NCTC Adjunct Orientation Handbook General Information

General Information

General Information – Table of Contents

1. Day-to-Day Operations o Absence – Faculty o Bookstore o Business Cards o Cost Center Code o Faculty IDs o Library o Office Hours o Office Assistance o Personal Property on Campus o Supplies & Equipment 2. Building and Equipment Use o Office Assignment o Keys o Parking o Smoking o State-Owned Vehicle o Telephones o Use of College Property 3. Mail and Electronic Communication o Campus/ US Mail o Email and the NCTC Computer System o Virtual Office 4. Information Technology o Computer Network o Technology Training o Desire2Learn (D2L) 5. Health, Safety, and Security o Campus Closing o Campus Security o Children on Campus o On-the-Job Injuries o Safety

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Day-to-Day Operations Absence – Faculty All employees are asked to report an absence due to illness or other unanticipated reasons to their immediate supervisor prior to the start of their scheduled shift/day. In addition, an “Absent from Regular Duty form must be completed and submitted. This form can be found in the Employee Virtual Office (look under Forms = Human Resource Forms = Absent From Regular Duty).

Work with your Division Chair or Dean for assistance covering absences in advance, if possible.

If you must miss a class on short notice because of illness or emergency, notify the switchboard or receptionist who will post a notice for the students and will post a class cancellation notice on the college web site.

Bookstore Northland Community and Technical College operates a College bookstore on each campus for the convenience of both our students and employees. All students and employees are encouraged to purchase books and supplies through these facilities. Textbooks and general supplies are available in the bookstores as well as tools and equipment for specific occupational programs.

Business Cards Business cards can be obtained by submitting a completed request form to the Director of Public Relations. The form can be obtained in the Employee Virtual Office (look under Forms = Marketing/PR = Business Card Order Form).

Cost Center Code Each college department and program is assigned a cost center code for budgeting and purchasing. This code is used to: o make copies on the college copiers (code is punched into the copier to gain access) o send mail (code is written on the envelope near the return address) o charge supplies in the bookstore (code is given to the bookstore staff) o order equipment/ supplies from an outside vendor (code is entered on the purchase order)

To obtain the cost center code you are to use for your classes, contact the department/ division chair or your supervisor.

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Office Hours You are not required to keep office hours, but students are very appreciative when adjunct faculty make themselves available outside of class. If you know you will be on campus outside of class hours, inform the students so they can make contact with you in an adjunct office or elsewhere on campus. If you are comfortable with students calling you at home or some alternate number, you may provide that phone number on the syllabus (but do so with caution). If you have an email address, you may provide that address to your students as another convenient way for them to communicate with you. It is strongly suggested that only the college email system be used if possible.

Faculty ID Cards Faculty ID cards are used on the East Grand Forks campus to gain access to certain classrooms, offices, the mailroom, and other areas. These photo ID cards are obtained in the EGF campus library.

Library Northland Community and Technical College libraries support the curriculum, students and employees of the college. Information about the library hours and services can be found on the Northland College Library page.

Personal Property on Campus Northland College is not responsible for your personal property brought onto campus. The College’s insurance does not cover such items; however, as a general rule, the individual’s homeowner’s or renter’s insurance usually covers such items (less your deductible). Check with your agent as to your individual situation. The college cannot assume reimbursement for the loss or damage of personal items, including autos, for any cause.

Supplies and Equipment General office supplies, such as pens, notepads, stapler, etc. can be obtained from either campus bookstore. You may not order supplies directly from a store or vendor without following NCTC purchasing guidelines. Assistance with purchasing supplies/ equipment can be obtained from your department chair/ division chair and from the business office.

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Building and Equipment Use Office Assignment The Academic Dean on each campus makes the office assignments. Adjunct faculty are often assigned to a large shared office space that provides access to a computer, a phone, desk space and some storage space.

Keys To request keys, contact your supervisor. All keys must be turned in upon termination of employment.

