LI Update - September 28, 2009

Welcome to Autumn Quarter!!

• The beige background information forms and the pink policies/procedures forms are across from the mailboxes.
• Have your students complete the background information forms; please assist them as needed. Return them to me as soon as possible.
• Hand out the policies/procedures forms and go over them in detail with the students (including deadlines for dropping classes or changing sections).
• Attendance sheets are also across from the mailboxes. You do not have to use these forms if you have another attendance method you prefer; however, I would like to receive attendance weekly from each class.
• Current rosters are in your mailboxes. They will be run again at the end of the week, as we always have a number of late adds.
• Dry-erase markers are in the cabinet across from the mailboxes, above the forms.

Current total BE enrollment: 361 -- and rising!!
Total enrollment – August 2008: 276
Percent increase as of 9/28: 23.5% (and rising!!)

Pay increase

Just a reminder that as of 8/1/09, the hourly rate for noncredit instructors was increased to $22.35/hr. This would not have been reflected on your pay of 8/15, as that pay covers the period of 7/16 – 7/31. However, you should see the increase on the pay of 8/31 and on your pay of 9/15. If you do not, please let me know right away so we can have the situation corrected.

LI Update - September 13, 2009

Employee handbooks. The revised Language Institute Employee Handbooks are now in your mailboxes. Please be sure to review this information carefully.


Public Safety has moved! Public Safety has moved to the refurbished Delaware Hall.


Public Safety reminders. Please be sure that you and your students are aware of the availability of Columbus State’s Public Safety in case of emergency situations. For those with evening classes, a Public Safety officer will walk instructors or students to their cars if needed. Keep their number available: 287-2525 (2525 from a campus phone).


Teaching notes. After some recent observations that I have done, along with those from Samantha, I have a few general thoughts to put forward. Think about your experiences in the classroom and consider what it it like on the other side of the desk – that is, the perspective of the students. What do they experience in each class?

• Be sure you’re not doing all the talking during the class. Your students need time to practice.
• When you use the computer, be sure to move the monitor so you and the students can still see each other.
• Do not permit the students to laugh at each other when mistakes are made – and be careful not to do it yourself!
• It’s best not to sit still for a long period of time. A lack of movement on your part will lead to a lack of attention on the part of the students.

BE Evaluations – Summer 09 [Part 1]

Here are the comments that particularly stood out in the first set of Summer 2009 BE student evaluations (the rest will be posted as soon as they are typed up):

2.         What did you like most about the textbook?                 

• „    Is excelent book, is complete, is perfect.
  
• „    A like the grammar presentation
  
• „    there was a lot of practice
  
• „    I like everting about textbook but I need mor time
  
• „    Nothing; I don’t like this class
  
• „    helful book, and some thing funny in the book.
  

 

3.         What did you not like about the textbook?                 

• „    it was easy on some way
  
• „    youJust Can stay Home w/o coming to sc  
  

 

6.         Was the course useful to you? Why or why not?         

• „    becouse the things which we taken was very important for me as student.
  
• „    The class is too hard.
  
• „    The class was very good and the teacher was very helpful
  
• „    becuse the teacher didn’t explain any Thing    
  
• „    Because I studied with the good teacher.
  
• „    I learned more English  The teacher was great.
  
• „    I learned a lot of works in this class
  

Instructor meeting

Those of you who have been here a while know how hard it is to get a meeting together. With so many varying schedules, it’s a real challenge to find a time when more than two or three people are available. However, with the end of the term – let’s try it again!
On Thursday, Sept. 10, I’ll be in my office from 11:30 – 1:30 in hopes of seeing as many of you as can come.Bring your lunch if you like (I’ll have mine!). The agenda is simple: to get to know each other and work to improve the program. I’d like for us to discuss the following questions in this get-together:
1. What are we doing really well?
2. What should we be doing to make our program the best it could be?
3. What particular challenges have you had in your classroom?
4. What classroom activities have worked really well that you would like to share with other instructors?
I hope to see as many of you as possible. If you can’t come for the whole time, please come for as long as you can. Thank you!

Economics and class sizes

As prices increase everywhere, we have all had to make some hard decisions about income and expenses in our lives. The same is true at the Language Institute.
I hope to avoid increasing student fees for as long as possible. For that reason, we will be increasing the average class size. Previously, we needed an average of 11 students per class to break even across the Basic English classes. As of Autumn quarter, we will need an average of 13 students per class. Some smaller classes will still be able to run, but only if there are enough larger classes to make up the necessary average. It is likely, though, that more smaller classes will be canceled from now on.
If you have any questions, please let me know.

