Class Cancellations Current Process Instructor reports off via telephone Front Desk B&T Health A&S Answers phone POTENTIAL PROBLEMS, Transfers to appropriate INCONSISTIENCIES Receives call Receives call Receives call division transfer from FD transfer from FD transfer from FD When initial call is transferred to admin admin FD has no way of knowing extension whether a "live" person was available to answer the phone or if a voice mail message was left. Takes information Takes information Takes information Receives call from on classes that will on classes that will on classes that will Admin contacts FD with division admin. be cancelled be cancelled be cancelled cancellation information only to (Class name (Class name (Class name learn that the FD was already time,location, time,location, time,location, aware of it and had posted it to special special special the website. In some cases, instructions) instructions) instructions) notes have already been posted Takes information on the door by maintenance staff. on classes that will be cancelled Not all FD staff post cancellations (Class name NotifiesNotifies front front desk desk NotifiesNotifies front front desk desk Notifies front desk to website without specifically time,location, ofof cancellation cancellation ofof cancellation cancellation of cancellation being asked to do so. special instructions) Admins do not have access to the Writes door slip for password used to edit the Writes door slip for Writes door slip for each class cancellations calendar on the Notes absence for each class each class cancelled website with the exception of the front desk log cancelled cancelled A&S admin. None of the admins have been trained to post cancellations to the calendar. Updates cancellations calendar on B&T faculty routinely email their Posts signs Posts signs Posts signs students if they are going to website cancel class. This is not occurring in other divisions. Contacts If evening class Obtains course Obtains course Obtains course Health wing admin contact all appropriate roster with phone roster with email & students via phone regardless of division admin roster with phone number using phone from data number using class time. BT and A&S call only datatel orchestrator when class is scheduling for datatel evening. This procedure does not address Calls all students times faculty may have planned a Calls all students Emails students cancellation in advance and notified the students verbally. This information is not always Look up email passed along to the FD or to the address in datatel Admin. If a student was not in Notes absence for for students with division If evening class, class on the day of cancellation, invalid phone # calls all students no one is able to assist them attendance report when they arrive for class only to find an empty room. Notes absence for Notes absence for Admins not obtaining course division division roster/phone/email in the same attendance report attendance report manner. Martha Lamp From: Martha Lamp [[email protected]] Sent: Monday, August 02, 2010 3:41 PM To: 'Greg Mitchell' Subject: FW: Class cancellation procedure reminder From: Martha Lamp [mailto:[email protected]] Sent: Monday, August 02, 2010 3:23 PM To: Byron Hoffee; Dixie Vaughan; [email protected]; Shirley Singree ([email protected]); Tonia Omspach; Whitnable, Tammy; Ziad Akir Subject: FW: Class cancellation procedure reminder Here is the email sent out by Greg Mitchell in January of this year reminding us of the procedure for cancelling classes. I’m not sure this is actually written anywhere but here and I can see one glaring problem, specifically number 3. Just FYI From: Greg Mitchell [mailto:[email protected]] Sent: Thursday, January 07, 2010 7:02 PM To: 'Brenda Kornmiller'; Dixie Vaughan; Gregg Busch; [email protected] Cc: [email protected]; Teresa Beach; 'Diane Rush'; 'Tonia Omspach'; 'martha lamp'; [email protected] Subject: Class cancellation procedure reminder Hello all, It is that time of year when we seem to get a large amount of class cancellations due to weather or illness so I thought it might be a good idea to remind everyone about how the process has run in the past. 1. Instructors should contact their division administrative assistants as soon as possible so they can take the proper steps. If it is a night class and after 4:30pm instructors should call the main front desk (Teresa Beach). 2. Instructors should make every attempt to notify their students by e‐mail of class cancellations 3. Administrative assistants should log on to the class cancellations site on the main web site and add the class to the cancelled class list. (Teresa Beach or Diane Rush can help those assistants who are new or need a refresher on how to log in) 4. If instructors cannot e‐mail or contact students, the division assistants should make the phone calls to the students. If it is a night class and after 4:30 pm the main front desk will handle making the calls. If the class has a large number of students to call the front desk can assist, however in bad weather situations they are usually swamped with calls so they may not be able to make calls to individual students. (This situation will change when the new call system comes on line.) If you have any questions, please give me or Rose Church a call and we will be more than happy help. Thanks and I hope this helps -- Gregory Mitchell Director of Career Services/Evening Administrator 1 Washington State Community College Marietta, OH, 45750 740.374.8716 ext. 1412 2 Excerpted from the current Part-Time Faculty Handbook Absence If you are going to miss a class, you must fill out a Faculty Absence Request Form and turn the form in to your Department Chair or Administrative Assistant. If you know ahead of time that you will need to miss, talk with your Department Chair about coverage for that class. 4.34 Part-Time Faculty Absence (excerpt from the college’s Policies and Procedures Manual) In the event that a part-time faculty member must be absent from an assigned class the following procedures will be used to insure continuity of instruction. 4.341 If the absence is due to a sudden illness or emergency, the faculty member should notify the college as soon as possible. For daytime classes, the department chair, dean, and/or appropriate administrative assistant should be notified. For evening or Saturday absences, the main reception desk and/or Evening administrator should be contacted. If time allows, the department chair will make arrangements for a substitute instructor. If a substitute cannot be found, and time allows, an effort will be made to notify students by phone of the class cancellation. A cancellation notice will be placed on the classroom door. This notice may include instructions from the instructor regarding assignments, tests, etc. 4.342 If an instructor knows well in advance of the need to miss a class, he/she must notify the appropriate department chair and work with that individual to arrange for a qualified substitute instructor to teach the class. Under no circumstances should a part-time faculty member arrange for a substitute without the knowledge and approval of the appropriate department chair or dean. 4.343 Reimbursement for the substitute instructor may be handled in one of the following ways, generally by mutual agreement among the instructor, the department chair or dean, and the substitute instructor. 4.3431 The college may reduce the instructor’s payment for the quarter by an amount equal to the time missed from class. The college will then pay the substitute instructor at his/her designated part-time rate of pay. 4.3432 The instructor and the substitute may simply agree to exchange the favor of class coverage. If this is done, it is understood that the instructor will be willing to cover a class for the substitute at some point in the future and no money will be deducted from the instructor’s pay or paid to the substitute instructor. 4.344 The college reserves the right to reduce a part-time faculty member’s payment to reflect time missed from class. Excerpted from the current Part-Time Faculty Handbook 4.855 Emergency Closure/Weather Related Absence Policy A. On days when the college is closed, some very important work may be necessary to ensure the safety and normal operation of the campus. While this generally applies to the maintenance staff, the nature of the services and customers may require others to report. The President and Vice President/Treasurer will coordinate such activities. Irregular hours may be necessary for some employees. Wages/Compensation for this work is addressed in section 4.420 B. If offices are open, all nonteaching personnel are expected to report. When the campus reopens, all personnel are expected to report. This applies to faculty if an academic term is in session and classes have also resumed. Those who cannot return must use accumulated personal leave or vacation leave. Time off without pay will be permitted only as a last resort. 4.856 Sick/Bereavement Leave is accrued and used under the following guidelines: A. Sick leave may be accumulated to a maximum of 1440 hours by all fulltime and regularly scheduled part-time employees. B. Accumulated sick leave earned through employment at other Ohio public colleges or universities, or through other Ohio public employment, may be transferred to the college and will be effective on the first day of employment, subject to the 1440 hours maximum accumulation. C. Sick leave must be earned before being used. D. Full-time employees earn sick leave at the rate of 4.62 hours/pay.