School of Filmmaking Organization

North Carolina School of the Arts

School of Filmmaking

Faculty/Staff Handbook

2007 – 2008 School of Filmmaking Faculty/Staff Handbook 2007 - 2008

Table of Contents

I. School of Filmmaking Organization...... 5 General Information...... 5 North Carolina School of the Arts...... 5 Administrative Staff...... 5 2007 – 2008 NCSA & School of Filmmaking Committee Representatives...... 5 2007 – 2008 Faculty Discipline Chairs...... 5 II. Administrative Policies...... 5 Accessing Email from Off Site...... 5 Call Sheets...... 5 Conference Calls...... 5 Conference Room...... 5 Copies and Copiers...... 5 Computers...... 5 Contact Info...... 5 Email...... 5 Email Distribution...... 5 External Professional Activities for Pay/Notice of Intent Forms...... 5 Facilities Booking...... 5 Facility Repair Request...... 5 Faculty Contract Renewal Evaluation Procedures...... 5 Faculty Resource Center...... 5 Faculty Meeting...... 5 Fax...... 5 FedEx...... 5 Gift In Kind Donations...... 5 Leaves of Absence for Faculty...... 5 Mail...... 5 Mailbox...... 5 Memos...... 5 NCSA Faculty Manual...... 5 NCSA Human Resources Manual...... 5 Office Hours...... 5 Office Supply Requests...... 5 Outside Personal Projects (use of equipment or facilities)...... 5 Overtime & Compensatory Time (Staff Only)...... 5 Pet Policy...... 5 Recycling...... 5 Special Events...... 5 Staff Evaluation Procedures...... 5 Staff Meeting...... 5 State Vehicle Use...... 5 Surplus Property...... 5 Telephones/Voice Mail...... 5 Time Off...... 5 Time Sheets (Staff Only)...... 5 Travel Authorization...... 5 UNC Policy Manual...... 5 Update of Professional Activities...... 5 Website Posting...... 5 III. Purchasing/Reimbursement...... 5 State Requisitioning...... 5 Warranties...... 5 Small Purchase Orders...... 5 Entertainment Reimbursement- Foundation Funds...... 5 Mileage Reimbursement...... 5 Petty Cash Purchases -State...... 5 Petty Cash Purchases-Foundation...... 5 IV. Academics/Course Preparation/Curriculum...... 5 Admissions...... 5

3 Arts Probation and Letters of Concern...... 5 Attendance...... 5 Attendance Reports...... 5 Class Locations...... 5 Course/Instructor Evaluation Form...... 5 Curriculum and Program Changes...... 5 Discipline Guest Artists...... 5 End of Year Jury Procedures...... 5 Faculty Advisors...... 5 Field Trips...... 5 Undergraduate Academic Programs Final Exam Policy...... 5 Grades...... 5 Incomplete Course Work...... 5 Instructional Assistance...... 5 Instructional Supplies...... 5 Minimum Grade Requirements...... 5 Ordering Textbooks...... 5 Other Degree Requirements...... 5 Peer Evaluations...... 5 Recruitment...... 5 Requesting Film Screenings...... 5 Safety Examination...... 5 Student Evaluation and Grading System...... 5 Student Requests for Information...... 5 Student Social Security Numbers...... 5 Students With Disabilities...... 5 Summer Program...... 5 Syllabi...... 5 Unprofessional Course of Conduct Citations (UCC Citations)...... 5 V. Safety and Security...... 5 Emergencies...... 5 Emergency Notification – Telephone Tree...... 5 Inclement Weather...... 5 Keycards and Security at the School of Filmmaking...... 5 Keys for the School of Filmmaking...... 5

4 Tornado Preparedness...... 5 VI. Exhibition and Archives...... 5 ACE Exhibition Complex...... 5 Theater and BB&T Lobby Rules...... 5

5 I. School of Filmmaking Organization

The School of Filmmaking is one of five North Carolina School of the Arts schools including Dance, Drama, Design and Production and Music.

General Information North Carolina School of the Arts School of Filmmaking 1533 S. Main Street Winston-Salem, NC 27127-2189 Telephone (336) 770-1330 Administration Fax (336) 770-1339 Student Production Office Fax: (336) 770-1360 Archive Fax: (336) 770-1369

Administrative Staff Office of the Dean Jordan Kerner, Dean David Elkins, Assistant Dean Joe Lopina, Assistant Dean Dan McKinny, Assistant Dean Sonja Fuller, Receptionist Erin Haynes, Budget & Purchasing Coordinator Kate Miller, Film Festival & Internship Coordinator Kim Pauley, University Administrative Manager Patsy Seiler, Assistant to the Dean Alice Thompson, Director of Academic Programs

Production Office Wade Coonfer, Interim Head of Production Vacant, Assistant Head of Production

Technical Operations Kyle Salter, Technical Operations Manager Scott DuVall, Technical Operations Coordinator

Post Production Office Drew Detweiler, Head of Post Production Tiger Poston, Post Production Technical Officer Dallas Rhodes, Post Production Librarian

Moving Image Archives & Exhibition David Spencer, Senior Curator Matt Jones, Acting Assistant Curator Eric Self, Acting Exhibition Coordinator Jonathan Foster, Assistant Exhibition Coordinator

1 Animation Faculty Joe Lopina

Cinematography Faculty Richard Clabaugh David Elkins (Discipline Chair) John LeBlanc Bill McCord

Cinema Studies Faculty Renata Jackson (Discipline Chair) Dale Pollock David Spencer

Directing Faculty Wayne Crawford Janos Kovacsi Andy Lane (Discipline Chair) Dan McKinny

Editing & Sound Faculty Leander Sales Nola Schiff (Visiting Faculty) Julian Semilian David Yewdall,(Discipline Chair)

Film Music Composition Faculty David McHugh

Art Direction Faculty Balint Birkas Dane Krogman Burton Rencher (Discipline Chair)

Producing Faculty Lovinder Gill Steven Jones (Discipline Chair) Jerry Paonessa

Screenwriting Faculty Dona Cooper Bill Mai Laura Hart McKinny Ron Stacker Thompson (Discipline Chair)

2 2007 – 2008 NCSA & School of Filmmaking Committee Representatives Our Faculty and Staff represent the School of Filmmaking on various committees at the North Carolina School of the Arts and within the School of Filmmaking:

 Ad Hoc Admissions Alice Thompson  Administrative Kim Pauley  Alumni Bill McCord  Campus Development Andy Lane  Career Services Bill McCord  Educational Policies Renata Jackson  Faculty Awards Richard Clabaugh  Faculty Council Janos Kovacsi  Faculty Development Dane Krogman  Faculty Endowed Scholarship Bill Mai  Faculty Welfare Wayne Crawford  Grievance Laura Hart McKinny Alternate: Jerry Paonessa  Library Richard Clabaugh  Chief Academic Officer’s Advisory Dan McKinny, Alice Thompson  Reappointment Leander Sales Alternate: Janos Kovacsi  Reconsideration David McHugh Alternate: Ron Stacker Thompson  Safety Wade Coonfer  Student Advisory Council Joe Lopina  Textbook Committee Balint Birkas  Wellness Committee Julian Semilian

2007 – 2008 Faculty Discipline Chairs Elected at the end of every school year by their individual departments, Faculty Discipline Chairs serve one-year terms as the heads of the various disciplines within the Film School.

 Animation Joe Lopina  Art Direction Burton Rencher  Cinema Studies Renata Jackson  Cinematography David Elkins  Directing Andy Lane  Editing David Yewdall  Producing Steven Jones  Screenwriting Ron Stacker Thompson

3 II. Administrative Policies

Accessing Email from Off Site 1. Log on to http://mail.ncarts.edu/exchange

2. A pop-up box will appear. Enter your user name in the “User Name” box. Your user name is typically your last name and first initial (ie, Kim Pauley’s user name is pauleyk). Enter your password in the “Password” box. Enter the domain (ncsa) in the “Domain” box. Click “OK”.

You should then be connected to your email account. If you have any questions/problems, please contact Information Systems for assistance (770.3300).

Call Sheets The Student Call Sheet is emailed to students, faculty, and staff, posted on www.ncsafilm.net , and posted on the Production Call Board every Friday afternoon for the following week. The Call Sheet lists class changes, reminders, and special events. Any changes to classes should be given in writing to the Director of Academic Programs. Reminders or special events should be given to the Receptionist. Notification needs to be given by the Wednesday prior to the week of the event.

Conference Calls State ITS offers two types of conference calls. This applies only to multi-line conference calls. It does not apply to the standard line-to-line call using a speaker phone.

Attendant Controlled Conference Features and Capabilities:  Secure access is controlled through the State telephone operator.  State telephone operators manage the call setup and are immediately available to offer assistance to the conferees.  Available during normal business hours, Monday through Friday, 8:00 a.m. to 5:00 p.m.  Each conference call can have up to 30 participants.

Benefits:  Secure access controlled through the State telephone operator  The Attendant Controlled Conference service is managed entirely by the State telephone operators

Pricing:  $20.00 set up charge per Operator Assisted Conference call.  Initiator pays for all long distance charges associated with the call, for all conferees. Long distance charges are $0.04/minute.  Must be authorized by Department Head/Discipline Chair and Budget & Purchasing Coordinator

Ordering

4  Provide the State telephone operators with 24 hours notice of the need for an attendant controlled conference call  Fax the conference details on agency letterhead to the State telephone operators at 919- 733-5279 the day before the conference: . The call initiator's name and telephone number . Initiator’s email address . Telephone numbers of all participants . Date and time of call . Valid 10-digit State government telephone number (your office telephone number) . 16-digit department code for billing------Example (U920 1170 9900 0000) U920=NCSA---- department budget code----0000 . Departmental administrative signature  Remain on the line while the operator initiates the call so that the other conferees can be bridged together with the caller  Pay for all charges associated with the call for all conferees

Questions may be directed to the State telephone operators at 919-733-1110

Local Meet-Me Conference Features and Capabilities:  Allows conference calling for up to 30 participants  Available in several BellSouth metropolitan service areas  Reservations are made through the State telephone operators and are on a ‘per occasion’ basis

Benefits:  Low cost, each participant pays for any toll charges that may be incurred to use the service  Easy to use from any touch tone or rotary dial telephone

Limitations:  MeetMe Conference service is NOT a secure service. Any individual who knows a MeetMe Conference number can dial into a conference call in session without being identified.  Reservations are made on a first come, first serve basis.  A limited number of conference bridges are available. This is a ‘shared resource’ and availability cannot be guaranteed.  Reservations are made through the State telephone operators and are on a ‘per occasion’ basis. Customers should NOT attempt to reuse a MeetMe Conference number without verifying that it is available with the State telephone operators.  Once a MeetMe Conference Call is in progress and the conference bridge has been ‘locked’ (by depressing # button), no other participants are allowed to join the call.

