cancellation must be in writing. Email: ce-registrations@georgiasouthern.edu

All refunds will be processed in the same manner as the original payment. If paid by credit card the refund will be issued to the credit card used. Payments made by check will be refunded by a check and may take up to 30 days to process. If the refund recipient is not a current supplier for Georgia Southern University, a Supplier Authorization Form will need to be completed, submitted, and approved. This may increase the process time for a refund.

Payment Terms

Attendees will have the option to pay online at the time of registration, or they will be provided an invoice, if needed.

Registration Requirements:

• All conference registration fees must be paid prior to attending the conference
• Payment must be received within 30 days of registration
• Receiving an invoice does not guarantee a seat at the conference
• Registrations with outstanding balances that are older than 30 days may be canceled
• Any credentials/certificates will be withheld until payment is received

We accept the following payment methods:

MasterCard | Visa | American Express | Discover Card | Check

Checks should be made payable to Georgia Southern University Division of Continuing and Professional Education and mailed to Georgia Southern University Division of Continuing Education, P.O. Box 8124, Statesboro, GA 30460.

*All purchase orders for conference registration must be paid in full within 30 days of the invoice date. No purchase orders will be accepted on-site

Returned Check Fees

Checks returned for any reason will be assessed a service fee of $30.00 or 5% of the face value of the check, whichever is greater.

Student Registration

Students must register using their school email address and show their I.D. at check-in.

Special Accommodations

It is the policy of Georgia Southern University to ensure reasonable accessibility to qualified persons with disabilities in accordance with the Americans with Disabilities Act to all goods, services, facilities, privileges, advantages, and accommodations provided by the Institution either directly or through contractual, licensing, or other arrangements.

Georgia Southern University will provide persons with disabilities an equal opportunity to participate in, and benefit from, all its services without regard to disability. Such accommodation will be provided in the most integrated setting appropriate to the needs of the individual with a qualified disability. Standards, criteria, or methods of administration in the University’s operations that screen out, exclude, or discriminate based on disability will not be used by the Institution.

Georgia Southern University is committed to making reasonable modifications in its policies, practices, and procedures to afford equal opportunity to the goods, facilities, and services which it offers. Where it is reasonably achievable, architectural, and communication barriers will be removed. New structures and alterations will comply fully with all accessibility requirements. Auxiliary aids and services, as appropriate to the individual, and required by the ADA, will be provided at no cost.

This policy is neither exhaustive nor exclusive. Georgia Southern University will take all other actions necessary to ensure equal opportunity for persons with disabilities in accordance with the ADA and all other applicable federal, state, and local laws.

Each year, Georgia Southern University welcomes hundreds of groups to one of its’ three campuses – Statesboro, Savannah, and Hinesville. The Division of Continuing and Professional Education (CPE) serves as Georgia Southern’s liaison for external organizations who want to host their event at the Nessmith-Lane Center, CPE Center, Armstrong Center, or other select Georgia Southern University (GSOU) facilities. This document was developed to provide information on the required timeline and documentation needed to ensure that an event is approved and can be hosted on-campus.    

Disclaimer

The following terms and conditions are in addition to rules and requirements stated in the License Agreement.  If there are any discrepancies between the two, the License Agreement takes precedence. The client is advised to read both documents carefully and ask for any clarifications needed prior to signing the License Agreement.  Events involving children under the age of 18 will also need to read and adhere to the University’s Non-Student Minors On-Campus Policy. 

Permission to use facilities and/or services for an event under these terms and conditions does not constitute Georgia Southern University’s endorsement or approval of the client’s activities or viewpoints. 

The use of GSOU facilities is a privilege, and individuals not cooperating with established policies may be asked to leave or may have their privileges revoked. CPE staff reserves the right to make judgment and the final decision on policies not covered in this document. Individuals participate at their own risk and assume responsibility for their own health and safety. GSOU and CPE are not liable for injuries sustained during participation in activities hosted at the Nessmith-Lane Center, CPE Center, Armstrong Center, or other GSOU facilities. GSOU does not provide personal accident/health insurance; therefore, participants are required to obtain their own insurance (See Certificate of Insurance section below).