All College employees will be issued keys for the areas to which they are assigned or responsible. Please see Bob Gooden on the East Grand Forks campus or Clinton Castle on the Thief River Falls campus to obtain necessary keys. You will be required to sign for the keys received. It is the responsibility of the employee to safeguard the use of the key(s) assigned. Keys must be returned at the end of the semester or academic year if faculty or staff will not be returning during the next academic period.

Please notify Bob Gooden at EGF or Clinton Castle at TRF if you lose your keys. Employees will be charged $25.00 to cover the replacement cost for each lost key.

Parking Northland Community and Technical College charges all employees a parking/access fee to support the operation, maintenance and development of campus parking facilities. Employees may request that the parking fee be taken as a pre-tax payroll deduction or they may pay by cash or personal check.

Northland Community and Technical College assumes no responsibility for care of, damage to, and/or protection of any vehicle or its contents at anytime while it is operated or parked on the campus. All vehicles should be locked when left unattended. The college reserves the right to ticket and/or tow at the owner’s expense any vehicle in violation of established parking regulations.

Smoking All of the vehicles, buildings, offices, restrooms and most entrances to any of the college buildings are non-smoking areas. Persons who smoke are to do so out-of-doors and only near those entrances designated as smoking entrances. It is the intent of the college to provide a smoke-free environment for all faculty members, staff, students and guests.

State-Owned Vehicle The college has a fleet of vehicles available for work related travel. In most cases a vehicle can be checked out from the receptionist.

State owned vehicles are for official state business only. Authorized drivers must comply with M.S. 16B.55 and the departments of Finance and Administration policies and procedures regarding use of state vehicles. Drivers are required to observe all ordinances and laws pertaining to the operation of motor vehicles. Authorized drivers are state employees; contract employees if authorization to drive a state vehicle is specifically cited in their contract; students who have been granted permission by College administration; and drivers for certain disabled employees

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Only authorized persons are permitted to ride in state-owned vehicles. Authorized persons include state employees, other persons participating in state programs or functions, or individuals assisting disabled employees with prior approval as described in the paragraph above. Family members are not allowed in state vehicles. State-owned vehicles are Smoke-Free.

Telephones A telephone directory can be obtained from the campus receptionist. Updated directories for each campus are sent out via email on a regular basis. The complete college directory can be found online.

To make long distance phone calls, a long distance ID code is required. This code must be requested from your supervisor. Long distance codes are issued only as needed to conduct NCTC business.

The use of long-distance calling for personal use is strictly prohibited. For employees needing to make personal long- distance calls, use of a personal long-distance calling card is recommended. Work related long distance phone calls are to be made by using the assigned long distance ID Code. Long distance ID Codes are to be used for college business only and should not to be shared with anyone. You are responsible for all calls listed under your ID Code. If it does become necessary to make long distance personal calls they should be reimbursed at .15 per minute plus applicable federal and state tax. Incoming toll free lines are provided for official business only. Personal calls using the toll free lines are not authorized.

Use of College Property College property is provided and maintained to complete assigned tasks. Property should be treated with care and used according to standard procedures. You should take appropriate security measures when leaving a work area unattended. Employees are prohibited from using State time, supplies or equipment for their private use or other non-state business uses. Misuse of the State telephone service, computer communications or State equipment and/or property can result in disciplinary action, including termination, as well as repayment for unauthorized usages. In addition, employees who violate this statute may be subject to criminal prosecution.

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Mail and Electronic Communication Campus/ US Mail Each faculty member is given a campus mailbox. Please check it regularly as various college/ campus announcements are delivered directly to employee mailboxes. US Mail is also processed through the NCTC mail rooms. In order to send out US Mail, a cost center code must be included on the envelope. Check with your supervisor to obtain the cost center code for your department.

Campus mail is the property of NCTC and no guarantee of confidentiality can be assumed. The employee should not receive personal mail, such as bills or magazines, at work.