Handbook - Emergency procedures

Staff members are responsible for:
 Being familiar with all procedures and routes.
 Responding appropriately to fires/fire drills.
 Teaching students the procedure for exiting the building.
 Shutting all classroom doors, if possible.
 Taking attendance sheets when exiting the building and counting the students to be sure everyone is out safely.
 Remain outside until notified it is safe to return.
 When ANYONE sees a fire or smells smoke, push the alarm button and follow procedures.

If there is a bomb threat or fire, evacuate if the fire alarm is sounded. During evacuation, students, instructors and staff must walk to at least 500 feet away from the building. During excessive high winds or tornadoes, evacuate to the lower floors of the nearest building. Instructors are responsible for the orderly evacuation of their students.

In a tornado drill or if the alarm is sounded, staff is expected to:
 Move to the designated shelter space.
 Take attendance sheets and count the students to be sure everyone is accounted for.
 Remain at the designated shelter until notified it is safe to return to the classroom or leave.

If a student becomes sick or injured in class, contact Public Safety (287-2525 / 2525 from a campus phone).

If a student becomes unruly and hostile, you have the right and the responsibility to ask that student to leave. If you feel that your safety and/or that of the students is threatened, contact Public Safety.


Emergency evacuation of students with disabilities
All disabled students capable of exiting a building by using the stairs should familiarize themselves with at least two exits from any classroom, building or facility on the campus. Evacuation maps outline recommended exits are clearly posted in all campus buildings. Assistance in locating two emergency exits can be provided by the Department of Disability Services. The stairwells are the point of rscue for people who are immobilized. They will be assisted in evacuating the building by Public Safety personnel.

Emergency reporting procedures
In the event of an emergency on the campus of Columbus State, use the following procedures:
1. In case of life-threatening emergency, dial 911. For all other emergencies, dial 287-2525 (2525 from a campus phone) or pick up an emergency phone to contact Public Safety.
2. Report:
 The nature of the emergency: fire, personal injury, illness, etc.
 Name of person reporting the emergency.
 Exact location of the emergency.
 Indicate whether the emergency squad or first department should be called.


Location of emergency telephones and first-aid material
First aid is available 24 hours a day by contacting the Public Safety Office. Most officers have been certified as First Responders to mdical emergencies on campus.

The college has installed emergency phones in the buildings and in the parking lots around campus. All the emergency telephones on campus are two-way, similar to a residential phone. Whenever a phone is activated, it immediately notifies the Public Safety Campus Police Department with the phone location. Officers are automatically sent to that location.


Reporting crimes or accidents
All crimes, accidents and emergencies occurring on campus should be reported immediately to the Public Safety Office 287-2525 (2525 from a campus phone). College police officers are trained to handle criminal activities, accidents and disaster situations. The Public Safety Office will channel the report to the appropriate office for action. If you call 911, call Public Safety to direct the squad to the correct location. (In case of emergency at locations other than CSCC campuses, call 911).

Handbook - Relationships

Productive Relationships with Students
 Use a calm voice and respectful, encouraging tone with students.
 Follow through on your word and promises. Be consistent.
 Plan weekly and/or daily agendas.
 Display genuine concern for your students.
 Lead and participate in activities.
 Provide the opportunity for student reflection.
 Offer to assist students; do not always wait for them ask.


Problem solving/grievances
Conflicts involving staff, whether with students or other staff members, should be resolved in a positive, professional manner. In the event that program staff can no longer handle a situation or resolve a problem, the Language Institute Coordinator or TWF Director will provide assistance.

Columbus State Community College’s employee handbook describes the official college procedures for employee conduct and grievance issues in section 3:31.