Pricing:

5  $10.00 set up charge per conference reservation. NOTE: If a user wishes to reserve the same number for multiple conference dates, the user will be charged $10.00 for the number of reservations made (for example, if a MeetMe Conference number is reserved for every Thursday for 4 weeks, the total charge will be $10.00 x 4 calls or $40.00).  Each participant pays for any toll charges that may be incurred to use the service.  Must be authorized by Department Head/Discipline Chair and Budget & Purchasing Coordinator

Ordering:  $10.00 per number reserved per occurrence  Reservations are made on a first come, first serve basis  Requests must be submitted in writing by faxing the following information on agency letterhead to 919-733-5279 the day before the conference call:

. The call initiator's name and telephone number . Initiator’s email address . Telephone numbers of all participants . Date and time of call . Valid 10-digit State government telephone number (your office telephone number) . 16-digit department code for billing------Example (U920 1170 9900 0000) U920=NCSA---- department budget code----0000 . Departmental administrative signature

Questions may be directed to the State telephone operators at 919-733-1110

Conference Room The Administration Conference Room is located on the second floor of the Administration building. Please complete a Facilities Use Request (available at www.ncsafilm.net/faculty) and submit this form to the Receptionist to book the Conference Room. Your booking is not confirmed until you receive an approved Facilities Use Request back from the Receptionist. If your meeting is not booked, you will not be allowed to use the room.

The Conference Room also houses a kitchen area (coffee maker, microwave, refrigerator) for faculty/staff use. Please note that students are not to drink the coffee, eat the food, or use the supplies in the Conference Room. All faculty/staff are responsible for keeping this area clean.

The Conference Room is open after Administration operating hours. It can be accessed via the door from Reception into the Conference Room. Do not exit through the door from the Conference Room to the hallway because the door will automatically unlock and it cannot be locked from the outside.

Copies and Copiers Copiers are provided for work purposes only. Each faculty and staff member is assigned a copier code that will allow them access to a specific copier. The copier code is assigned by the Receptionist.

6 Administrative Copier: The copier is for faculty and staff use only. If you need to make copies after regular work hours, you may access the copier room through the mailroom. The Receptionist will keep this copier stocked with all of the necessary paper and supplies. Contact the Receptionist in the event of copier failure.

Buck Building Copier: This copier is for faculty and staff use only. The Receptionist will keep this copier stocked with all of the necessary paper and supplies. Contact the Receptionist in the event of copier failure.

Student Copier Use: Students may only use the copier in the Student Production Office. Students are not allowed to use the Administration or Buck Building copier with the exception of work study students and teacher’s assistants. If a student needs to copy for you under these circumstances, you should provide them with your copier code.

Computers NCSA Information Systems only supports computers purchased by the school and software sanctioned by the school. Please check with Information Systems before installing any software or software on your computer. In most cases, Information Systems must install any software or hardware. Under no circumstances should your computer be relocated without express permission from the University Administrative Manager.

PC Repair/Maintenance Request  Call Information Systems at 770.3300 to schedule an appointment. You need to be present when an Information Systems staff member comes to work on your computer.

IBM ThinkPad Repair/Maintenance Request  Take it to Information Systems for repair. Information Systems is located in the Administration Annex on Ehle Drive.

Password Expiration  Call the Information Systems Help Desk at 770.3300.  The Help Desk will call the SOF Receptionist and relay your new password.  The SOF Receptionist will call you and advise you of your new password.  You can avoid password expiration by following the Windows prompt that comes up approximately 14 days prior to expiration of your password.

Computer Use Policy It is the responsibility of each and every NCSA computer user to follow safe computer/email practices to ensure the integrity of NCSA’s computers and network. Not only should every computer user keep up-to-date with virus protection and Microsoft patches, but they should not download any unnecessary programs from the Internet.

Programs such as “Kazaa”, “Morpheus”, “Gnutella”, “weatherbug”, “webshots”, “hot-bar”, background images for email messages, etcetera contain viruses and/or open “holes” that endanger not only campus computers but the entire NCSA network. Malicious programs include Web Shots, Weatherbug, Hot Bar, Precision Time, Bonsai Buddy, Felix the Cat, Comet Cursor,

7 Gator, Kazaa, Morpheus, Gnutella, or any program containing “Spy Ware”. This list is NOT all inclusive. This list and any additions are available at www.ncarts.edu/maliciousprograms. Look at www.ncarts.edu/ithints for important information about keeping NCSA’s computers and network free from viruses.

NCSA computer users are prohibited from downloading and/or installing unnecessary and potentially harmful programs to any NCSA computer or any personal computer that is attached to the NCSA network. Adherence to this policy is mandatory. Non-compliance will result in the removal of the employee’s computer and disconnection of Ethernet ports in their office.

Please inform Lisa Weatherman, Chief Information Officer at [email protected], if any of these types of programs are installed on your computer so that cleanup activities can be scheduled. If you have any questions, please call Information Systems at 770.3300.

Contact Info Faculty and staff are required to maintain updated contact information with the Receptionist. Please advise the Receptionist if your home phone number, pager or cell phone number, or home address change. If you do not wish for your cell phone number to be published, please give the number to the University Administrative Manager for inclusion on a confidential list accessed only by the University Administrative Manager and the Dean. Be aware that SOF Administration cannot advise Human Resources of any contact information updates. They require that you contact them directly. You may reach Human Resources at 336.770.1428.

Email All NCSA faculty, staff, and students have an NCSA email account. The School of Filmmaking communicates almost exclusively via email. Please be sure to check your email regularly. Furthermore, you should communicate with students, faculty, and staff to the greatest degree possible using email. Students have NCSA email addresses as well and can be set up in your “Contacts” on your email account. If you need training to fully utilize the email system, contact the University Administrative Manager. If you have any problems with your email account, please contact the Information Systems Help Desk at 770.3300.

Email Distribution Emails for distribution to the NCSA campus must be submitted to the University Administrative Manager. They will be sent to Information Systems for distribution upon approval. NCSA issues the “Every Friday Email”. If the item is appropriate for that email, it will be included in the “Every Friday Email” rather than as an individual item. Items for the “Every Friday Email” must be submitted to the University Administrative Manager by 5:00 pm on Wednesday.

Email distribution to SOF staff, faculty and students must adhere to the following policy. This policy applies to policy and procedure memos that are addressed to a group of people rather than individuals. For example, this would apply to a memo addressed to all students, student groups by year or discipline, all faculty, all staff, or any combination thereof. It does not apply to memos addressed to a few individuals for a specific situation. If you are unsure about what kind of memo you are sending, ask the University Administrative Manager.

8 Production, Post Production, Exhibition/Archives, Technical Operations Each of the above departments is responsible for distributing its memos via email, sending it to David Elkins for posting on ncsafilm.net or ncsafilm.net/faculty (memos to students go on ncsafilm.net and ncsafilm.net/faculty, and memos to faculty and staff only go on ncsafilm.net/faculty) and posting a hard copy on the appropriate Call Board.

Administration Assistant Deans and Administration staff are responsible for distributing their own memos via email, sending it to David Elkins for posting on ncsafilm.net or ncsafilm.net/faculty (memos to students go on ncsafilm.net and ncsafilm.net/faculty, and memos to faculty and staff only go on ncsafilm.net/faculty) and posting a hard copy on the Administration/Discipline Call Board.

Disciplines The Discipline Chair will be responsible for distributing discipline memos via email, sending it to David Elkins for posting on ncsafilm.net or ncsafilm.net/faculty (memos to students go on ncsafilm.net and ncsafilm.net/faculty, and memos to faculty and staff only go on ncsafilm.net/faculty) and posting a hard copy on the Administration/Discipline Call Board.

Remember that any type of disciplinary action or correspondence which discusses a student’s performance should not be sent via email. These types of documents must be given to the student via hardcopy. Also, do not send student social security numbers to anyone vie email.

If you send an email to a student and it is kicked back to you, simply save the documentation that you attempted to send it and it was undeliverable. This will provide you with backup if the need arises. You are not required to resend information if it is returned to you as “undeliverable”.

External Professional Activities for Pay/Notice of Intent Forms Any faculty or EPA-NT staff member who intends to engage in an external professional activity for pay during the academic year must complete this form. It is available at www.ncsafilm.net/faculty. Additionally, an Absence Request must be completed and submitted with the External Professional Activities form if the activity will require the faculty member to be out of town during the academic year. Both forms should be submitted to the University Administrative Manager. For detailed information regarding the UNC policy on External Professional Activities, please reference Section 300.6.1 of the UNC Policy Manual (available at http://www.northcarolina.edu/content.php/legal/policymanual/contents.htm).

Facilities Booking At the beginning of each term, the Director of Academic Programs will assign classes to appropriate rooms or soundstages. If you need to use a space for any other reason, please complete a Facilities Use Request (available at www.ncsafilm.net/faculty) and submit it to the appropriate staff member as noted on the form.

Facility Repair Request SOF Administration relies on the members of the SOF community to report needed repairs, etc. If you see something in need of repair (i.e., burned out light bulbs, doors that won’t close

9 properly, clogged sinks, etc.), please send an email to the Receptionist. Please note that all temperature control requests must be submitted by the individual with the complaint. If an employee’s classroom or office is too hot/too cold, the employee must call Facility Services to report the problem. Facility Services can be reached at 770.3323.

Faculty Contract Renewal Evaluation Procedures The University Administrative Manager coordinates the faculty contract renewal evaluation process for the Dean’s Office of the School of Filmmaking. Faculty evaluation guidelines can be found in the UNC Policy Manual online at http://www.northcarolina.edu/legal/policymanual/contents.cfm. Please contact the University Administrative Manager or the NCSA Chief Academic Officer if you have questions on any of these policies.

Faculty Resource Center The Faculty Resource Center is located on the second floor of the Buck building. It has a refrigerator, microwave, and coffee maker. It also has a copier and fax machine. The Receptionist maintains coffee, copier, and fax supplies for the Faculty Lounge. This area is off- limits to students.

Faculty Meeting All faculty are required to attend the Faculty Meeting held on the first Tuesday of every month during the school year. Bagels and coffee are provided in the BB&T Lobby at approximately 8:45 a.m. The meeting begins at 9:00 a.m. and ends at approximately 12:00 p.m. It is held in Babcock Theater in the ACE Exhibition Complex.

If a faculty member finds it necessary to be absent from a Faculty Meeting, he/she must file a written request to the Assistant to the Dean for the Dean’s approval prior to the absence. This request must be via email unless the employee is home sick in which case a phone call will suffice.

Fax The Administration fax number is 336.770.1339 and is located at the Receptionist’s desk on the second floor of the Administration building. Please see the Receptionist for fax machine instructions. The SOF Fax Cover Sheet is available at www.ncsafilm.net/faculty. There is also a fax machine in the Faculty Resource Center in the Buck Building. The number is 336.631.1221. The fax machine is for faculty and staff use only. Students must use the fax machine in the Student Production Office.