Email and the NCTC Computer System The NCTC college campuses are networked with wireless access available from almost anywhere on either campus. Access is available to both the college Intranet and the Internet. NCTC uses Groupwise for email, which is accessed from the Internet. You will automatically receive an email address when hired. It is possible to log into the NCTC Intranet from a remote location with the proper equipment, software and access codes. Training in the use of Groupwise Mail is available through the Information Technology Department.

The email system is the property of NCTC and no guarantee of confidentiality can be assumed.

How To Access E-mail From Home To access your college e-mail from home you must have internet access and a password set on your Groupwise e-mail account and then follow these procedures:

ƒ Access the internet: Type www.northlandcollege.edu in the address bar and hit enter. ƒ Slide your cursor over the words “MyNCTC” located on the right side of the screen. A new menu should pop up with the words “Employee Webmail” in it. ƒ Slide your cursor over them and left click. You should now be at the Groupwise Web Access login screen. ƒ Enter your username and password in the same manner as using your on-campus computer for your e-mail account at work.

Virtual Office NCTC uses a “Virtual Office” which is a place on the Intranet where employees and students can go to access college resources from home or on campus. There are two different Virtual Office sites. The Employee Virtual Office is for Employees ONLY and is not accessible to students. The Student Virtual Office is accessible to both students and employees.

Signing into the Employee Virtual Office: Employees sign into Student Virtual Office the same way. 1. Go to the College home page. www.northlandcollege.edu 2. Hover over MyNCTC/Virtual Office. 3. Click on Employee Virtual Office. 4. Log in using your Novell log in that you use on campus. ¾ Username is: First 6 letters of your Last Name and the First 2 letters of your First Name ¾ Password is: The same as on campus

EAM: June 2007 29 NCTC Adjunct Orientation Handbook NCTC Adjunct Orientation Handbook General Information Detailed information about using the Employee and Student Virtual Office Sites can be found in the Virtual Office Handbook

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Information Technology

Technology Training

The following sites provide information and training resources specific to NCTC related to the use of technology:

¾ Technology Training Center ¾ Employee Resources – Technology Training (This site includes an “Employee Quick Start Guide”, “How to Login to the Network”; info on using the various Microsoft Office products (including Word, PowerPoint, Access, & Excel); information about Groupwise and Virtual Office; and, various other resources.)

Desire2Learn Desire2Learn (D2L) is the course management software that NCTC and all other schools in the Minnesota State Colleges and Universities System are now using. D2L allows instructors to create course web sites to supplement face-to-face courses or to provide instruction for distance learning online courses.

D2L allows students to access course materials through a standard web browser. Instructors can set up their D2L courses to include a variety of materials including course calendar (schedule), news, quizzes and surveys, grades, chat and discussions, and drop box to submit assignments.

Students and faculty access the D2L site at http://www.northlandcollege.edu/desire2learn/. Faculty who are interested in training on using this tool in their courses should contact Karleen Delorme, the NCTC D2L site administrator at 218-773-4538 or via email at [email protected]

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Health, Safety, and Security

Campus Closing due to Weather or Other Emergency The authority to close the college campus when a weather or other emergency exists resides with the president or the president’s designee. The closure of state agencies by the Commissioner of the Department of Employee Relations does not apply to MnSCU institutions. When a college closing is declared, all employees except weather essential employees are excused from work with pay. A college closure applies to all employees, without regard to labor contracts. However, the essential emergency employees who are not excused from work will be paid at their regular rate of pay. A declaration of a college closure will clearly identify the time frame when employees are excused from work. Employees are instructed to listen to radio and television stations when storms or emergency situations might carry over from one day into two or more days.

Notification of Cancellation or Closing The president or designee will notify radio and television stations of events such as a campus closure. The message given to these stations will indicate whether it is a cancellation or closure. Employees then must follow the state policies regarding cancellation or closure. Whenever possible, decisions to cancel day classes will be made by approximately 6:00 a.m., and decisions to cancel night classes or activities will be made by 3 p.m. In certain emergencies, an effort will be made to announce closures or cancellations prior to the 10 p.m. television newscasts.

