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Faculty Handbook - Procedures and Forms - Instructors

Absences (Instructors)
Attendance Procedures                
CASAS
Certificates of Completion
Children in Classroom/Work Site Policy
Class Cancellation
Class Hours
Classroom Appearance and Safety
Classroom Assignments
Computer Use Policy
Conference Attendance
Course Outlines and Overviews
Curriculum Proposals and Development
Disciplinary Guideline
Electronic Mail (e-mail)
Emergency Procedures
Evaluation of Instruction
Evening Off-Campus Supervision
Equipment Purchase
Field Trips
Grades Submission
Mailboxes

New Instructors
Outreach
Parking
Part–Time (Hourly) Certificated Employees
Registration
Reporting Accidents and/or Unusual Occurrences
Resource Center
Salary Payments
Staff Work Center (Hoteling)
Supplies
Technology- General Classroom Use Reference
Technology- Help Desk Requests
Textbooks
TRAC- Web Based Library System
Underage Students
Wireless Internet Access
Worker's Compensation - Injury on the Job
Absences (Instructors)

If an instructor must be absent from a scheduled class, it is the responsibility of the instructor to contact the Absence Line: 714- 628-5917. Instructors are expected to provide instructions and lesson plans for a substitute.  In the event of a planned absence, please submit a leave of absence request to the appropriate coordinator and dean for approval.  Upon approval,  you must still report the absence to the Absence Line, 714-628-5917.

Under NO circumstances should an instructor cancel a regularly scheduled class or provide your own replacement.

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Attendance Procedures

Attendance is taken through CI-Web Attendance

(See detailed instructions in CI Web Attendance training materials). 

  • Instructors are to enter attendance daily in CI Web Attendance
  •   Report any problems with Web Advisor to Pat Alvano at 714-629-5916 or Lori Fasbinder at 714-628-5971.
  • Instructors are to view class roster, drop students and grade students in Web Advisor.

 

  • Substitute Instructors 
    Only the teacher of record has access to the on-line roster.  When you are assigned to substitute a class for another instructor, you are accountable to take accurate attendance.
  • Check your mailbox for the pre-printed substitute sign-in sheet. If no sign-in sheet is available, then use a blank piece of paper as a sign-in sheet. Include the teacher's name, ticket number and date of the class.   
  • On the pre-printed sign-in sheet - students with an inactive status (whose names are not on the printed report), record their name and hours of attendance at the bottom of the sign-in sheet.
  • Sign your name.
  • Leave the signed attendance report in the instructor of record’s mailbox or with Admissions and Records.  Exception:  If you are substituting for an instructor for more than one week, then submit the attendance report, at the end of each week, directly to the OEC Administration office.

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    CASAS

    CASAS (Comprehensive Adult Student Assessment System) is a comprehensive competency-based assessment system designed to assess identified competencies of educational programs for all levels of ABE, HSS and ESL.  The ESL, High School Diploma, and GED sections of the Inmate Education program also administer CASAS tests. 

    CASAS assessment measures competencies in functional life and work contexts: Consumer Economics, Community Resources, Health, Employment, Government and Law, Computation, Learning to Learn, and Independent Living Skills. (Copies of the competencies are available in the Resource Center) 

    State and Federal accountability require that all students who enroll and attend class for one day or more must participate in CASAS (Comprehensive Adult Student Assessment System) testing.    Accountability requirements state that each student, in order to qualify for funding, must complete four CASAS forms:  (1) Entry Record (2) Pre-test (3) Post-test (4) Update Record. 

    At the time of registration for class students take the assessment test for placement into classes. New students are given the ABE, ESL, and HSS student entry form and the CASAS pre-test during the assessment.

    Later in the semester, classroom instructors in ABE, ESL and HSS are responsible for completion of the post-test and update records for each student.  The post-test will be administered if a student has completed at least twelve (12) hours of learning.  The increased scores on post-tests, which reflect student learning, are reported as “significant gains”.  Students may gain up to two benchmarks (learning gains) from CASAS testing and an additional three benchmarks from passing the EL Civics performance assessments.  Update Records are completed with every post-test administered in the classroom.