FedEx All FedEx shipping must be via FedEx Express Saver. All other methods (Priority Overnight, Standard Overnight, 2Day, etc.) are prohibited without express permission from the University Administrative Manager. Authorization will only be granted for compelling reasons.

FedEx supplies can be obtained from the Receptionist. Staff members should report FedEx usage to the department head. Faculty members should report FedEx usage to their Discipline Chair. All FedEx charges will be deducted from departmental/discipline budgets.

10 The SOF FedEx Account Number cannot be used for any personal shipping needs. You can have your items picked up here, as long as you have made arrangements to pay for the charges yourself.

Gift In Kind Donations Materials or services donated to the school in the place of cash are considered In Kind donations. The donor decides the value of these In Kind donations. These gifts can be tax deductible and a receipt to the donor is required.

In Kind Gift donation forms can be acquired through the Production Office. Please fill out the form beginning with the donor's contact information, gift description and value of gift (donor must fill in that amount). Complete with your signature and telephone number in case further information is needed.

Present white copy to the donor as their tax receipt. Return yellow and pink copy to the University Administrative Manager for proper acknowledgement.

Leaves of Absence for Faculty From time to time faculty members may want to take Leaves of Absence in order to pursue professional work or other activities that might make positive contributions to their professional development. It is essential that all faculty continue to engage in professional work and it is an important aspect of their faculty responsibilities. A Leave of Absence may be the only method by which certain faculty members can pursue such work without compromising their faculty duties and responsibilities.

Application for leaves of absence without compensation must be requested in memo form and submitted to the University Administrative Manager. Application should be made no later than March 15 for a leave that is to be effective as of the following summer or fall term. Requests for leaves in the Winter or Spring terms must be submitted by no later than the first week of the previous Fall term. Short-term leaves of absence with compensation may occasionally be negotiated when teaching loads and programs are not adversely affected and only with the full approval of the dean.

The application memo should contain the period for which the leave is being requested, a statement discussing what is hoped to be accomplished professionally and how it will contribute to the professional development of the faculty member. The memo should also contain other goals of the leave. Once approved by the Dean, the request is forwarded to the Chief Academic Officer who will give a final ruling.

All Leaves of Absence are governed by the School of the Arts Policies outlined in the Faculty Manual. A copy of the Faculty Manual is kept in the mailroom and in the University Administrative Manager’s office if any faculty member would like to review it. It may also available online at http://www.ncarts.edu/vcprovost/FacultyManual.pdf.

11 Mail Outgoing mail should be placed in the outgoing mailbox on the Receptionist’s desk. The Mail Center will put postage on all school-related mail. Personal mail must be stamped by the mailer. If it is found that an employee is not stamping personal mail, the employee will be held financially responsible.

Mailbox A mailbox has been assigned to you. The Mail Room is located on the second floor of the Administration building just outside the reception area. The Receptionist will distribute daily mail into your box. This mailbox is for work-related purposes only. Pursuant to GS 14-91, employees are prohibited from using the school address as a mailing address for personal use.

Memos All School of Filmmaking employees must use the official SOF memo template for communication both within and outside the School. The template is available on our internal website at www.ncsafilm.net/faculty .

Memos addressed to SOF faculty, staff, and students should be distributed via email. Memos addressed to other NCSA employees should be distributed via email as well. Specific email procedures for certain memos are listed in the Email Distribution section of this handbook.

NCSA Faculty Manual The North Carolina School of the Arts Faculty Manual is kept available online at http://www.ncarts.edu:8055/FacultyManual/FacultyManual.pdf (no password needed - simply click “OK”). It covers topics such as faculty reevaluation and reappointment, personnel policies and procedures, leaves of absence, sexual harassment and conflicts of interest.

NCSA Human Resources Manual This manual covers topics such as staff personnel policies and procedures, sexual harassment, educational assistance, comp time and vacation time. It is available online at http://www.ncarts.edu/ncsaprod/humanresources/policies.asp.

Office Hours Faculty are required to post office hours either on or adjacent to their office door. Office hours may be in the form of either regular hours that you can be found in your office on a weekly basis or a sign-up sheet with clearly delineated hours during which you will be available to students. Faculty are required to provide 4 hours weekly.

Office Supply Requests Office supplies are located in the copier room. If you take the last item, please let the Receptionist know so she can reorder the supplies. You may also email your request to the Receptionist. Supplies will be pulled and the Receptionist will alert you when they are ready for pick up. Allow 24 hours for your order to be filled.

If you need specialized supplies, please obtain the Office Depot catalog from the Receptionist, compile your list consisting of item #, description, quantity, price and page number and e-mail it

12 to the receptionist. Office Supply orders are placed on the second Thursday of each month, pending funds availability.

Outside Personal Projects (use of equipment or facilities) Pursuant to G.S. 14-91, faculty and staff are not allowed to use any School of Filmmaking or NCSA equipment or facilities on outside personal projects not directly related to their teaching, academic or staff duties at the School. Please note that this restriction does not apply to faculty updating their professional reels.

Furthermore, faculty and staff are not allowed to solicit or hire any students to work on outside personal projects during the academic year or during the summer if the student plans to return to school in the following academic year.

Overtime & Compensatory Time (Staff Only) Per the State Personnel Manual the overtime and compensatory time policy is as follows:  EPA-NT employees are not eligible for compensatory time.

 SPA employees earn 1.5 hours of compensatory time for every hour over 40 in a work week that they work or 1 hour of compensatory time for every hour over 8 in a work day if a full 40 work week is not worked.

 SPA employees will not accrue more than 240 hours of compensatory time at any time. In the event that this limit is exceeded, the employee will be required to take the excess compensatory time within 30 days.

 SPA employees are required to take compensatory time within the twelve month period following the accrual of the compensatory time. The employee may schedule this time off at their discretion. However, if an employee is within a month of exceeding the twelve month period, mandatory time off will be scheduled for the employee.

Compensatory time will be closely monitored as will overtime. Employees must have prior authorization from their supervisor to work overtime. Time sheets must accurately reflect time worked and time off.

Pet Policy Pets are not acceptable on campus with the exceptions of animals trained to assist the disabled and animals needed for instructional purposes.

Recycling NCSA supports and encourages recycling. Each faculty and staff member is encouraged to keep a “Recycle Box” near their trash can for paper products. Housekeeping will empty Recycle Boxes on a regular basis. Be sure to mark it “Recycle Box” and do not put any other boxes of important papers near the trashcan so as to avoid accidental removal.

13 Special Events Any employee wishing to host a special event for a non-NCSA group or purpose must complete the Special Events Approval Form. This form as well as the On Campus Special Event Insurance Form and Special Events Policy are available online at http://www.ncarts.edu/formsprocedures/#special.

Staff Evaluation Procedures The University Administrative Manager coordinates the staff evaluation process for the Dean’s Office of the School of Filmmaking. Staff evaluation guidelines can be found on the Office of State Personnel website at http://www.osp.state.nc.us/ExternalHome/. Please contact the University Administrative Manager or the NCSA Human Resources Office if you have questions on any of these policies.

Staff Meeting All staff are required to attend the Staff Meeting held the third Thursday of the month at 9:00 a.m. in the Administration Conference Room. If a staff member finds it necessary to be absent from a Staff Meeting, he/she must file a written request to be absent for the Dean’s approval prior to the absence. This request must be via email unless the employee is home sick in which case a phone call will suffice.

State Vehicle Use Only state employees are authorized to drive state-owned vehicles. Please see North Carolina School of the Arts Administrative Policy and Procedures – State Vehicle Use (www.ncsafilm.net/faculty), for specific policies and procedures regarding the use of state- owned vehicles. Pursuant to G.S., 14-247, employees are not allowed to use State vehicles for personal use.

Students are not allowed to drive state-owned vehicles unless they are employed by NCSA as a temporary or Federal Work Study employee. Students needing to drive a state-owned vehicle for production purposes should be referred to the Head of Production. Students needing to drive a state-owned vehicle for any other purpose should be referred to the University Administrative Manager. The Head of Production and the University Administrative Manager have final authorization on student drivers.

Faculty or staff wishing to use a Motor Fleet Management vehicle must submit an “Administrative Vehicle” request form (available at www.ncsafilm.net/faculty) to the University Administrative Manager for approval. NCSA Administration will not release a vehicle without an approved form. Faculty and staff should not attempt to book a vehicle on their own.

Surplus Property Surplus Property encompasses all school property no longer in use by a department. Per NCSA policy, departments should transfer all property and equipment to Surplus Property as soon as it is determined that it is no longer needed. State property may not be transferred or sold except to other departments. Surplus property may not be discarded, given away, or converted to personal use. If you have an item that needs to be taken to surplus, contact the Receptionist.

14 Property designated as surplus, is available to departments on a first come first serve basis. Viewing of surplus property may be scheduled between 8 a.m. and noon, Monday through Friday. Faculty and staff should contact Libby Rush in Purchasing (631.1589) to schedule a view time.

Telephones/Voice Mail To place an on-campus call, dial the four-digit extension. To place a local call, dial “9” to get an outside line and then dial the phone number. To place a long distance call, dial “9” to get an outside line and then dial “1 + area code + the phone number”.

Please note any personal long distance calls that you make, as you are financially responsible for them. You will receive an invoice from Budget & Purchasing Coordinator on a monthly basis. Payment is due upon receipt of the invoice.

Your phone is equipped with voice mail. You may set your own security code but you must provide the code to the University Administrative Manager. This is so that your voice mail can be reset in the event of your permanent departure from the School of Filmmaking. Administration does not monitor voice mail.

To check your voice mail when you are out of the office: 1. Dial (336) 770-1240. 2. Enter your mailbox number which is your SOF phone number (you must enter all 7 digits). 3. Enter your password.

If you are going to be out of the office for an extended period (more than one working day), please be sure to update your voice mail message so that callers will know when to expect you back. This will reduce the number of messages on your voice mail when you return as well as alleviate any frustration for the caller. Your voice mail message can be updated using the procedure above.

Time Off For Staff: Staff members who need time off for any reason must first submit a Time Off/Vacation Request form. Staff members who report to the Dean should submit the form to the Dean for signature. All other staff members should submit the form to their immediate supervisor for signature. Copies of approved time off requests must be submitted with timesheets to reflect any time taken off during that month. This form is available at www.ncsafilm.net/faculty .

In the event of illness, staff members who report to the Dean should contact the Dean prior to the start of the work day to advise. All other staff members should contact their immediate supervisor prior to the start of the work day to advise. A doctor’s note is required for absences of 3 or more consecutive work days.

15 For Faculty: For Fall term, the first day for faculty is the Tuesday after Labor Day and the last day is Friday of Week 12. For Winter term, the first day for faculty is generally the first Tuesday after Winter Break and the last day is the Friday before Spring Break. For Spring term, the first day for faculty is the Monday after Spring Break and the last day is the Thursday before Commencement. Dates are noted on the Faculty/Staff Calendar. For any absences during the above noted times, the following procedure must be followed.

