Chapter Arranged Training

SAWE Policy for Chapter Arranged Training

 

(To be added to Operations Manual)

 

I. Introduction

 

The purpose of this policy is to encourage local chapters to arrange and hold classes and to support the development of new classes. The Society encourages local SAWE chapters to utilize Training developed by the Society. Training is to be used as a resource to improve the local SAWE members’ technical abilities and also to be used to benefit the Chapter’s financial health. Since chapter arranged training can potentially incur a loss, or clash with International Conferences and On Site Training offerings, all chapter arranged training must be approved by the Vice President of Training in advance of a SAWE chapter marketing any class.

 

II. Definitions: Developed Classes and New Classes

 

For the purposes of this policy, classes are divided into two categories: Developed Classes and New Classes.

 

In general, Developed Classes have been offered by SAWE for many years, with well-established curricula and training methods. Aircraft Weight and Balance is an example of a Developed Class. New Classes either have been presented a limited number of times at Regional Conferences or have never been presented at an International Conference. Curricula and Training methods are still developing and immature. For example, in September 2017, Mass Properties and Automotive Lateral Stability was introduced as a New Class.

 

Because the classification of a class as either Developed or New is a matter of adjudication, the authority to declare a class Developed or New shall rest on the current Vice President of Training. Local chapters considering offering a class should consult with him/her as to how a class is classified prior to offering it.

 

III. Approval of Chapter Arranged Training Programs

 

The Chapter Director or Regional Conference Host Committee shall submit their proposed Training Program to the Vice President of Training in writing for approval no less than 60 days prior to the training offering. At a minimum, the Training Program shall list the classes to be offered, the dates on which the classes will be offered, the names of the instructors teaching the respective classes, and the Training Fees for the respective classes.

 

The Vice President of Training shall either approve or disapprove the proposed Training Program. If approved, he/she will submit it to the International President for his/her concurrence. The results of this approval process shall be communicated to the Chapter Director or Regional Conference Host Committee in a timely manner.

 

At a minimum, the Vice President of Training should review the chapter Training Program in two areas:

 

(1) Possible Conflict with International Conference and/or On Site Training Opportunities

(2) Composition of the Program with regards to the number of Developed Classes versus the Number of New Classes

 

IV. Possible Conflict with International Conference and/or On-Site Training Opportunities

 

As a guideline, a chapter will not be permitted to offer a Developed Class which is planned to be offered at an International Conference if the chapter training offering is within 6 months AND 500 miles of the International Conference location. The Vice President of Training may make exceptions to this guideline at his/her discretion.

 

As a guideline, a chapter will not be permitted to offer a Developed Class which can, in the judgment of the Vice President of Training, be better offered as On-Site Training. Again, the Vice President of Training may make exceptions to this guideline at his/her discretion.

 

V. Composition of Chapter Arranged Training Programs

 

New and Developed Classes may be offered at a chapter arranged or Regional Conference training offering in the following configurations:

  1. One New Class only
  2. One Developed Class only
  3. One New Class and One Developed Class
  4. One New Class and Two Developed Classes
  5. Two New Classes and up to Two Developed Classes

The offering of Two Developed Classes with no New Class is specifically prohibited.

 

Any other possible combination of New and Developed Classes shall be coordinated with the Vice President of Training.

 

 

VI. Revenues and Expenses of Chapter Arranged Training Programs

 

The Chapter Director or Regional Conference Host Committee shall provide a budget for Vice President of Training approval prior to marketing any training program, and no later than 60 days prior to the training event. A final accounting of the chapter or Regional Conference Training offering shall be provided to the Vice President of Training No Later Than thirty days after the conclusion of the training program.

 

The budget and final accounting shall state the anticipated or final Revenues and Expenses of the Training Program in the following areas:

 

(1) Revenues

Training Fees paid by the Student

Number of Students in each class

Training Fee Rate for each student in each class

Total Training Fee Revenue for each class

Any other Revenue associated with Training

(2) Expenses

Instructor Expenses

Honorarium

Travel Expenses

Travel, i.e. Airline Ticket or Personal Car Mileage

Lodging

Meals and Incidentals per diem (per GSA guidelines for Conference location)

Car Rental

Other customary expenses

Instructional Material Expenses

Printed Material

Digital Material

Teaching Aids

Conference Expenses

Facility Fee for Training Room or Equivalent Food and Beverage Charges

 

Instructor Expenses not considered by the Vice President of Training to be normal business travel expenses shall not be allowed.

 

The chapter or Regional Conference Training Program Profit/Loss shall be determined by subtracting Expenses from Revenues.

 

The Total Profit/Loss of the Regional Conference Training Program shall be considered as the Profit/Loss of all classes taken together.

 

 

VI. Allocation of Regional Conference Training Program Profit/Loss

 

The following outlines the allocation of profit based on the training configuration offered:

 

New Classes

Developed Classes

Profit Allocation

Chapter

International Society

1

0

100% Profit

0% Profit

0

1

100% First $ 2000 Profit,

Then 50% of Profit > $2000

0% First $ 2000 Profit,

Then 50% of Profit > $2000

1

1

100% First $ 3000 Profit,

Then 50% of Profit > $3000

0% First $ 3000 Profit,

Then 50% of Profit > $3000

1

2

100% First $ 3000 Profit,

Then 50% of Profit > $3000

0% First $ 3000 Profit,

Then 50% of Profit > $3000

2

0/1/2

100% First $ 4000 Profit,

Then 50% of Profit > $4000

0% First $ 4000 Profit,

Then 50% of Profit > $4000

 

Note: Any actual loss from the approved training program will be covered by International Society funds vice chapter funds.

 

Again, offering Two Developed Classes with no New Class is specifically prohibited. Any other possible combination of New and Developed Classes shall be coordinated with the Vice President of Training. The Chapter Director/Regional Conference Host Committee and the Vice President of Training shall agree on how the Profit/Loss should be allocated.