The list of local and regional radio and television stations that will be contacted are:

RADIO STATIONS: Call Letters Station Dial Call Letters Station Dial KTRF Thief River Falls 1230 AM KKCQ Fosston 1480 AM/ 107.1 FM KKAQ Thief River Falls 1460 AM KJKJ Grand Forks 107.5 FM KSNR EGF/TRF 100.3 FM KNOX Grand Forks 1310 AM/ 94.7 FM KKDQ Thief River Falls 99.3 FM KYCK Grand Forks 97.1 FM KSRQ NCTC 90.1 FM KCNN Grand Forks 1590 AM KRWB Roseau 1410 AM KQHT Grand Forks 96.1 FM KCAJ Roseau 102 FM KKXL Grand Forks 1440 AM KROX Crookston 1260 AM KZLT Grand Forks 104.3 FM KKWQ Warroad 92.5 FM

TV STATIONS: KVLY Fargo Channel 11 WDAZ Grand Forks/ Devils Lake Channel 8 KXJB Grand Forks/ Fargo Channel 4 Local Cable Thief River Falls Channel 3 & 13

Other Emergency Conditions Other emergencies covered by this procedure would include such things as: fire, tornado, bomb threats, other serious problems related to mechanical or electrical systems, or any other extremely hazardous situation in or around the campus.

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Campus Security Northland Community and Technical College has made every effort to provide a safe and secure work and learning environment by illuminating its parking lots at night. When you leave the building in the evening, for your personal safety we recommend you walk to your car in pairs or in a group. If no one else is available, you may ask the on-duty security officer to escort you. Security officers are available on each campus Monday through Thursday evenings when classes are in session from 5:00 p.m. – 10:00 p.m. The telephone number for the security officers is as follows:

East Grand Forks 218-791-0469 Thief River Falls 218-681-9147

Children on Campus The following is an excerpt from Children on Campus (Policy 1075):

Due to disruption and possible risk of harm, employees and students may not provide care for children or have another person provide care for children on the College campus. Employees and students may not bring children to scheduled work assignments, class, computer labs, or the library.

Children are welcome on campus for appropriate events and must be supervised.

Safety It is the goal of Northland Community and Technical College to provide the employees and students with a safe and healthy work environment. Contact the college's Safety Officer, Becky Lindseth, for concerns about physical hazards, electrical hazards, fires and explosions, means of exit from buildings and use of Personal Protective Equipment (PPE). Northland Community and Technical College also has a Safety Committee on each campus with a purpose to promote awareness of safety on campus.

On-the-Job Injuries All NCTC employees are covered by workers compensation provisions if they are injured during the course of official business. When you have been injured on the job, notify your supervisor immediately so that the process of caring for your injury may begin. A serious injury must be reported to the Department of Employee Relations within 48 hours after it occurs. A first report of injury is to be completed by contacting Diana Hermreck on the EGF campus. A first report of injury form must be completed and submitted to Human Resources within 24 hours of injury. Medical practitioners must be notified that the injury was sustained on the job.

The designated clinics for evaluating and treatment of worker’s compensation related injuries for each campus is as follows: East Grand Forks: Altru Clinic Grand Forks Altru Health System 1000 South Columbia Road Grand Forks, ND 58206 701-780-6000

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Incident Reports The State of Minnesota requires that any incident that happens on campus or off campus that could result in litigation against the State of Minnesota or any of its employees or agents be reported. The incident report should be filled out immediately or as soon as possible after the incident occurs and turned in to the Business Office on either campus. The report should be filled out by the person(s) witnessing the event or the person to whom it was first reported. The Incident Report Form can be found in the Employee Virtual Office (under Forms = Human Resources = Incident Report Form).

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