A Faculty Absence Request must be submitted to the Assistant to the Dean prior to scheduled absences. This form is available at www.ncsafilm.net/faculty . In accordance with University of North Carolina policy, the absence policy of the School of Filmmaking requires faculty members to notify the Dean of all absences during the academic year even if the absence does not fall during scheduled class time. This includes leaving town on personal or professional business during any academic term. Requests must be approved by the Dean.

As stated in the Faculty Manual (VII-3), the University of North Carolina policy does not provide a sick or annual leave allowance for faculty. However it does allow for a faculty member to be paid for absences due to illness or other legitimate reasons if the absence is approved by the Dean and other faculty members in the department agree to cover the workload. If the absence is disapproved by the Dean and/or other faculty members are unable to cover the workload, the absent faculty member will be placed on Leave Without Pay for the duration of the absence.

Faculty who are ill and must miss a class, should, if possible, attempt to find another faculty member to take their place. Faculty should also contact the Director of Academic Programs as soon as possible so that she may alert the Dean and students (in the event that the class needs to be cancelled).

Time Sheets (Staff Only) All time sheets must be turned in to the University Administrative Manager who will then forward them to the Human Resources office. Staff members who report to the Dean must turn them in for signature by the Dean. Supervisors of all other staff members should sign their employees’ time sheets and then turn in the signed time sheets to the University Administrative Manager. A copy of the employee’s time sheet will be filed in their SOF personnel file and a copy will be returned to the employee. Time sheets can be found at www.ncsafilm.net/faculty.

Time sheets are due to the University Administrative Manager on the third day of the month following the month the time sheet is for. For example, your May time sheet is due on June 3. It is imperative that time sheets are submitted on time so that we are in compliance with State policy.

Travel Authorization If you are planning a business trip (seminar, film festival, conference, etc.) for which you will request reimbursement, you will need to fill out an Travel Authorization—a form which is required by NCSA. The form can be found at can be found at www.ncsafilm.net/faculty. This

16 form should be signed by your immediate supervisor and given to the Budget and Purchasing Coordinator A copy of the signed Travel Authorization will be returned to you. You must carry this form with you when you travel. It is best not to plan travel until you get the approved form. Please note, if you would like to receive a travel advance for your trip, you must file your Travel Advance one month in advance. You will be advanced 75% of your estimated expenses prior to your departure. The remaining 25% will be reimbursed upon your return after you have turned in all original receipts using the appropriate reimbursement form (see section III - Expense Reimbursements).

For post-travel reimbursement, a copy of the approved Travel Authorization form must be attached to the reimbursement request and submitted to the Budget & Purchasing Coordinator no later than 10 days after return from travel. Failure to follow these procedures will result in personal liability for all expenses incurred. Please reference your Travel Authorization Form to determine which form to use and also attach a copy with your expense report.

The NCSA Travel Policy can be viewed at www.ncarts.edu/ncsaprod/formsprocedures. In addition to the policy, you will find a Travel Reimbursement form in Excel that you can download and complete. There is also a Travel Authorization form in Word (with an Excel spreadsheet for cost calculation) that you can download and complete. Both forms have detailed instruction sheets.

UNC Policy Manual The UNC Policy Manual is online at http://www.northcarolina.edu/legal/policymanual/contents.cfm.

Update of Professional Activities This form must be completed by faculty for any outside activity engaged in during the calendar year whether paid or unpaid. The completion and submission of this form is a requirement for all faculty as part of the annual evaluation process. The University Administrative Manager will issue a notification to submit as requested by the Chief Academic Officer. The form is available at www.ncsafilm.net/faculty.

Website Posting The following are guidelines for submitting handouts to David Elkins for posting on the website. This information only applies to handouts that you use from another source such as a book or magazine. If it is something that you have created yourself in WORD or some other program, you can email it to me for posting.

1. Indicate the name and number of the course Example - FIM 151 Fundamentals of Production & Technology

2. Provide Xerox copies of the handouts, separated and paper clipped. Do not staple. Please do not give me a book or magazine for scanning.

3. Indicate the name for each handout and the week (dates) of the term that it pertains to. Example – Film Crew Positions – Week #1 (9/22)

17 All handouts will be scanned into the computer and saved as Adobe PDF Files which can be accessed from any computer using Acrobat Reader. If you want the handouts saved in some other format please let me know.

18 III. Purchasing/Reimbursement Absolutely no materials, services or equipment may be ordered or purchased without a purchase order, small purchase order or p-card. The following are the procedures for requesting a purchase order (PO), a small purchase order (SPO), or a p-card purchase. Individuals who fail to use one of the three purchasing options will be held personally responsible for the materials ordered, and will not be reimbursed. Plan ahead, a PO can take anywhere from 2-7 days to process.

State Requisitioning  Research your item to see if there is a state contract vendor that supplies that item. Check on pricing and bids (anything over $2,500 must have 3 bids or a Sole Source Justification). You are free to use a non-state contract vendor if there is no current contract on that particular item or if you can get the item cheaper than on contract. You would then complete the Internal Requisition Form located on the SOF faculty and staff website. www.ncsafilm.net/faculty  Be sure to fill out the requisition in its entirety with vendor name, address, phone/fax, contact person, your name, phone and discipline/department. Be very detail oriented when entering the actual order information to ensure the correct items are ordered. If item numbers are available please enter them in the description line prior the actual description.  You must obtain the signature of your Discipline Chair or Department Head prior to submitting your requisition to the Budget and Purchasing Coordinator. The Budget and Purchasing Coordinator will obtain permission from the University Administrative Manager and the Dean for the School of Filmmaking prior to entering the information into the data base for the generation of the PO.  You will be notified when your PO is ready and it will be placed in your mailbox. You will receive the original PO and a copy of the PO stamped ‘Received’ for follow up receiving.  The staff or faculty member is responsible for ordering, follow-up and receiving all items. Please make sure that the ‘Received’ copy of the PO is returned to the Budget and Purchasing Coordinator with your signature and the date that you received the items. You should also include any invoices or packing slips that came with the item. This allows the Budget and Purchasing Coordinator to know that everything is accounted for and it is alright to proceed with payment to this vendor.  If the item you purchased is valued at over $1,000.00 and you wish to add it to the movable insurance please submit the proper form for that with your ‘Received’ paper. The Movable Insurance form is located on the Filmmaking Faculty and Staff website.

Warranties It is the purchasing party’s responsibility to be aware of any warranties for items purchased, complete any warranty cards, and maintain warranty information. Furthermore, the purchasing party should ensure that any needed repairs that fall under the warranty are obtained following the procedure outlined by the warranty.

Service Contracts Any time you purchase an big ticket item see if the vendor offers a service contract. It is imperative that we have professional equipment with professional service and maintenance.

19 Movable Insurance If you purchase an item that is $2500.00 or above and require a fixed assets tag then you can rest assured that the item will need to be insured. In order to insure your items you will need to fill out the Movable Insurance Form located on www.ncsafilm.net/faculty.

It is important to be aware that there is a $1000.00 deductible and the school is paying $0.30 per each $100.00.

Small Purchase Orders  Small Purchase Orders (SPO’s) are for purchases under $300 and are only for items that can be purchased with State funds. SPO’s cannot be used for food or gas.  SPO’s are to be used for local vendors with same day service/goods that do not accept a credit card. If the vendor accepts credit cards you are encouraged to use your p-card, which is a much more efficient form of payment.  SPO and all receipts are to be given to the Budget and Purchasing Coordinator within 24 hours.  Department Heads (staff) or Discipline Chairs (faculty) must pre-approve use of budget before a SPO is issued. An authorizing email from the Department Head or Discipline Chair must be sent to the Budget & Purchasing Coordinator prior to the purchasing party picking up the SPO.

P-Cards  The P-Card is for purchases under $500.00 that can be purchased with a credit card. All state purchasing guidelines still apply when using the P-Card. All receipts are to be handed into the Budget and Purchasing Coordinator along with the card within 24 hours. All receipts must be itemized and signed by the purchaser.  Complete a P-Card Ordering Form just as you would an Internal Requisition. When the form is complete, obtain authorization signatures from your Discipline Chair/Department Head, granting permission for the purchase and ensuring adequate funds are available within your discipline/department budget.  Submit the P-Card Ordering Form to the Budget and Purchasing Coordinaor who will then issue your card to you. All P-Cards will be held in the Budget and Purchasing Coordinator’s office and must be signed out for use.  Purchase your items. You can use your P-Card in person, online or by phone. When the purchase has been made, return the card along with any receipts or confirmations to the Budget and Purchasing Coordinator within 24 hours of check-out. Failure to do so will lead to a loss of P-Card priviledges.

Travel Reimbursement In order to qualify for travel reimbursement you first need to complete a Travel Authorization Form which can be found at www.ncsafilm.net/faculty. This form should be signed by your immediate supervisor and given to the Budget and Purchasing Coordinator so that she and the University Administrative Manager can determine if the funds are available.

20 When travel is completed you must turn in all of your receipts to the Budget and Purchasing Coordinator so that she can enter all of your information into the Travel Reimbursement Form. After the form is signed by the traveler and their supervisor it will be sent along with the original receipts to the accounts department who will then generate the check. All state travel policies are followed by the School of Filmmaking.

State travel policies and procedures can be found at: www.ncarts.edu/formsprocedures/TravReFormPro.doc.

Entertainment Reimbursement- Foundation Funds The Foundation will pay the current state rate per diem for meals and lodging for school employees or students traveling on school business. The Foundation will also pay all reasonable and appropriate meals and lodging costs when school employees are entertaining donors, Foundation or business representatives, or when the school holds events pre-approved by the Chancellor, Director of Advancement, the Dean or the Provost while using discretionary funds.

To receive reimbursement for entertaining a guest artist, prospective faculty member, or the like, please follow the guidelines listed previously in the Expense Reimbursement section. In addition to these procedures, the following restrictions also apply:

 The School of Filmmaking host will be reimbursed for themselves and the guest artist only. If the host is asked to bring a spouse or partner along, they will be reimbursed for that person as well.  You will not be reimbursed for meal expenses that go over the limited amounts approved, unless specifically authorized by the Dean.

~Breakfast-no more than $10 per person ~Lunch-no more than $15 per person ~Dinner-no more than $35 per person

Any additional persons invited to dine with the host and the guest artist will be responsible for their own meal. We realize that you will want to be hospitable to our guests, but due to limited resources we must request that you abide by our policies.

Mileage Reimbursement The mileage rate for business travel is 48.5 cents per mile if 1) the round trip does not exceed 100 miles or 2) a state vehicle is not available. If the round trip exceeds 100 miles and a state vehicle is available, the reimbursement rate is 25 cents per mile. The notation “SVNA” (State Vehicle Not Available) must be listed on the travel reimbursement form. The “SVNA” entry combined with the employee’s signature will certify that the employee requested a state vehicle and was informed that one was not available.