    At the beginning of each semester, ESL instructors will receive instructions specific to programs and sites.  For special help or training, contact Araceli Trujillo, in the CASAS office at (714) 628-5966. 

    Testing periods - All new students are pre-tested during assessment for placement. The CASAS post-test is given two times each semester. The test schedule is announced at the beginning of each semester and prior to all testing dates. Instructors administer the post-test during the designated testing week. Instructions and materials are available from the resource center. Please plan quiet classroom activities for students who have earned the maximum number of benchmarks and do not need to be tested.

    Within two weeks of testing, the results will be emailed to you. Please share your students' results with them and use the classroom summary to plan additional lessons in areas in which your students scored lower than 75% in preparation for the next CASAS testing cycle. 

    Materials related to CASAS are available in the Resource Center and on CASAS on-line quick search. You may contact Araceli Trujillo or Rocio Silva regarding CASAS tests and test results.

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    Grades and Certificates of Course Completion

    A certificate of Course Completion is issued by the instructor for any student who has passed the course. The instructor must also post "P" Pass grade for the student in Web Advisor. The dean's signature has been scanned, so you don't have to wait for a dean's signature to issue a certificate.  For assistance with the template, or issuing of course completion certificates, contact your program coordinator.  

    Immediately after the attendance is entered for the last day of class, the instructors are responsible for entering grades for all active students into WebAdvisor. Please reference Web Advisor for detailed instructions on how to post grades on Web Advisor. Any student who received a certificate of course completion is to receive a "P" passing grade.

    Certificates of Program Completion (Program Certificates)
    Certificates of Program Completion are issued for completion of all courses which are part of a sequence of a state approved Career Development College Preparation Certificate (CDCP) program. For a student to receive a Certificate of Program Completion, the student must fill out the appropriate Petition for a Certificate of Program Completion and submit the form to Admissions and Records. The petition forms can be obtained from Admissions and Records. The program certificates earned also appear on the students noncredit transcripts.


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    Children in Classroom/Work Site Policy

    Children are not allowed in any classroom, nor may children be left unattended on the campus.

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    Class Cancellation

    Minimum enrollment of twenty (20) students is required in order to offer a class. If a class does not meet the minimum enrollment, it may be cancelled. Faculty are not to cancel classes unless directed to do so by an administrator.

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    Class Hours

    Class must begin on-time.  Taking the break before the class begins is not permitted. Classes meet for a 50-minute instructional hour; therefore, 10 minutes per each 60 minutes of instruction is designated as break time.  For example, a 3-hour class has 30 minutes allocated break time.  An acceptable pattern for a 3-hour class is to give a 15 or 20 minute break midway through the class and dismiss 10 or 15 minutes early. The scheduled hours of a class must not be changed without prior administrative approval.  It is important to provide maximum instruction time for students who often must overcome work shift and transportation challenges in order to attend classes.  Faculty who teach at large sites the should follow the site director’s directions as to acceptable break times and end times. Any questions about break time and end time should be directed to your program coordinator or dean.

    In addition, it is recommended that part-time instructors make themselves available to students outside of the regular class period.  In most situations, it works best to be available immediately before or after the class for individual consultations. 

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    CLASSROOM RULES
    Classroom appearance and Safety

    Under the provisions of the California Occupational Safety & Health Act, instructors are responsible for the safety of students. If unsafe conditions exist, the class should not meet, and the instructor’s area administrator should be immediately notified of the unsafe condition(s). It is also the responsibility of the instructor to upkeep the condition of the classroom and to leave it in acceptable state for the next class.  Smoking, Eating, and Drinking (bottled water exempt) in classrooms is strictly prohibited at all times.

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    Classroom Assignments

    The permanent change of an assigned classroom can only be made with prior permission of the Dean of Instruction and Student Services. Site Directors may approve a temporary change of classroom if this becomes necessary due to an emergency.

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    Computer Use Policy

    Please review and adhere to the Computer Use Policy for personal use and when monitoring student access in the classroom as well. Report student misuse of the computer to the Dean.