Handbook - Privacy of student information

Privacy of student information
The 1974 Privacy Act, commonly known as the Buckley Amendment, prohibits the release to third parties of any student information related to grades or academic progress without WRITTEN permission of the student. In practice, this means that:

 Grades should NOT be posted—even if only the last numbers of the social security number are used. Our college has a good system for making final grades available to students via CougarWeb in a timely manner, so there should be no need to post final grades. If absolutely necessary to make a posting, random numbers and non-alphabetical order should be used.
 Faculty cannot tell students’ friends, parents, guardians, employers or relatives how the student does or is doing in a course—regardless of justification—without written permission.
 Papers should be returned in a private manner. They should not be put in a public place such as a box, folder, or faculty mailbox (without written permission from the student) because others will have access to them.
 When handing back papers in class, faculty members should take care to protect the privacy of each student’s grade. Although it isn’t possible to guarantee that others won’t see a grade, it is important to take reasonable precautions to ensure the grades are not deliberately or carelessly revealed to others by the faculty member.

Handbook - Photocopying

Whenever possible, you should plan your copies ahead of time and bring them to me so I can send them to Duplication. Copying through Duplication saves us $.02 per page, which really adds up!

When things are sent to Duplication to be copied, you should expect a turnaround time of three (3) business days. Plan ahead!!

Copyright and Fair Use. We have all heard about the “Fair Use” section of the U.S. Copyright law. Section 107 of Title 17 of the U.S. Code allows reproduction of PORTIONS of copyrighted work for various uses, including classroom use. But how much is too much? At what point does photocopying for the classroom become an illegal activity?
Unfortunately, this is a somewhat squishy area of the law. Even so, there are some definite rules and some reasonable guidelines that should be followed.
One definite rule: Any time you are using photocopies of material that you did not create yourself, A copyright statement MUST be included showing who owns the copyright.
Guidelines to determine fair use: When you are considering copying materials, review the Fair Use Checklist that is included with this update e-mail. It should help you make the decision about whether you can proceed with requesting copies or if you should seek permission to copy from the owner of the copyright.
There are also some explanatory materials in my office if you are interested.
Thank you for your attention to appropriate and legal copying for your classes.

Handbook - Misc. classroom protocols

Computer Usage
Classroom computers are not to be used for personal use. Printing/copies should be limited to program business only.


Telephone Calls
Personal cell phones (including the texting function) should not be used during work hours in the classroom.


Food and beverage regulations
Consumption of food and/or beverages is prohibited in classrooms. The instructor is responsible for enforcing this regulation.


Housekeeping responsibilities
At the end of each class, each instructor is responsible for leaving the classroom in order for the next class. Desks and chairs should be in rows and the board erased. Lights and equipment, including computers, should be turned off.


Room assignments
Room assignments for individual classes are requested by the Coordinator and confirmed in the master schedule by the Central Scheduling Office. Under no circumstances should an instructor move a class from a previously assigned classroom without approval. Should a problem occur regarding room assignments, the instructor should contract the coordinator.


Cheating
It is recommended that faculty spend time early in the quarter defining and discussing what cheating and plagiarism are for the particular course. Faculty members who encounter students who cheat and/or plagiarize should follow the college policy and procedures concerning academic misconduct. See the Policy and Procedures Manual, No. 7-10 for the complete procedure.



Children in Class
Children are NOT allowed in any class. The distractions that children cause (no matter how well-behaved) make it unfair to the other students in the class.

Handbook - Beginning & end of terms

Forms, information and papers. You will find the following important first-day materials on the counter across from the mailboxes. Please pick up enough materials for your class(es). Pick up extras if needed. Return any unneeded forms for others to use. And please let me know whenever we are running low on any materials!
-- Background Information forms (beige). Have your students complete these; return them to me as soon as possible.
-- BE Policies and Procedures handout (pink). Be sure each student has a copy of this important document, and go over it in detail in class.
-- Attendance forms. You should turn in attendance to me each week. This form is provided for you, but if you have another form you prefer (electronic, for example), please feel free to use it.
-- Class syllabus (yellow). These will be ready by the end of the first week of classes. Be sure each student has a copy of the syllabus. NOTE: The syllabus is provided as a guideline of what we would like to see covered in that class. If the class as a whole is having difficulty in a certain area, please use your best judgment in regard to spending more time on a certain topic, even if it means not . I strongly suggest using quizzes (written and/or verbal) to be sure your students are understanding the material presented.

Rosters. Current rosters will be in your mailboxes. We often get a lot of students who add during the first two weeks of classes. I’ll send updated rosters periodically.


End of each term
Course evaluation forms will be in your mailboxes before the end of the term. They will be in envelopes marked with your name and the course. There will be one envelope for each section you are teaching.