You will need to complete a State Travel Reimbursement Form or a Foundation Expense Reimbursement Form. Please see the Budget & Purchasing Coordinator for the proper reimbursement forms. Forms can also be found at www.ncsafilm.net/faculty. These forms need to be turned in within 10 days of your trip.

21 Please make sure on the State form you list your gas as mileage and attach your gas receipts to cover the dollar amount.

Petty Cash Purchases -State All Petty Cash is held in the office of the Budget and Purchasing Coordinator and is for emergencies only.

State Petty Cash purchases are limited to $30.00 per purchase. Anything over this amount will not be given out or reimbursed. Submit a State Petty Cash Authorization Form, signed by your immediate supervisor, to the Budget & Purchasing Coordinator. The Budget and Purchasing Coordinator will then give you the cash requested making note of the transaction on the form. You will then be expected to turn in your receipts and any change within 24 hours. You can find both State and Foundation Petty Cash Policies and Forms on www.ncsafilm.net/faculty.

Petty Cash Purchases-Foundation All Petty Cash is held in the office of the Budget and Purchasing Coordinator and is for emergencies only.

Foundation Petty Cash is only to be used if items are needed that cannot be purchased using state funds. An example of such a purchase would be bottled water for a guest artist who will be speaking with the students. There is a $50.00 limit on Foundation Petty Cash. As with State Petty Cash you must fill out the Foundation Petty Cash Authorization Form with the proper signatures. The Budget and Purchasing Coordinator will then give you the cash requested making note of the transaction on the form. You will then be expected to turn in your receipts and any change within 24 hours.

22 IV. Academics/Course Preparation/Curriculum Admissions The School of Filmmaking Admissions Committee reviews all applications to the School of Filmmaking. All faculty must participate in the interview process. The Director of Academic Programs will contact faculty members to set up times for them to participate in this process.

Arts Probation and Letters of Concern If a student fails to meet the minimum grade requirements as indicated above, he or she may be placed or continued on Arts Probation. In addition to assessment of a student’s grades, the faculty determines if a student should be placed on Arts Probation for the following term based on these criteria: (1) ability to absorb instruction; (2) assessment of talent; and (3) ability to work, collaborate and produce at a professional level. A student placed on Arts Probation who fails to meet the stated criteria in the succeeding term usually will not be invited to continue in the program. A student who is recommended to be continued on Arts Probation for a third consecutive term may not be invited to return.

A student will receive Arts Probation or a Letter of Concern if, in the judgment of the faculty, he or she fails to demonstrate sufficient professional development based on the criteria listed above. The student’s Discipline Chair is responsible for writing the letter, submitting the original to the Director of Academic Programs. The Director of Academic Programs will distribute the letter as necessary.

Attendance All faculty must take class attendance whether that be via roster or attendance reports (see Attendance Reports below). Class attendance is absolutely necessary for success in the program. The SOF attendance policy states that one unexcused absence means lowering a student’s grade in that class by a full letter grade. Two tardies equals one unexcused absence.

Students are required to complete an Excused Absence Request form (available on www.ncsafilm.net) for all absences. This form must be authorized by all necessary parties before the absence is considered excused and the student is responsible for confirming this before being absent. Of course, this form cannot be completed in the case of some family emergencies or illness but the student is still required to contact all instructors as soon as possible to explain the situation. If you have questions as to whether an absence was excused or unexcused, please contact David Elkins, the Director of Academic Programs, or the Dean.

Attendance Reports Attendance can be taken via the One Card System in any of the three theaters. Students must swipe their cards in the attendance reader to order to be recognized on the attendance report. Faculty may then request an attendance report from the One Card office for the desired date(s). The attendance report will be sent to the faculty member via email. Faculty are responsible for converting the report to an Excel file – the One Card office will not do this.

Directions for Converting Attendance Reports 1. Highlight the full attendance report as received in the e-mail.

23 2. Go to “Edit” on the e-mail toolbar, click on “Copy”.

3. Open a new Word file, click on “Edit” on the Word toolbar, then click on “Paste”. The attendance report should be duplicated in the Word file.

4. Go to “Edit” on the Word toolbar, click on “Replace”.

5. In the field “Find what”, type in |, which is the straight line above the backslash on your keyboard (on some keyboards it looks like a colon made with two straight lines).

6. In the field “Replace with”, leave it blank.

7. Click on “Replace all”. All of the | should be gone.

8. Go through the information remaining and highlight and delete everything except for the student entries.

9. Highlight all the student entries in the Word file.

10. Go to “Edit” on the Word toolbar, then click on “Copy”.

11. Open a new Excel file, click on “Edit” on the Excel toolbar, then click on “Paste”.

12. Highlight the first column in the Excel file, click on “Data” on the toolbar, then click on “Text to columns”. The “Convert Text to Columns Wizard” box will appear.

13. Click on “Fixed width”, then “Next”.

14. Adjust each break line according to the directions, separating the information into columns starting with the date. Then click on “Next”.

15. Click on “General” under “Column Data Format”, then click on “Finish”.

16. Click on the column edge at the top to increase the cell size to see the complete data.

17. Delete any empty rows between student entries by clicking on the row number, which highlights the row, then click on “Edit” on the toolbar and click on “Delete”.

18. To sort, click on any cell, then click on “Data” on the toolbar.

19. Click on “Sort”, click on “Ascending”, and type “Column E” into the field “Sort by”, which should be the column with the students names.

20. Then click “Ok”.

24 The report can be further manipulated and sorted for ease of use depending upon the faculty member’s specific needs. For further training, contact the University Administrative Manager.

Class Locations Class locations are assigned by the Director of Academic Programs based on the needs of the course. These locations are posted on the Time Schedule of Classes and are filed with the Registrar’s Office. If an instructor uses additional locations, the location(s) and the date(s) must be on file with the Director of Academic Programs. Instructors should send notice via email or memo to the Director of Academic Programs. It is imperative that this policy be followed. Should an emergency occur, emergency officials will contact the Director of Academic Programs and the Registrar’s Office for location information. If the location is not filed, there is no way for officials to know where the instructor and students are located.

Course/Instructor Evaluation Form At the end of each term, the Director of Academic Programs will give each instructor a packet of Course/Instructor Evaluation Forms for each of their classes. The instructor should allocate at least 15 minutes of class time for completion of these evaluations by their students. Evaluations must be completed on campus and in the assigned class location. The instructor should also select a student representative and must leave the classroom while the students are completing the forms. The instructor should ask the student representative to return the completed forms in the sealed envelope to the Receptionist as soon as possible.

Evaluation forms will be submitted to Institutional Research. Institutional Research will return a report for each faculty member noting statistical scores as well as all comments written by each student for each class. A copy of the report will be placed in each faculty member’s mailbox. It is the faculty member’s responsibility to review the evaluation forms. The forms must be retained by the faculty member so that they may include them in their Contract Renewal Evaluation portfolio.

Curriculum and Program Changes From time to time, students will be given amendments and modifications to the Bulletin, as well as other new information on requirements, policies and procedures related to specific aspects of the School of Filmmaking. It is the student's responsibility to stay well informed of and current with these changes. Students should stay in close contact with their faculty advisors/mentors and the School Administration regarding any changes in the School's curriculum, requirements, policies and procedures.

Discipline Guest Artists Guest Artists that are discipline specific are the responsibility of the sponsoring discipline. It is the responsibility of the sponsoring faculty member or Guest Artist to make travel arrangements.

The State does not allow the reimbursement of a non-employee nor does it allow us to expend funds in the name of a non-employee. The State policy regarding Guest Artist payment requires us to hire the Guest Artist as an Independent Contractor and pay the Guest Artist an honorarium. This honorarium paid to the Guest Artist would be equivalent only to the amount that the Guest Artist would have to pay for airfare, hotel, car rental, and meals. Please note that meal costs

25 must adhere to the State guidelines ($7.50 for breakfast, $9.75 for lunch, and $16.75 for dinner). In accordance with State policy, the Guest Artist must pay for all expenses up front and will receive the honorarium check after the services are rendered.

If the honorarium amount is less than $1500 and the Guest Artist performs services for us only one time in a year, no taxes will be withheld. If the honorarium amount is more than $1500 or if it is less than $1500 but the Guest Artist performs services for us more than one time in a year, 4% will be withheld to cover taxes.

The sponsoring faculty member must notify the University Administrative Manager at least 3 weeks prior to the Guest Artist’s arrival. You will need to provide the name, address, phone number, email address, social security number, date that services will be performed, and the total amount to be reimbursed. The University Administrative Manager will then initiate the contract paperwork. Once the paperwork is signed off by the Chief Academic Officer’s Office, a contract will be issued by the Chief Academic Officer and mailed to the Guest Artist. Upon receipt of a signed contract from the Guest Artists, Accounts Payable will issue a check payable to the Guest Artist. Again, please be aware and advise the Guest Artist that the State does not make payment until after services are rendered. It takes approximately 2 weeks after the date of service for the check to be cut.

End of Year Jury Procedures Continuation in the SOF program is by invitation only. Invitations are extended by the faculty based not only upon a student's artistic and academic grades, but also upon the student's professional attitude, and ability to interact appropriately within the School community. The School of Filmmaking will review the work, attitude and professionalism of each student in Years One through Three near the end of the Spring Term. As in other Arts Schools in which year-end juries of portfolio reviews take place, all Year One and Two students will present a portfolio of their current year's work and a verbal presentation of the reasons why they should be continued in the program. Select Faculty in Year One and all the faculty in Year Two will engage in both a review and a general discussion and examination covering all aspects of the student's coursework and experience throughout the year. Faculty within a specific discipline will conduct a review of all Year Three students' work in that discipline, and will make a recommendation as to whether or not the student should be invited back for a Fourth Year. Evaluation forms must be completed for all students and turned in to the Director of Academic Programs.

The portfolio review will incorporate several elements from the various course assignments throughout the academic year. In addition, students may elect to add a limited number of self- chosen examples of work that they feel best represents their accomplishments in the various aspects of the curriculum. Students will also need to identify their top two choices of the disciplines they hope to join. Further details regarding the portfolio review process will be provided at the beginning of the Spring Term.

The School of Filmmaking reserves the right to dismiss from the program, without probation or an official letter of warning, any student whose social or professional behavior prevents or impedes the School's classes and production activities from proceeding in a creative and orderly

26 fashion, or interferes with the training and production work of other students. The final decision in these instances will be made by the Dean.

Factors to Consider Regarding Continuance/Discontinuance  This individual should be a storyteller of unusual vision who knows how to use and value all the components that are essential to the creation of a motion picture or a television program.

 We require all of our students to write, direct, produce, shoot, edit and design films in the first and second years of our program, whether they feel artistically inclined and qualified in those areas or not. We insist that all of our students pass a comprehensive safety examination, and conduct themselves in a safe manner for themselves and their fellow crew in all production situations, both on our soundstages and on location.