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    Conference Attendance

    Prior approval of the Board of Trustees must be secured for conferences funded by the district and/or attended during assigned instructional time.  A Conference Request form must be submitted to the dean for approval at least four (4) weeks in advance of the date of the Board of Trustees meeting.  After the conference is attended, original receipts must be submitted with the conference request form in order to be reimbursed. Failure to submit this form within 15 days after the conference may prevent you from having future payments processed. The Conference Request Form and instructions are on the district intranet.

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    CURRICUNET
    Course Outlines and Overviews

    For each course an approved course outline is on file online in CurricUNet at www.curricunet.com/sccc.  Every instructor should have a copy of the course outline and refer to this outline for assistance in preparing course overviews and lesson plans.

    The District evaluation procedures require instructors to prepare a Course Overview for each class they are assigned to teach.  Instructors should distribute a copy to students at the beginning of each semester, and to new students as they enter the class after the semester has started.  The overview should inform students of the course description, tests, homework assignments, grading standards, attendance requirements, required textbooks and materials, and Student Learning Outcomes (SLOs). Any questions, please check with your program coordinator.  Submit course overviews to the dean within the first three weeks of the term and at any time the overviews are revised during the year.

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    Curriculum Proposals and Development

    New course proposals should be submitted to the appropriate Continuing Education program coordinator.  Curriculum writing may be approved for completion during the regular school year.  Any proposed curriculum development project must have appropriate approvals, including the appropriate department, curriculum committee and the Board of Trustees, for the total number of hours recommended for the project development.  Remuneration for curriculum development writing is at the non-instructional hourly rate prescribed by the Board of Trustees.  Forms are available from the secretary to the Vice President of Continuing Education.

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    Disciplinary Guideline

    The Student Disciplinary Guideline was developed to be used as a reference to determine the severity of student discipline issues, the proper route to report such incidents and to whom it should be reported.  These procedures are applicable to any student in any program.

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    Electronic Mail (e-mail)

    The District recognizes that principles of academic freedom and privacy of information hold important implications for electronic mail and electronic mail systems. This policy reflects these principles within the context of the District’s legal and other obligations.

    The New Instructor Technology Packet that can also be found on the H:\ drive.  (H:\Public\OEC Technology)

    Instructors are expected to check their district outlook email account at least once a week.  More often is recommended.  Maintenance of your outlook account is your responsibility as well.  The quota is 250MB for all items in Outlook (calendar, contacts, email, and everything else).  The retention period is:

    • 5 days on Deleted Items
    • 90 days on Sent Items
    • 120 days on everything else
      After the retention period the item is deleted.

    To access your outlook account from any computer connected to the internet, utilize the RSCCD Remote Portal at https://remote.rsccd.edu. Please reference the Accessing the RSCCD Remote Portal for a guide to accessing the District Intranet, Outlook Web Access, RSCCD Publications Center Web Submission, and folders and files located in your h:/ drive folder.

    Please contact the SCC Help Desk at (714) 628-4999 for user name and password settings.

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    Emergency Procedures

    At CHAP, in the event of an emergency dial 85950 to contact security. At SCC, dial 84730 to contact security.
     In case of a serious injury or incident please dial “911”.

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    Equipment Purchase

    Equipment is funded on a college-wide basis. Priorities for equipment purchases are determined each year in accordance with college priorities, replacement needs, and health and safety concerns. Ask your coordinator or supervisor for more information.

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    Evaluation of Instruction

    Part time faculty must be evaluated by a full time faculty member, coordinator, or dean. The semester of employment, once the second year, and every three years thereafter.  Instructors who will be evaluated will be notified within the first four weeks of the semester.  Please notify dean/coordinator of any field trips or video lessons you have planned so an evaluation will not coincide with these events.  The evaluation form that will be used is in the Continuing Education Faculty Association (CEFA) contract.  If there are any questions or concerns please contact your coordinator. ​Whether student evaluations will be administered will be determined by your dean.

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    Evening Off-Campus Supervision

    One ESL instructor also serves as a Site Facilitator Monday through Thursday evenings from 6:00pm to 9:30pm at El Modena High School to handle any emergency requiring administrative attention.