Please note the following procedure for the evaluations:
 Evaluation forms are provided in an envelope with your name and course on it. Please return the completed forms for each class in the appropriate envelope.
 I realize that your students may need some assistance with the instructions on the forms. Insofar as possible, please allow them sufficient privacy so that they can provide their true opinions and comments about the class.

The final test for each class will be provided to you. Turn in completed tests immediately so there is no delay in getting them scored for the students.

Handbook - Discipline

Immediately establish ways to let your students know you need them to be quiet when necessary. Do not try yelling over them. Listen to student suggetions, participate in group decisions and make sure students know you have the final say.

Handbook - Planning & organization

If you are organized, it shows that you have put effort into planning your class. Students will notice and appreciate when staff are organized and come to the program prepared. It is required that instructors come to program each day with a lesson plan for the students.

Handbook - Timeliness / Absences

Arrival and Departure Times / Staff No-Shows
If you cannot be on time you must call and give the coordinator sufficient notice. Chronic tardiness will be subject to disciplinary action up to and including discharge.

Instructors are expected to arrive prepared to begin teaching at the time the class begins. Unapproved absences are unacceptable and will receive a verbal warning (1st offense), written warning (2nd offense) which will be signed by the Director, and termination (3rd offense).


Absence and lateness
If you’re going to be absent or late, you must contact someone here by phone. (See Contacts section of this handbook.) E-mails might not be read until it’s too late for something to be done about the situation (sign on the door, substitute, announcement to the class, etc.).

Basic English instructors, please contact me OR someone in the Noncredit Registration Office (if you can’t reach me).
Saturday instructors can also contact the ACT/SkillsMax Center at 287-5750.

ALSO, be sure to send an e-mail as backup information. We have a large and growing program, and it is difficult to keep track of everyone’s whereabouts all the time. This will help reduce confusion and missed information.

Handbook - Language

Staff members are models for the students and are expected to use appropriate language in their presence.
Staff members should also be aware of confidentiality when talking to other staff and refrain from discussing any confidential issues at this time.
Derogatory remarks are not permitted and may result in disciplinary action.

Handbook - Dress requirements

In order to project a professional image and to show respect for students and the program, staff shall maintain personal hygiene and appropriateness of dress while at programming. All staff members are expected to be clean and neat.

• Dress may be business casual.
• Staff should dress neutrally so as to not influence student thoughts (i.e. tight or low cut tops, low cut jeans, etc.).
• Clothing should not advertise alcohol, religion, political beliefs, or vulgar messages.
• Shorts, sweats and ball caps are not permitted.
• If jeans are worn, they must be clean, neat and free of holes.

Handbook - Employee conduct

Any employee who engages in any of the following offenses will be subject to disciplinary action up to and including discharge. Examples of these offenses include but are not limited to:

• Physical, verbal, sexual or emotional abuse of a student.
• Possessing, using, introducing or selling illicit drugs, a controlled substance, and/or alcohol beverages on program property.
• Theft from program, another employee or a student.
• Insubordination, defined as “willful disregard of express or implied directions of the employer and/or refusal to obey reasonable orders.”
• Assault.
• Misuse or misappropriation of program equipment, materials, funds, or other Program or College resources.
• Illegally bringing or bearing firearms or other lethal weapons to the program.
• Leaving the program during work hours without permission.
• Falsifying program/College records.
• Sleeping during work hours.
• Smoking in the building or in prohibited areas.
• Violation of the college’s policies on Harassment, Sexual Harassment, or Sexual Misconduct.
• Fighting or attempting to provoke a fight on program property.
• Excessive absenteeism or chronic tardiness.
• Failure to call or report to work for assigned working days (“no call-no show”)
• Personal behavior reflecting negatively on the program, including students, the staff or the employee’s job performance.
• Failure to maintain confidentiality of information about students, staff or the program.
• Unacceptable use of cell phones during program hours.
• Unacceptable skill level in the performance of assigned duties.
• Dishonesty with staff or students.

Handbook - Instructor contractual requirements

Instructors are hired as contractual employees -- that is, you are considered an employee during the period of the course you are teaching. The following information is important for instructors to read and follow. It is assumed that all instructors agree to the stipulations below.

1. I will follow the course structure as requested by CSCC and maintain the total number of instructional hours agreed upon, including dates and time of day.