 All students must possess the basic capability to see images, hear sounds, and clearly communicate with other students in both class discussions and production exercises. All students must be able to watch and hear required screenings and possess the ability to analyze and discuss them. All students must be able to physically participate in all phases of the video and film production curriculum.

 Violation of the Student Code of Conduct, criminal violations, drug & alcohol violations, discrimination, sexual harassment, excessive absences, violation of guest artist policy, violation of food/beverage/smoking policy (all of the aforementioned violations can be punished up to and including discontinuance in the program)

 Continuation in the program is by invitation only. Invitations are extended by the faculty based not only upon a student's artistic and academic grades, but also upon the student's professional attitude, and ability to interact appropriately and productively within the School community, and his or her perceived potential to succeed in the professional world. Particular emphasis is placed on the professional demeanor and creative discipline exhibited by the student. Also, intentional or negligent violations of our policies and procedures will result in dismissal from the School of Filmmaking.

 Students who are not measuring up to the School’s rigorous and high standard of professionalism and artistic achievement, or who exhibit a lack of creativity or collaborative skills, will be notified in writing of these deficiencies before being asked to leave the program. This may come in the form of Unprofessional Course of Conduct Citations, letters of concern or from the student being placed on Arts Probation, or other written evaluations and reports.

 Students who are on Arts Probation for more than two consecutive terms will not be invited back for the following term.

 Students who receive five (5) or more Unprofessional Course of Conduct Citations in a single term will not be invited to continue in the program the following term.

27  The School of Filmmaking reserves the right to terminate from the program, without probation or an official letter of warning, any student whose social or professional behavior prevents the School's classes and production work from proceeding in a creative and productive fashion, or interferes with the training of other students.

 Year One The first year is considered a probationary year. Students are expected to maintain at least a 2.5 cumulative and term average in their Filmmaking courses through the first year, in order to be continued in the undergraduate program.

 Year Two Students in Year Two must maintain at least a 2.8 cumulative and term average in their Filmmaking courses in order to be continued.

 Years Three & Four Students in Years Three and Four must achieve at least a 3.0 cumulative and term average in their Filmmaking courses in order to be continued.

 In addition to the satisfactory completion of coursework and meeting the minimum grade requirements, students in the School of Filmmaking will be required to pass an annual safety examination, and to complete work on either a Fourth Year production in a key capacity, or a Senior Thesis Project.

 A grade of F in required Filmmaking courses is a failing grade and indicates a serious problem. The faculty may, at its discretion, require either (1) that the student repeat the course or a suitable alternate course, or (2) that the student not be permitted to continue in the program. It is the faculty member’s responsibility to notify the Director of Academic Programs IMMEDIATELY if a student is failing their class.

 The existence of multiple Unprofessional Course of Conduct Citations on a student’s record may influence the decision as to whether that student will be continued in the program.

 Any unauthorized submission by a student to a festival of a film owned by the North Carolina School of the Arts will mean the student's ability to submit his or her film to film festivals is revoked in perpetuity. Such an action will also threaten a student’s continuance in the program.

 A later section of this handbook spells out the guidelines governing distribution and exhibition of student work (see pp. 106 – 107). Failure to abide by these policies will result in dismissal from the program or legal action to protect the rights and interest of the School in the work that it has underwritten in order to train its students

 Failure to follow production guidelines

28  Consistent failure to submit post production reports will be documented for consideration during student portfolio reviews, and may lead to a student’s termination from the program.

Faculty Advisors At the beginning of Years One and Two, each School of Filmmaking student will be assigned an individual faculty advisor, who will serve in that capacity for the student's first two academic years. The advisor will counsel the student in adjusting to the pace and workload at the School of Filmmaking and will course plan Year Two students. In Year Three, when a student has been accepted into a particular discipline, the student will be assigned a faculty mentor in that discipline who will instruct and advise the student in his/her pursuit of specialized knowledge in the discipline. In Year Four, the student in a particular discipline will choose a faculty mentor from that discipline who will play a strong role in advising and mentoring the student in either the work on the Fourth Year production, or the Senior Thesis Project. Within the first three weeks of each term, all students are required to meet with their faculty advisor or mentor to discuss their schedule and curricular work plan for the term. These meetings are essential, not only for the student to receive guidance in his or her academic career, but to foster a close relationship between faculty and students within the chosen discipline. If the student does not meet with his or her advisor/mentor as required, the advisor/mentor will issue an Unprofessional Course of Conduct Citation concerning the student, and the student will have to meet with the Dean to explain why he or she has not met with the advisor/mentor.

Faculty Advisors should schedule at least 3 meetings per term with each student.

 The initial meeting should be at the beginning of the term and serve as a time for the advisor to introduce him or herself to the mentee and to discuss any concerns that the student may have about the upcoming term.

 The second meeting should be held midterm to discuss the student’s progress.

 A third meeting should be scheduled at the end of each term to address any final issues that the student or advisor may have.

The Director of Academic Programs will copy all advisors on any Unprofessional Course of Conduct Citations that their mentees receive. It is the faculty advisor’s responsibility to immediately schedule a meeting with any student who has received multiple UCC Citations.

Faculty advisors should make every effort to be available for their mentees. Please contact the Director of Academic Programs if you have any questions about the Faculty Advisor Program.

Field Trips Complete the Class Field Trip Authorization Form (available on www.nsafilm.net) and submit to the University Administrative Manager. Do not complete the shaded areas. Ideally, the form should be submitted as soon as possible after you have determined that you will be taking a field trip but absolutely no later than 2 weeks prior to the field trip. Requests for field trip

29 authorization will be denied if the form is submitted less than 2 weeks prior to the field trip. You will be notified of field trip approval or denial.

Per Diem An attending faculty member is entitled to state per diem. All per diem charges will be posted to discipline budget.

In State (per day) Breakfast $7.50 Lunch $9.75 Dinner $16.75

Out of State (per day) Breakfast $7.50 Lunch $9.75 Dinner $19.00

Transportation There are two methods of transportation available for field trips – state vehicles or rental vehicles. All charges for these vehicles will be posted to the discipline’s budget. Please note that only employees of the State of North Carolina are authorized to drive state vehicles or rental vehicles paid for with state money.

State Vehicles: There are two 6-passenger vans and two 4-passenger cars available. These vehicles must be booked through the University Administrative Manager by filing the “Administrative Vehicle” request form available on www.ncsafilm.net/faculty. Faculty/staff should not book vehicles on their own. There is a state-issued gas credit card that is available for faculty use when these vehicles are used.

Rental Vehicles: The state-preferred vendor is Triangle Rent-A-Car. Again, these vehicles must be booked through the University Administrative Manager. Faculty/staff should not book vehicles on their own. The faculty member will be responsible for purchasing gas for the vehicle and submitting receipts to the Budget & Purchasing Coordinator for reimbursement. Receipts must be turned in no later than 10 working days from the date of return.

Students Driving Own Vehicles Students are discouraged from driving their own vehicles. However, if it becomes necessary, each student who is either driving or a passenger in a private vehicle must sign a liability waiver. The waiver is available on www.ncsafilm.net/faculty . Faculty are responsible for making copies of the waiver, distributing them to the students for signature, and returning them to the University Administrative Manager.

Lodging Faculty are responsible for identifying appropriate lodging. Once identified, submit the information to the University Administrative Manager. She will attempt to set up an account

30 with the hotel. However, if the hotel refuses to do this, the only other option is for the faculty member to book the reservations for the field trip on their personal credit card. Upon check-out, the faculty member will need to pay for the rooms and submit the receipt to the Budget & Purchasing Coordinator for reimbursement no later than 10 working days from the return date.

Undergraduate Academic Programs Final Exam Policy Each Undergraduate Academic class will have an evaluated/graded activity assigned for the three-day exam period at the end of each term. A two-hour exam session will be scheduled for each Undergraduate Academic class.

Beginning at 6:00 p.m. on the evening prior to the beginning of Fall and Winter Term exams, and continuing until the conclusion of each term’s exams, there will be no formally scheduled arts activities (e.g., classes, rehearsals, performances, portfolio reviews). Because Beaux Arts is held during the weekend prior to Spring term exams, the day before Spring Term exams will be reserved for General Studies and a few non-applied Music classes to meet during their regularly scheduled times. There will be no other arts classes or activities on that day (policy approved by the Deans, 1/13/92, and confirmed by NCSA’s Calendar Committee, 6/2/92).

Grades Grades are entered online. It is the faculty member’s responsibility to enter grades by the deadline noted on the SOF Faculty/Staff Calendar. Failure to do so will result in an “Incomplete” for the student and the faculty member will have to complete a Grade Change Request for each inaccurate grade. Training for online grading can be obtained from David Elkins.

Grades of D or F in required filmmaking (arts) courses are failing grades and indicate a serious problem. Depending on the nature and extent of the problem, the faculty may, at its discretion, require either (1) the student repeat the course or a suitable alternate course, or (2) that the student repeat the year with or without a period of suspension, or (3) that the student not be permitted to continue in the program.

Incomplete Course Work Occasionally, because of personal, professional or other emergencies that may arise, a student may be unable to complete all of the work required in a given course. In such cases, a student may request a grade of "incomplete" for one term so that the student may complete the required work. The student must obtain a written agreement with the instructor for the course wherein the work to be completed is clearly defined, and the date by which the work must be completed is set. This agreement must be signed by the student and instructor, and must be approved by the Director of Academic Programs and the Dean of the School of Filmmaking. Failure to complete the course work by the end of the following term will result in an "F" grade for the course. It is strongly urged that students avoid taking incomplete grades for any reason other than an unavoidable circumstance beyond their control.

Instructional Assistance Please contact the Head of Production for instructional assistance. You may request standard needs such as a VCR, DVD player, monitor, slide projector, overhead projector, etc. on the

31 Instructional Assistance Request form that is available from the Head of Production. However, production equipment must go on the Equipment Release form and be submitted to the Technical Operations office at least 24 hours in advance. The Equipment Release form can be obtained from the Head of Production.

Instructional Supplies Faculty should order supplies and materials for class use using the State Requisition procedure (see pg. 18). It is the responsibility of the faculty member to order their own supplies and materials. The Internal Requisition form used in the State Requisition process can be found at www.ncsafilm.net/faculty. It must be completed by the faculty member, signed by the Discipline Chair, and then submitted to the Budget & Purchasing Coordinator. When completing the form, be sure to include the name and number of the course the items are for in the “Notes” section. Incomplete forms will not be approved.

Minimum Grade Requirements Year One The First Year is considered a probationary year. Students are expected to maintain a 2.5 cumulative average and a 2.5 term average each term in their filmmaking courses, and a 2.0 cumulative average and a 2.0 term average each term in General Studies courses in order to be continued for the next term. In addition to the above, the faculty may determine that a student should be placed on Arts Probation for the following term based on these criteria: assessment of the student's ability to absorb instruction, to work and produce at a professional level, and basic talent.

