Instructional Services Procedures Documentation

Estrella Mountain Community College
Office of Instruction Team
Process Documentation
December 2002

The EMCC Office of Instruction Team are committed to providing quality results by continuously improving our processes to meet the many challenges and information needs of our college. Each semester we provide classroom and course information to our faculty and staff to assist them with serving our students successfully.

The following is a list of the present processes operated by the EMCC Office of Instruction Team in the areas of curriculum, catalog and schedule publishing, schedule building, college course records maintenance, classroom scheduling, adjunct faculty records and instructors’ payroll procedures.

Rollover of Classes for Schedule Building Processes

¨      Install New Semester Calendar Dates into SIS

This process determines the default start, stop, drop and census dates used each term for the EMCC class schedule in the SIS system. The Office of Instruction Team verifies the dates and requests District’s Legacy staff to install them in SIS.

¨      Run Program for RBS100 SIS SAM Term Roll Forward

This program rolls forward classes from a specific term to the term requested in the parameter file.  The Office of Instruction Team requests the EMCC IT to perform this process and print the RBS100 Exception Report which is reviewed.

¨      Class Schedule Quality Checked After Rollover

This process identifies sections which need corrections, deletion because sections are outdated, and/or college division codes that need updating per course prefixes.

¨      Change SIS/SAM Access to Update

Request the college's SIS security person to make update access to the SIS Scheduling, Allocation and Monitoring Menu (SAM) screens available to the college’s division chair secretaries for the building of the college class schedule.

College’s Class Schedule Building Processes

¨      Generate Reports and Lists for Preparation of Schedule Building

This process assists the college faculty and staff in preparing for the building of the college schedule of classes a year-out each semester. Each semester divisions are provided with printed and electronic copies of Class Master List Reports by division, list of semester start, end, & drop/add dates, section numbers list, and class fee lists.

¨      Online Course, Schedule and Calendar Information Published on Web

Maintain and create each semester various course and calendar related informational web pages, including start, end, & drop/add dates, section numbers, college note codes, class fee list, etc. on the Office of Instruction Team Online Resources website.

¨      Building Class Schedule

This process is when Division Faculty Chairs and Administrators analyze trends and plan the courses that will be offered. The division chair secretaries use the SIS/SAM screens with classes in "P" (pending status) to add, delete and modify course sections.  When it’s time to prepare for the publishing of the printed schedule of classes, the Office of Instruction Team request the college's SIS security person to change SIS/SAM access to view only for the college’s division chair secretaries.

¨      Monitoring of Class Schedule

Division Faculty Chairs and Administrators continuously monitor and review courses, update instructors, change room assignments, track workforce development trends, and monitor enrollment.  Assist by generating various reports and updating college course and program records.

College’s SIS Class Schedule Maintenance Processes

¨      Updating of College Course Data Fields and Records

Process requests from division faculty chairs of the addition, deletion, modification and cancellation of courses, including room assignments, instructor changes, etc.

¨      Class Schedule Quality Checked Before Downloaded from SIS into Print

This process used to proof and check for accuracy of course information in SIS by sorting data to find issues regarding fields: day/evening, dates, time, room conflicts, instructors, load, fees, and course notes. Communicates updated info college-wide via email.

¨      Open Sections for Registration

Office of Instruction Team opens sections in SIS for new semester registration. Informs District ITS to open college course schedule on CARL (IVR) and Maricopa Online Registration Systems. Inform EMCC IT staff to link class schedule to college website.

Classroom Scheduling Processes

¨      Classroom Tracking/Communication Process

This process manages, schedules and monitors requests for use of classroom facilities for campus and public. Assist faculty with resolving room scheduling conflicts. Report classroom utilization. Communicate updated info college-wide via email.

¨      Online Classroom Information Published on Web

Maintain and create each semester current, up-to-date room book scheduling information, and classrooms’ setup and equipment information on the Office of Instruction Team Online Resources website.

¨      Off-Campus Classroom Process

Researches, prepares, and reviews contracts for usage of off-campus classroom facilities.

Production of Printed College Class Schedule Processes

¨      Vendor for Printing Process

Obtain and coordinate schedule printing specs, bids, PO, distribution, delivery & invoicing.

¨      Schedule Download Builder Program Process

This process produces a more error free printed schedule by utilizing MCCCD’s RBSCH5- Schedule Download Builder Program to merge and download SIS data files and then import the data into a page layout program (PageMaker). RF0160 program is ran to check for errors and reconciles records in Source and VAX.

¨      Class Schedule Desktop Publishing (PageMaker) Process

Editing, formatting, organizing, proofing, and verification of dates and other information inputted into the desktop publication files for printing of college class schedule.

Catalog Production Processes

¨      Produces college catalogs by organizing and coordinating materials with college administrators, faculty, staff and various district office staff.

¨      Format, type, transcribe, proofread, edit documents and create desktop publication for printing.

¨      Verifies college’s courses, certificates, and degree programs’ curriculum.

¨      Obtain and coordinate catalog printing specifications, bids, PO, distribution, delivery & invoicing.

College’s Curriculum Maintenance Processes

¨      Facilitate the development and implementation of new and modified courses and programs

¨      Maintains current updated record of college’s course and program curriculum. Shares curriculum information with college’s Curriculum Product Development committee via meetings, email and network folder.

¨      Tracks curriculum changes. Maintains file for action items and notifies departments concerned of District and Board actions.

¨      Communication liaison between District Curriculum Office and college faculty/staff to resolve course and program inconsistencies and other issues.

¨      Processes Curriculum Proposals

Provide assistance and information to College Instructional Design Facilitator, faculty, and staff. Analyzes, formats, and edits course and program proposals using MCCCD Curriculum proposal standards. Submits completed proposals to District Curriculum Office via electronic transfer.

Adjunct Faculty Payroll Processes

¨      Bi-weekly payroll audit generation, analysis and processing for faculty and adjunct faculty.

¨      Prepare and research Special Service Contracts and RPS for adjunct faculty payroll.

¨      Calculate rates and monitor overtime benefits for (PSA) non-exempt employees serving in a certified teaching capacity and adjunct faculty.

¨      Verify, edit and process faculty and adjunct faculty dock/substitution pay and time cards bi-weekly.

¨      Resolve pay issues, discrepancies, etc. by utilizing PeopleSoft HR System.

¨      Monitor residential and adjunct faculty load per RFP and governing board policies.

¨      Track and analyze residential and adjunct faculty loading and generate reports each semester.

¨      Manipulate SIS to pay residential faculty evening overload, pay overload, and reassigned time to ensure effective payment.

¨      Disseminates Payroll/Human Resource policies and procedures to college staff and adjunct faculty.

Adjunct Faculty Records Processes

¨      Process and collect adjunct faculty teaching credential documents each semester, including conditions of employment forms, employee data forms, resumes, transcripts, etc. and maintain confidential personnel files.

¨      Maintain HR records in EMCC adjunct faculty MS Access database.

¨      Monitors the currency of adjunct faculty teaching credentials.  Verify the accuracy of official records and documents. Utilize the MCCCD QUALA database.

¨      Generate various instructor related correspondence and reports.

Preparation for the Implementation of NSS (New Student System) for Fall 2004

Our team will be developing processes to support the EMCC College Implementation Team (CIT) with the preparation, training and implementation of MCCCD’s (PeopleSoft) New Student System as college-level functional specialists in the areas of curriculum, records, scheduling, and employee services.

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EMCC Instructional Services Team
Page last updated by D. Sheldon on 2/26/04