Event Request Timeline

Adhering to the following timeline will ensure the event is approved and can be hosted on-campus. 

	Suggested Timeline (prior to start date)	Task to Accomplish
1	45+ days   2 – 3+ months	Submit Reservation Request Form for small events (under 100 people) Submit Reservation Request Form for larger more complex events (over 100 people)
2 3	2 – 3 business days after submission	Consultation meeting with Event Coordinator Approve Price Estimate received from CPE
4	30+ days for smaller events/60+ day for larger events	Execute License Agreement
5		Submit Certificate of Insurance
6		Pay deposit
7	14 days	Request final changes
8	5-9 days	Pay invoice (Terms of Payment)
9	5-14 days after end date	If applicable, pay final invoice

1. Online Request Form: All clients must submit their request for space through the CPE online event request form at least 45 days prior to their event. Large and complex requests should be submitted at least 2-3+ months in advance. Since space is limited and events are scheduled on a first-come, first-serve basis, clients can submit their request up to 1 year prior to the event. Shorter lead times may be accommodated for small events with little to no setup needs.

The person submitting the event request shall be responsible for providing complete and accurate information. Misrepresentation or omission of information may result in delays in confirmation or the cancellation of the event without notice and without prejudice to any other rights Georgia Southern University may choose to exercise including the acceptance of any future event requests.

The submission of an event request does not establish any entitlement to GSOU facilities and/or services.  CPE is not obliged to accept requests and may, in its discretion, decline them. CPE may also decline to accommodate a request if the event is scheduled to take place on a date when GSOU is officially closed or during the December to January holiday period. 

• Consultation Meeting: Within 2 to 3 business days of receiving the event request, an Event Coordinator will contact the client to discuss their needs for the event. The space(s) needed for the event will be tentatively reserved. 

• Price Estimate: Based on the consultation discussion, the Event Coordinator will send the client via email a price estimate for all applicable fees, including but not limited to, space rental, parking, security, custodial services, setup, equipment/materials, staffing, and service fee. The client must respond via email their acceptance of the price estimate and intentions to move forward with the planning process. 

• License Agreement: Upon receiving the acceptance email from the client, the Event Coordinator will send an official License Agreement to the client with all applicable fees. The client has 10 days to sign and return the agreement. By signing the License Agreement, the client indicates that they have read, understood, and agree to abide by all rules and regulations mentioned in the agreement. All questions should be submitted in writing to the Event Coordinator prior to signing the agreement. 

• Insurance Requirements: Clients must provide GSOU with a certificate of insurance that includes at least the minimum coverage as listed below. 

COVERAGE	MINIMUM AMOUNT
Personal Injury and Advertising	$1,000,000 per Occurrence
Contractual	$1,000,000 per Occurrence
Fire Legal	$1,000,000 per Occurrence
General	$2,000,000 per Aggregate
Commercial Umbrella Liability	$1,000,000 per Occurrence
Sexual Abuse/Molestation – Day Programs with minors	$1,000,000 per Occurrence $1,000,000 Aggregate
Sexual Abuse/Molestation – Overnight Programs with minors	$1,000,000 per Occurrence $2,000,000 Aggregate

• Deposit: Once the License Agreement has been fully executed, a deposit of 50% of the total cost listed on the License Agreement is due. In the event of non-payment, the space(s) reserved will be released and the License Agreement cancelled.  If the event is less than 30 days out, payment in full is expected in lieu of a deposit. 

• Changes: No later than 10 business days (14 calendar days) prior to the first reserved date, the client must provide, in writing, to the Event Coordinator information regarding any final changes to the spaces and/or services needed.  At that point, payment for all spaces and services requested will be considered guaranteed and any spaces or services not used by the client will not result in a lower cost. Last minute requests to increase space or services are subject to availability, as well as a last minute change fee of $35, in addition to any fees associated with the space/service. 