Year Two Students in Year Two must maintain a 2.8 cumulative average and a 2.8 term average each term in their filmmaking courses, and a 2.00 cumulative average and a 2.0 term average each term in General Studies courses. In addition to the above, the faculty may determine that a student should be placed on Arts Probation for the following term based on these criteria: assessment of the student's ability to absorb instruction, to work and produce at a professional level, and basic talent.

Years Three & Four Students in Years Three and Four must maintain a 3.0 cumulative average and a 3.0 term average each term in their filmmaking courses, and a 2.00 cumulative average and a 2.0 term average each term in General Studies courses. In addition to the above, the faculty may determine that a student should be placed on Arts Probation for the following term based on these criteria: assessment of the student's ability to absorb instruction, to work and produce at a professional level, and basic talent.

Ordering Textbooks The University of North Carolina Board of Governors has published “The Report and Recommendations of the Subcommittee Reviewing the Cost of Textbooks”. In the report it states that a timely book order is cost effective because it ensures (1) new books can be ordered timely without incurring additional shipping charges; (2) textbooks are available at the beginning of class; (3) used textbooks can be purchased from wholesalers (students get a cheaper book and

32 large orders do not incur shipping charges); (4) textbooks can be purchased from the students at the end of the academic year (student gets money and the bookstore does not incur shipping charges).

It is important that you place a book order for all required textbooks. The only exception to placing an order for a required text is if you post the required reading on Blackboard. You should order enough books for each student in your class. Asking students to purchase their books at a local bookstore or an online vendor is strongly discouraged. Many of our students do not have a vehicle to go off-campus to purchase their books. Similarly, many of our students may not have a credit card with which to purchase books online. If you do allow students to purchase books at a local bookstore or online vendor or if you do not place your order through the bookstore by the deadline, you cannot require students to have books on the first day of class. You must allow them a reasonable amount of time to acquire the book.

Book orders for the Campus Store should be placed through the SOF Receptionist. Please print the order form at http://www.ncarts.edu/campusstore/bookReq.pd f, submit it to the Receptionist, and she will submit your form to the Campus Store. If you do not have a required text, submit the form with “No Text Required” noted. If you are not ordering through the bookstore because your are allowing your students to purchase through an outside vendor or online, submit the form with “Using Outside Vendor” noted. Due dates for book orders will be issued via email.

Other Degree Requirements In addition to the satisfactory completion of coursework and meeting the minimum grade requirements, students in the School of Filmmaking will be required to pass a comprehensive final examination, and to complete work on either a Fourth Year production in a key capacity, or a Senior Thesis Project.

Peer Evaluations For every class involving production, the instructor should distribute peer evaluation forms to all students.  The Individual Project Evaluation Form should be distributed after each individual production has been completed.

 The Overall Performance for the Term Evaluation Form should be distributed at the end of each term.

 Once the students have completed these forms and returned them to their instructor, the instructor should make copies for grading purposes.

All originals must be turned in to the Head of Production to be kept on file for portfolio

Recruitment The SOF encourages faculty to participate in student recruitment at both area high schools as well as high schools in cities a faculty member may be visiting. The Recruitment Authorization form (available at www.ncsafilm.net/faculty) is to be completed to request authorization to travel for recruiting purposes. All requests must include at least 3 schools in order to be approved. The

33 Recruitment Authorization form should be submitted to the Director of Academic Programs for approval. Once your Recruitment Authorization has been approved, you must forward the approved form along with an Overnight Stay Authorization or One-Day Travel Authorization to the University Administrative Manager.

Requesting Film Screenings An Exhibition Request form and instructional memo is issued by the Exhibition Coordinator prior to the start of each term. Complete this form and return it to the Exhibition Coordinator by the deadline noted in the memo. Last minute requests will not be accepted. Furthermore, you must notify the Archives’ staff of any changes at least one week in advance.

It is important to remember that inspecting and prepping films for required screenings take a substantial amount of time and effort. Please make every effort to follow the above directions and plan ahead, so that the workload of our Archives’ staff is not doubled.

Safety Examination Every filmmaker must understand the importance of safety in the workplace. Upon entry into the first year of training, the student will be given the School of Filmmaking Handbook which also contains the Safety Handbook. It is the students' responsibility to know and understand the contents of the Safety Handbook so that they may pass the Safety Exam. A comprehensive written and practical Safety Examination will be given to all First Year Students during Fall Term. Each student must pass both parts of this examination before they he/she will be allowed to work on any Second, Third, or Fourth Year Productions, and before they will be allowed to work on their First Year Productions. All returning Second, Third, and Fourth year students must pass a similar Safety Examination upon their return to school at the beginning of Fall Term before being allowed to work on their productions during the school year.

Student Evaluation and Grading System The School of Filmmaking uses the following grades with associated grade points for purposes of calculating grade point average:

A+ (4.5) 97 – 100 A (4.0) 93 –96 A- (3.8) 90 – 92 B+ (3.5) 87 – 89 B (3.0) 83 – 86 B- (2.8) 80 – 82 C+ (2.5) 77 – 79 C (2.0) 73 – 76 C- (1.8) 70 – 72 D+ (1.5) 67 – 69

34 D (1.0) 63 – 66 D- (0.8) 60 – 62 F ( 0 ) 59 and lower Intensive Arts and some elective courses are offered on a Pass-Fail basis.

Student Requests for Information The student requesting disclosure of information must submit the request for information in writing specifying the exact documentation and information requested. This request will then be forwarded to UNC Legal Affairs for review of compliance with the North Carolina Public Records Act and other statutes such as FERPA.

Student Social Security Numbers Student social security numbers should never be posted on any student listing.

Students With Disabilities Students with disabilities requesting accommodations must present a letter from NCSA Counseling regarding accommodations we will make for students with documented disabilities. Students have had to fill out a detailed form and supply medical documentation for any disabilities, and have been told that appropriate accommodations will be determined from the information they provide.

It is the student’s responsibility to present the instructor with a copy of the letter at the beginning of the term for the instructor to keep. Students who have different faculty each term must provide the letter to each new faculty member; if you have a student in the same course for the entire year, divided into Fall, Winter and Spring components, the student need not notify you at the beginning of each term, but just at the beginning of the school year. If you need to discuss the accommodations with the student, please do so in private and not in front of or within hearing range of other students.

Faculty should make reasonable accommodations for these students as long as the accommodations do not jeopardize the content of the course. If a student claims a disability but does not produce the letter from NCSA Counseling, then the disability has not been documented, and no accommodations should be suggested or provided.

It is up to the individual faculty member’s discretion to decide what is reasonable and what would negatively impact how the class is conducted. Faculty should be sure that any accommodations do not jeopardize the fundamentals of what is being taught in the specific class.

If you have any questions about our general policy in accommodating students with disabilities, please speak with the Director of Academic Programs or the Dean. If you have questions about the specific accommodations requested by a specific student, please contact NCSA Counseling at 770-3275.

Summer Program

35 The School of Filmmaking offers a summer filmmaking immersion program for high school students only during the five-week summer session of the School of the Arts. These programs are taught by filmmakers-in-residence. Any faculty member interested in teaching during the summer should contact the Dean of the School of Filmmaking.

Syllabi The syllabus template is available on the internal website www.ncsafilm.net/faculty . All syllabi must be submitted to the Director of Academic Programs according to the deadlines listed on the Faculty/Staff Calendar. Syllabi must be submitted as an email attachment. Paper copy will not be accepted. Your syllabus will be returned as an email attachment as either approved or needing changes before approval can be granted. No syllabus will be accepted without a syllabus approval form and a course budget worksheet (even if the budget is zero) attached.

Please plan ahead. Faculty should make sure that the information (screening, editing projects, etc.) listed in their syllabus is correct. OPENING AND USING THE SYLLABUS TEMPLATE ON NCSAFILM.NET 1. Go to ncsafilm.net/faculty on the Internet. 2. You should see a screen similar to the following:

36 3. Scroll down the page, past the Faculty/Staff Memos to Faculty/Staff Forms & Other Information.

4. Continue to scroll down the page until you find Syllabi Template. (Note: Forms are listed alphabetically by name)

37 5. FOR WINDOWS USERS Place the cursor on the Word Icon next to the name of the form (Syllabi Template) and RIGHT CLICK. If the right mouse button is your standard button, then LEFT CLICK the icon.

FOR MAC USERS Place the cursor on the Word Icon next to the name of the form (Syllabi Template) and RIGHT CLICK. If the right mouse button is your standard button, then LEFT CLICK the icon. If you are using a mouse with only one button press CTRL on the keyboard and CLICK the mouse.

38 6. A box similar to the one of the following should appear. WINDOWS USERS MAC USERS

7. WINDOWS USERS Choose Save Target As… and save the document to your computer hard drive. MAC USERS Choose Download Linked File As or Download Link to Disk… and save the document to your hard drive.

BE SURE TO REMEMBER WHERE YOU SAVE IT.

8. Exit out of the Internet.

9. Open Microsoft Word.

10. Open the Syllabi Template.

11. You should now be able to work on the document

12. If you have any problems please contact David Elkins.

39 Unprofessional Course of Conduct Citations (UCC Citations) UCC Citations address instances of student misbehavior that occur outside of the classroom setting (whereas misconduct within the classroom or on production will be addressed by the faculty via grading and the Student Assessment Forms at mid-term or end-of-term). Forms are available at www.ncsafilm.net/faculty. Any staff or faculty member may issue a UCC Citation. Please remember that documenting students’ performance is crucial to the success of our continuation process. Without proper documentation, it is difficult to discontinue students who may not be suited to the film program.

The protocols regarding these Citations are as follows:

 UCC Citations may be submitted by faculty or staff to the Director of Academic Programs (DAP);

 The DAP puts the original in the student’s file, copy to student mailbox, copy to the student’s advisor or mentor, and copies to Assistant Dean of Production and Student Affairs and Assistant Dean of Academics;

 If a student wishes to appeal a UCC Citation, s/he must do so in writing, within ten calendar days of the date on the Citation; the letter must be addressed to the Assistant Dean of Production and Student Affairs, the Assistant Dean of Academics, the faculty or staff member who submitted the Citation, and cc’d to the DAP; the Assistant Deans will confer and decide if the Citation is warranted or not, and notify the DAP of their decision;

 The DAP then notifies the student, his/her advisor or mentor, and the person who submitted the Citation of the Assistant Deans’ decision; if the appeal is successful, the DAP will remove the Citation from the student’s file; if the appeal is not successful, the Citation remains in the student’s file;

 Receipt of a 2nd Citation that has not been successfully appealed leads to a Letter of Concern from the Director of Academic Programs;

 Receipt of a 3rd Citation that has not been successfully appealed results in the student being placed on Arts Probation;

 Receipt of a 4th Citation that has not been successfully appealed will result in either the student not being invited to return to the School of Filmmaking OR being suspended from the School of Filmmaking for the remainder of that academic year. Citations for failure to meet a deadline, failure to meet an appointment or being late to meetings, and unexcused absences from a guest artist event are all instances of Unprofessional Conduct that lead to suspension; UCC Citations for policy violations, mistreatment of equipment or facilities, breaches of confidentiality, or threatening or discriminatory behavior all lead to the student not being invited to return. The appropriate action will be determined by the Dean and Assistant Deans of the School of Filmmaking; the DAP will notify the student of the decision.