2. Evaluations of student progress, attendance and other course documentation will be provided to the Language Institute as required.

3. I will not replace myself with another instructor without approval of the Language Institute.

4. Any expenses, including duplicating, will be approved through the Language Institute before expenses are incurred.

5. Payment will be generated only by means of TIMECARDS or ELECTRONIC TIME ENTRY, to be turned in to the Language Institute Coordinator no later than 4:00 p.m. on the 15th and last business day of each calendar month during the contract period. Timecards and/or electronic time entry must reflect the number of contract hours taught during the period.
5a. I understand that if I do not turn in my timecard or electronic time entry on time, payment for the amount will be delayed until the following pay period.
5b. My timecard or electronic time entry will not exceed the agreed-upon number of hours for that period without the prior written approval of my supervisor.

6. Failure to meet any of the above agreements could result in dismissal, court action and/or withholding of wages until full agreement is completed.

7. I understand that the College is under no obligation to contract with me for future work.

8. I will abide by College policy and the requirements in the current Language Institute Employee Handbook.

Handbook - Letters of Agreement and time submission

Letters of agreement, time cards and electronic time entry
There are two pay periods each month:
The 1st through the 15th
The 16th through the last day of the month.

In order to be paid, you must submit the hours worked. There are two ways to do this:
Basic English instructors submit their time electronically, through CougarWeb.
Instructors paid by contracts or grants need to fill out time cards.

Some instructors work both as Basic English instructors and as instructors on contract/grant-funded projects and will therefore need to enter project-paid time on time cards and Basic English time electronically.

COMPLETED paper time cards for a period are generally due to me TWO business days before the last day of that time period. For example, a time card covering May 1-15 would be due to me on May 13 in order to ensure that it will be paid out in the pay of May 31.

NEVER put time from more than one time period on a time card.

A COMPLETED time card must have your name, CougarID (not your Social Security Number!), days and hours worked, ACCOUNT NUMBER, pay rate, total hours, total pay and your signature. Incomplete time cards are likely to be returned to you for correction. This may result in a delay of your pay until the next time period, so check each time card for accuracy!

Electronic time entry (also called WTE, or Web Time Entry) is done through CougarWeb. If you enter time in this way, you will need to enter your time for a given time period NO LATER than midnight on the day after the period ends. For example, time entry covering May 1-16 could be entered no later than May 16.

I strongly recommend not waiting that long, however. If you wait until May 16 and your web connection is down, or CougarWeb is down for some reason, your pay will be delayed until the next time period, and there's nothing I can do about it.

When a class is confirmed, a Letter of Agreement (LOA) will be generated for your class. Remember that payment is ALWAYS generated by means of time cards or electronic time entry (as applicable). You will not be paid if you do not submit your time as directed.

Time cards MUST be completed in ink. Time cards completed in pencil could be changed inappropriately by someone else, causing you to be paid incorrectly with no way to clearly show that a change had been made to the time card.
Use your CougarID number instead of your Social Security number on all of your time cards (and other College forms) to reduce the risk of identity theft.

Handbook - Instructor job description

Basic English instructor qualifications
In order to teach Basic English, an instructor must have at least a bachelor’s degree and appropriate adult ESL teaching experience.


Basic position description
Title: Hourly Noncredit Instructor

Summary: Performs classroom instruction as directed by coordinator; directs students to appropriate mode or materials to accomplish objectives. Maintains records of student progress; makes recommendations for program improvements as appropriate.

Relationship: Reports to the Language Institute Coordinator and no one reports to this position. Interfaces regularly with students and other instructors.

Duties and Responsibilities:
 Performs classroom instruction as directed by coordinator according to assigned schedule.
 Answers questions and provides assistance to students regarding assignments and classroom activities.
 Helps identify, plan, schedule and implement learning activities appropriate to student needs.
 Maintains records of progress, attendance and scores for student; provides information to Coordinator as requested.

Part-time employees are permitted to work NO MORE THAN 30 hours per week.


General qualifications
All staff members are expected to:
 Abide by College policies and procedures.
 Follow the assigned curriculum.
 Turn in paperwork as required.
 Work a regular and predictable work schedule.
 Attend staff meetings as needed.
 Maintain good working relationships with co-workers.
 Effectively perform assigned duties as outlined in the position description.
 Be self-motivated in increasing knowledge and skills related to his/her position.