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    Field Trips

     

    Title 5, Section 55450 allows districts to claim apportionment (FTEs) for authorized field trips.  Field trips that are likely to be authorized are those that expand the learning opportunities for our students.  If you plan on taking your class on a field trip, please refer to the procedures below: 
     

     

    FIELD TRIP REQUEST FORM

     

    1. Complete a Field Trip Request Form and submit it to the corresponding coordinator at least two (2) weeks prior to the date of the trip.
    2. The coordinator will review and recommend that the field trip be either approved or disapproved by an administrator.  The major criteria to be considered in the decision are:
    a. Does the field trip expand the learning opportunities for students?  (Yes)
    b. Can the experience be replicated in the classroom? (No)
    c. Does the date cause any instructional conflicts?  (No)
    3. The administrator will forward the approved form to Employees Services.  They keep the yellow copy, return the original to the instructor and notify staff about the upcoming field trip via e-mail.
    4. Upon returning from the trip, the instructor completes the evaluation portion of the Field Trip Request form and submits to Employee Services.
       

     

    STUDENT ATTENDANCE REPORTING

     

    A. For field trips that take place on the SAME DAY AND TIME that class is scheduled to meet:
    Instructor reports attendance of those students who attend.  This is the same procedure that normally takes place in the classroom.
    B. For field trips that take place OUTSIDE OF (IN LIEU OF) a regularly scheduled class meeting:
    1. Employee Services forwards a copy of the completed Field Trip Request form to the Attendance Office.
    2. Instructor must complete a Substitute for Attendance form (a copy is attached) to use on the date of the field trip.  The names and Student ID numbers of all students who attend must be listed.  The actual hours must be noted on the actual day of the trip on the corresponding week of the monthly attendance period.
    3. DO NOT claim hours on the attendance roster for the date that was replaced by the field trip date (this would constitute double-dipping).
    4. Attach the completed Substitute for Attendance form to the monthly attendance roster and submit to the registration office on the date that the roster is due.

     

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    Grades Submission

    Grades are issued through WebAdvisor and then reflected on the student transcript. (See detailed instructions in WebAdvisor training materials). Once grades are issued in Web Advisor, any grade change must be submitted on a grade change card and signed by the dean. All students with no attendance hours must be dropped.  All students with hours of attendance, must receive a grade.

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    Instructor Evacuation Responsibilities

    Faculty are required to instruct students the first week of the semester, of the evacuation procedures. When you hear an alarm, initially assess situation and remain calm.  Direct and give aid to students for evacuation.  Take class sign-in sheet and pen.  Evacuate to designated emergency assembly area. (Map is on the wall near the door.)

    Once everyone has cleared the room, instruct students to gather in designated location as a class at least 50 feet away from the building.  Take attendance against sign-in sheet. Check to see that all of your students who signed in for the day are accounted for.  Be alert for signs of injury/shock in all students.  Report attendance and any injuries or medical conditions to your Hallway  or Building Captain.  DO NOT return to building/room until instructed by Hallway or Building Captain to do so. 

     Please maintain an up to date Emergency Contact Information Form for yourself.

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    Mailboxes

    All faculty are provided with a mailbox. Instructors are expected to check their mailboxes daily, if possible, and certainly not less than once a week. 

    Bulletins concerning record keeping of attendance, registration procedures, reporting of student attendance, etc., will be issued prior to the start of school in the Fall term, and as often as necessary during the year.  These bulletins are to be meticulously followed.  Deadline dates for attendance reporting must be followed exactly in order that state report deadlines can be met by the District.

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    New Instructors

    All new instructors will have an orientation session with a program coordinator or a department leader.  Topics include an overview of curriculum, program specific registration procedures, testing, staff development opportunities, and specific program concerns.

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    Outreach

    The outreach team will help instructors promote classes with low attendance by creating and distributing flyers, and making classroom outreach visits.  Complete the Outreach request forms Student Services. Submit the completed form to your program coordinator for approval.

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    Parking

    CEFA members are issued a Staff parking permit for their work location.