40 V. Safety and Security

Emergencies Dial 55 for Campus Police. If life-threatening, call 911 (9-911 from campus phone).

Emergency Notification – Telephone Tree Emergency notification at the School of Filmmaking is based on a telephone tree. In the event of an emergency, Campus Police will notify the School of Filmmaking via the Technical Operations Manager, the Head of Production, the Receptionist, and the Exhibition Coordinator. The telephone tree works as follows:

School of Filmmaking Emergency Notification Telephone Tree Applicable Monday – Friday, 8:00 am- 5:00 pm

Campus Emergency Notification

Exhibition Tech Ops Manager Receptionist Head of Production Coordinator Kyle Salter Sonja Fuller Wade Coonfer Eric Self

Recording Stage, UAM Asst to Dean Faculty Production Office Head of Post Exhibition/Archives Tech Ops Staff Stages IV, V, VI Kim Pauley Patsy Seiler (Last Name L-Z) Staff Production Staff

Faculty Faculty Post Production (Last Name A-I) Last Name (J-K) Staff

Inclement Weather The Chancellor is responsible for delayed starts, early closings, and cancellations during the day. In the event that the Chancellor cancels the entire day or delays the opening of the school, the School of Filmmaking will make the announcement on the School of Filmmaking voice mail (336.770.1330) and will post the announcement on www.ncsafilm.net. Announcements are generally posted by 6:30 a.m.

41 The standard start time is 8:00 a.m. So, if the announcement states that school is delayed by two hours, it means that classes will begin at 10:00 a.m. and offices will open at 10:00 a.m. Any classes scheduled to start prior to 10:00 a.m. would be cancelled. All classes scheduled after 10:00 a.m. would proceed as scheduled. For the purposes of an early closing, the standard close time is 5:00 pm. Any closings/cancellations after 5:00 pm are delegated to the authority of the Dean.

If the Chancellor closes or delays the opening of the school, staff are required to make up the time through adverse weather leave, compensatory time, vacation time, or Leave Without Pay. The only circumstance in which leave does not have to be made up is if the Governor of North Carolina closes the campus.

Once the decision to close early or cancel required evening classes and/or events has been made, SOF Administration will issue an email to all faculty, staff and students notifying them of the cancellation; will post the cancellation on www.ncsafilm.net; and will announce the cancellation on the School of Filmmaking voice mail (336) 770-1330.

You may also tune in to local television and radio stations for weather advisory information and school closings. Students, faculty, and staff should use their best judgment regarding driving conditions. No student, faculty or staff member should ever feel compelled to attend any class or production if they feel they will not be safe on the roads.

If a faculty member cannot safely travel to class due to inclement weather, the faculty member should first attempt to find a fellow faculty member who can substitute. If another faculty member cannot be found, the class will be cancelled. The faculty member should contact David Elkins via phone or email and advise him of the unsuccessful attempt to secure a substitute and that the class needs to be canceled. He will post the cancellation on the ncsafilm.net website. The faculty member should also update their outgoing message on their voicemail advising students that the class has been cancelled and send an email to all students in affected classes.

If a student finds it necessary to miss a class or event due to inclement weather, the student must contact the class instructor or, for Guest Artists and other events required by Administration, the Assistant to the Dean in order to be excused from the class and/or event.

Cancellation of production filming, whether on stage or on locations, will take place under only the most extreme weather circumstances. The best advice on how to deal with bad weather on location is to wait it out. In the event that extreme weather makes location or stage shooting hazardous, the Dean, the Head of Production, and the Assistant Deans will have the authority to cancel production. Call sheets will be used to contact key crew members but all crews should check with their producers regarding weather conditions to make sure filming is still scheduled. If the Dean, Head of Production or Assistant Deans cancels production, no production is allowed to shoot on stage or on location, no matter the desire or willingness of the crew and actors.

42 Keycards and Security at the School of Filmmaking The School of Filmmaking is a part of the University keycard access system. When you become an employee or student of NCSA, you are given a One Card which also serves as your Keycard. Keycards allow access to exterior doors of the Administration buildings, as well as to the stages, classroom and exhibition spaces. The cards are programmed through the One Card Office or by the Head of Production. The School of Filmmaking Administration will determine where cards gain access in the Studio Village. It is strictly prohibited to loan identification cards to other parties.

All faculty, staff and students shall carry or wear their filmmaker keycard licenses while on the premises or in connection with any School of Filmmaking production or other activities at a remote location or facility. Campus Police will be instructed not to allow access to any School of Filmmaking facilities to individuals who cannot produce their current filmmaker keycard license. All faculty, staff, and students are expected to adhere to all safety and security notices and postings.

Keys for the School of Filmmaking Occasionally, it is necessary for an individual to obtain a key to a door that does not have keycard access. If you are in need of such, you may check one out from the Assistant to the Dean using the Key Request form (available at www.ncsafilm.net/faculty). No faculty or staff member is allowed to loan any student their key for any reason.

Tornado Preparedness Tornado Watch Issued when weather conditions are such that severe thunderstorms and tornados may develop. When a WATCH has been issued for your area, you may go about your business, but keep an eye on the sky and stay tuned to the radio or television for further information.

Tornado Warning: Issued when a tornado has be detected by visual sighting or by radar. If a WARNING is issued, take cover immediately.

Tornado Direction: Generally, tornados move from the southwest to northeast.

In seeking shelter: Avoid:  GLASS: Glass almost always breaks and becomes dangerous flying missiles during a tornado. Especially avoid shelter near glass on the south and west walls.  LONG OPEN ROOMS: Dining halls, etc.  SOUTHWEST WALL: North walls are safest, followed by east walls.

Look for:  LOWEST FLOOR  INTERIOR SPACES: Washrooms, closets or hallways NOT facing south or west.

43  CONCRETE, STEEL, OR WOOD STRUCTURES: However, AVOID mobile homes, cars, etc.  HALLWAYS FACING NORTH AND EAST  PROTECTED INNER CORE OF A LARGE BUILDING: Preferably lower floor.  CARS AND MOBILE HOMES PROVIDE POOR SHELTER!

If someone is driving, and they spot a tornado coming towards them, they should do one of the following:  Take a road that is a right angle to the tornado’s path.  Park under a bridge.  Leave the car and lie flat in a ditch, protecting their head.

Best Position in which to be Inside: Curl up, with arms protecting your head.

Outside: Lie flat in a ditch with your arms protecting your head, or seek shelter in a culvert.

Safe Areas in the School of Filmmaking  Aquarius – evacuate to Moore or Sanford or the Physical Plant building if enough time. Otherwise, center of the building  Film School: ACE Theater and Exhibition Complex - away from doors and windows Administration - first floor inner hallways Scoring Stage - evacuate to Administration. If not enough time, bathroom lobby/vestibule. Buck Building - first floor hallways away from doors and windows. Film Archives - move to the center of the first floor of the building.

44 VI. Exhibition and Archives

ACE Exhibition Complex The School of Filmmaking screenings, which we mount on a regular basis, are restricted to students in the School of Filmmaking. The rest of the students, faculty and staff at NCSA are not allowed in the screenings. The only exception is when a screening is used in the curriculum of another school, and then only students enrolled in those specific classes, as well as the School of Filmmaking students, may attend. We exhibit these films under very narrow educational rights granted to us and we must abide by these rules. Please remember to describe all screenings as “curriculum enhancement screenings,” “required student screenings,” or “curricular support screenings.” We must make sure that all of our screenings are presented as directly related to the educational programs at the School of Filmmaking. All attendees are required to have NCSA student IDs.

Student organizations may book films from our archival collection. If they intend to have an open screening for the general public on our campus, they must first get the Dean’s permission, then the Archives will seek permission for the presentation from the film’s copyright holder. Any booking fees must be paid by the organization. The organization will also have to make arrangements with the Stevens Center (770-3365) for ushers, who must be paid. The organization will also have to pay a fee of $75 per film to cover the costs of projection.

There will be a small charge for any other screenings requested by the other schools on campus. For the projection of a film print, the charge is $35, and for the projection of video, the cost will be $25.

Theater and BB&T Lobby Rules Facility Booking  You must first have approval from the Office of the Dean of the School of Filmmaking for your event. After receiving approval, you may contact the Exhibition Coordinator to book the facility and facilitate audio-visual support and/or requesting a film from the Archives collection.

 When booking a theater, request whatever audio-visual support you will need. We will provide projectionists and other necessary support staff. You will not have access to the video projection units unless you have requested them. You will not be permitted to operate the video projection units. Only trained personnel are permitted to operate them.

 If you want to show a film that is in the Archives’ collection, you need to give us five days notice so that the print may be inspected. There can be no last minute changing of titles.

 If you bring your own 16mm or 35mm print to be screened, you must make arrangements for the Archives staff to inspect the print prior to screening. All films must be on Safety Stock.

45  If you need any other technical support, such as a podium, microphone, or overhead projectors, please talk to the Exhibition Coordinator when you book the theater.

 Only SP (2 Hour) speed VHS tapes can be played in our professional VHS decks. If you have a tape recorded in LP (4 Hour) or EP (6 Hour) speed, please have it dubbed in SP mode. We will not show illegally duplicated videotapes or videotapes that have been damaged.

While Using the Facilities  Please provide a detailed typed schedule to the projectionist if you have a presentation with a guest speaker(s), or more than one film to show. If you are merely showing a film at a set time without introduction, a schedule is not necessary.

 No food or drink is allowed in any of the theaters. You will be held responsible if any of your guests sneak in refreshments. Anyone eating in the theater will be asked to throw away their food. If they are found eating a second time, they will be asked to leave the theater and their name will be given to the Dean.

 During the screenings of feature length films, we request silence from the audience, no feet on the chairs, and no one leaving until the house lights come up after the end credits.

 Please clean up any programs or anything your guests may have left behind in the theaters.

 If you are having a function that starts at the BB&T lobby and moves to the theaters, we expect you to make sure none of your guests take food or drink into the theaters.

 You will be held accountable for any damage done to the theaters, BB&T Lobby or Richard J. Reynolds III and Marie M. Reynolds Lobby.

 Any support equipment brought into the theaters by your group must be removed at the end of your presentation.

 The BB&T Lobby must be cleaned after your function, particularly all foodstuffs. The tables and chairs should be returned to their original positions. The janitorial staff will vacuum the carpet the following day.

 We expect you to immediately contact the Archives staff if a drink is spilled on any carpet in the Ace Cinema Complex.

If you have any further questions, please contact the Exhibition Coordinator at 770-1369.