• Terms of Payment: The remaining estimated balance is due NO LATER THAN 10 BUSINESS DAYS PRIOR TO THE EVENT. Deposits and invoices are payable by check, credit card (American Express, Discover, MasterCard, or Visa), or wire transfer. A 3% non-refundable convenience fee will be added to all credit and debit card payments. Checks should be made out to Georgia Southern University Continuing and Professional Education.  Non-payment will result in cancellation of the event and forfeiture of the deposit. Checks can be mailed to or dropped off at the following addresses:

Mailing Address          Continuing & Professional Education      Georgia Southern University      P.O. Box 8124      Statesboro, GA 30458	Drop-Off      CPE Center      10449 US Hwy 301 S.      Statesboro, GA 30458
	Armstrong Center      13040 Abercorn Street      Suite 122      Savannah, GA 31419

• Final Invoice: If needed, a final invoice will be sent to the client for any lost or damaged University property or additional spaces/services provided. Payment is due upon receipt. 

Reservation Period

Space requests for an event must include time for any required setup and decorating as well as time for breakdown and cleanup. Start and end times stated on the License Agreement indicate when the client will gain access and when they are to vacate the space. Under no circumstances can access extend beyond those times. If the client has not vacated the space at the agreed upon time, extra fees will apply on the final invoice, including, but not limited to, additional space rental and staffing fees. 

Space Rental, Equipment, and Staffing Fees

Space rental, equipment, and staffing fees can be found on the CPE website. Fees in Statesboro may differ than fees in Savannah. 

CPE Services and Fees

CPE services include

• Serving as the main point of contact between the client and campus resources 
• Obtaining quotes from campus resources, creating estimated costs for client, and preparing the License Agreement
• Ensuring that all required paperwork is collected and processed appropriately 
• Reserving all needed spaces and confirming reservation(s) have been approved 
• Submitting work orders, including IT/AV, facilities, etc.
• Connecting client with Blue Tie Catering when food/beverages will be served
• Coordinating all needed services, such as dining, parking, custodial, etc.
• Invoicing client and processing payments
• Receiving invoices and disbursing payments to campus resources such as Housing, Security, Parking, Facilities/Custodial Services, etc.
• Creating digital files and maintaining all documents pertaining to the event.   

Service Fee:  All events are subject to a CPE Service Fee. This fee is based on a percentage of the total charges and fees associated with the event (not including Catering fees, which are coordinated and invoiced separately). Service fee percentages are as follows:

• Regular Events: 10% ($100 minimum)   
• Events with Housing (no minors): 15% ($500 minimum)
• Day camps and events involving minors without parents/guardians in attendance (no Housing): 15% ($100 minimum)
• Events with minors and Housing are considered youth camps (See Terms and Conditions for Youth Camps)

Note: These percentages are subject to change without notice.  The Service Fee will be clearly listed on the License Agreement.

Staffing Fees

During business hours, 8:00am to 5:00pm, Monday through Friday, staff are available either in-person or by phone at no additional cost. For events that take place outside of regular business hours, a $55 per hour staffing fee is required. If an event goes past the time on the License Agreement, a $200 per hour staffing fee will apply.    

Note: Events past midnight are not permitted. Staffing fees are subject to change without notice. Staffing fees will be clearly listed on the License Agreement.

Cancellation

Cancellations must be submitted to CPE in writing. The client will be assessed a $50 cancellation fee and may have to forfeit a percentage of the deposit depending on how far in advance CPE is notified of the cancellation.  The following chart shows how much of the deposit will be forfeited based on the time of cancellation, as well as additional costs to the client:    

Time of Cancellation	Percentage of Deposit Forfeited	Additional Costs
61+ days prior to event	0%	$50 cancellation fee + direct costs incurred
46-60 days prior to event	25%
31-45 days prior to event	50%
0-30 days prior to event	100%

In the event of cancellation and at CPE’s complete discretion, the client may be given 30 days to reschedule the event within one year. Georgia Southern University will not be held responsible for any costs the client incurs should the event need to be canceled.