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    Part–Time (Hourly) Certificated Employees

    Part–time (hourly) instructors are employed on an if–and–as–needed basis and are required to sign a statement of understanding the terms of employment.  The following notice is required of all part–time certificated employees:  “In accordance with the provision of Education Code Section 87482, you are hereby notified that you are a temporary employee hired on an if-and–as–needed basis, and subject to termination in accordance with Education Code Section 87665.”  Contract and part-time (hourly) employment in division of Continuing Education is understood to require more than time for instructing classes and is to include the following:
    1. Attendance at faculty meetings called by the OEC administrators.
    2. Class preparation and program mandated assessments.
    3. Student evaluation and consultation.
    4. Accurate and timely submission of attendance and other records.
    5. Other duties as assigned.

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    Registration

    Due to district liability issues, Do Not Allow students to "sit in" your class.  Every student attending classes must be registered.  When students are properly registered their names will appear on the daily attendance roster.  Please call Admissions and Records (714) 628-5900 for more information.

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    Reporting Accidents and/or Unusual Occurrences

    Accidents occurring in the classroom, on school grounds, or in school offices must be reported immediately to the administrator on duty.  This means any type of accident to a student or employee.  Unusual occurrences are those occurrences other than an injury–type accident, i.e., vandalism to school property (autos, etc.), theft of school equipment, theft of personal property, only when in use during the scheduled class or parked on school grounds while a scheduled class is attended.  Specific forms for reporting accidents and/or unusual occurrences are available from a District Safety Officer. 

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    Resource Center

    The OEC Resource Center has supplemental activity and resource books, visual, CDs, DVD's, games, realia, and ESL Pre/Post Tests.  Audio/visual equipment is available for check out through the Resource Center.  Equipment requested by instructors will be available for pickup in the Resource Center 24 hours later.  There is required training before anyone can check out laptop computers, digital cameras, and projectors.  Check with the Resource Center staff for training schedules.

    Please review the Duplication Procedures. . Please also reference the Copyright Guidelines that are observed by the entire district.

    The District Publications Center, also located at the OEC, reproduces large numbers of copies on a cost-effective basis. The Publications Center Job Request form (available in the Resource Room and online www.rsccd.org/publications) must be completed. The Resource Room staff will submit the job to Publications. The time line for most Publications Center reproduction jobs is usually 8-10 working days. 

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    Salary Payments

    Paychecks are available on the last working day of each calendar month (except for December) for services rendered the preceding pay period.  They may be picked up after 12:00 noon, except on Fridays, at Employee Services at Continuing Education.  Contract certificated staff may elect a twelve–month plan whereby his/her ten–month contract salary is paid in twelve payments.  This option must be by written request of the contract employee to the Human Resources office.  Part–time (hourly) certificated staff do not have this option. The payroll period runs from the 9th of each month to the 8th of the next month.  Example: September 30th is payday for hours worked from August 9th through September 8th.
    (Adopted by the Academic Senate and endorsed by RSCCD Board of Trustees)

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    Staff Work Center (Hoteling)

    Computer workstations for instructor use are located at each Continuing Education location.  A specific login and password is required that corresponds with the college e-mail account created at initial employment.  Instructions and assistance are available at CHAP, room 272 or SCC, U-84 or from your program coordinator.  For User Name and Password inquiries please call the SCC Help Desk: (714) 628-4999.  Please remember to LOG OFF when finished. 

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    Supplies

    To order general supplies through the Resource Center, instructors are to fill out the Supply Order form located in the Resource Room, 19.  Supply orders for inventory items will be filled on a 48-hour turn-around basis.  Special order items will take longer.  Students are expected to supply their own pens, pencils, and paper.

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    Technology- General Classroom Computer Use Reference

    Please reference Technology Reference Sheet for topics: Log In Basics, Instructor Stations, Using Instructor Software and Media, Classroom (student computers) Monitoring, Technology WebPages, and Technology Phone Numbers.

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    Technology- Help Desk Requests

    What to do when encountering a computer problem:
    -If you are experiencing a problem with a computer, please save all work and restart the computer. Many problems are automatically fixed when the computer restarts.  If the problem is not with a computer or persists after a restart then you will need to fill out a technology repair request.
    -If the problem is an emergency (i.e. something breaks which is needed for the class to continue) then please call 628-4999 and report the problem. A technician will be by as soon as possible. Please only call if the request needs immediate attention.
    -If the problem is not urgent please report the problem via the web-based technology work request form available at http://Helpdesk

    How to use the Helpdesk Work Order System:
    -Open a browser (Internet Explorer, Mozilla Firefox, etc.) and go to http://Helpdesk.  Fill in your email address and password and click login.  This will tell the tech who is reporting the problem and verifies your identity.
    -After logging in you will see a page asking for information about the problem.  Find the Problem Type drop down box and select "OEC" then select "15 self service".  In the Subject line place a one line description of the problem.  In the Problem Detail area place a description of the problem.  Please include:
         1) A summary of the problem.  Include a list of everything in use at the time of the problem.  Exp: Plato crashed while using MS Word.

         2) Steps to reproduce the problem.  Include the user you were logged in as, and a set of steps the tech can use to cause the failure.
         3) When the problem was first noticed.  Include date and time if possible.
         4) Please include the room number and computer number.  (Computer #1 is the computer closest to the west most door.  Instructor stations are always the highest numbered computer in the room.)
         5) (optional) A screenshot of the error message is also helpful.  Screenshots can be made using Grabzilla (start->programs->office and graphics->grabzilla)
    -Click "Continue" to proceed to the next step.  You will be asked to select the Location and Room where the problem occurred.  Please replace the defaults with the correct information and click "Save".
    -Upon clicking save you should receive an email detailing the problem you just submitted. You can add additional information to the work order by clicking "Add note" or cancel the request with the "Cancel" button.  This can also be done through http://helpdesk as well.  In addition, the website shows your past requests for historical record.
    For an example of these directions with step by step screenshots click: Help Desk: How to Report Computer Problems.

          FAQ’s:
    Q) What should I do if I still have a problem even after the work order is shown as closed?
    A) Please fill out a new work order and mention the previous work order number in the problem. Please try to discuss how to reproduce the problem. If the problem occurred at random or is critical please call 564-5449, be sure to mention the past request.

    Q) I’m not sure how to describe the problem or what to say. What should I write?
    A) Try to describe the state of the computer at the time the problem occurred as well as the task you were attempting to accomplish. I.e. I had Word, Excel, and ASAP open and I was trying to open a new spreadsheet when I got a message box that said “error 505: not enough memory”. Just do the best you can; if the technician cannot understand or find the problem they will contact you for more information.

    Q) How long do I have to wait before my request is fixed?
    A) Typically requests are fixed in less than 24 hours from submission. Of course actual time depends on volume of requests, technicians at work, severity of need, and part availability. Please be patient, your request will be addressed as soon as possible.

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    Textbooks

    Textbooks for any Continuing Education course must have the approval of the Board of Trustees prior to use in the classroom.  Requests for textbook adoption must be submitted to the Program Coordinator for approval.

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    TRAC- Web Based Library System (Resource Room)

    Teacher Resource Assistance Center (TRAC) is a web-based library system.  It enables an instructor to search the library catalog and reserve/check out available books from the Resource Center.  Please view the TRAC Guidelines to access this system. 

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    Underage Students

    Please remember that underage students cannot enroll in our programs unless they have the appropriate completed release form.  This form must be signed by the appropriate official from the student’s home school district prior to enrolling in any of the Continuing Education programs.  Registration staff won’t process enrollment forms for underage students, and they cannot remain in classes until such release form is completed. Please refer underage students to the Counseling office to receive information on how to obtain a release form and the appropriate approval from their high school districts.

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    Wireless Internet Access

    To access the college wireless network please go to the college website for specific up-to-date instructions at
    http://www.sccollege.edu/Departments/StuTechSupport/Documents/configure.pdf

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    Worker's Compensation- Injury on the Job

    Any employee who sustains a work-related injury should immediately report the injury to Campus Security, the Dean or site administrator.  Employees will be provided with a "Medical Service Order" and be referred to a physician or emergency facility, which is included in the District's worker's compensation plan. All claims are handled through the district Security Office.

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