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TABLE OF CONTENTS Chair Responsibilities..... 3 Chain of Command... 8 South Texas College Organizational Chart...... 9 South Texas College Contact List.... 10 Deans, Program Chairs, and Support Staff Contact List. 15 Department Meetings...... 16 2017-2018 Academic Calendar.... 17 Professional Development Calendar-2017/2018 Schedule of Events... 18 Board and Committee Meeting Calendar.... 19 Planning and Budget Calendar.... 21 Common Hours / Scheduling..... 22 Guidelines for Scheduling Classes.... 28 Faculty Hiring Procedures... 35 Essential Qualities... 36 Recruiting - Faculty and Students 37 Commonly Used Manuals & Forms.... 41 Dual/Adjunct Faculty Onboarding Checklist...... 42 Useful Links.... 43 WELCOME Thank you so much for serving in your role as a Department/Program Chair. We hope this reference guide will provide guidance, guidelines, and resources to help you be successful. 2
CHAIR RESPONSIBILITIES The Chair s most important responsibility is to be the fulcrum or Point of Balance for her or his department. The Chair works to see that the department functions as smoothly as possible by being responsive to the needs, requests, and issues of students, faculty, the dean, and the administration. An important point to remember is that it is always a good idea to get faculty input on any decision that affects the whole department. Beyond that, Chair responsibilities include: Career Program and Academic Department Chair Compensation and Responsibility Board Policy 3804 (rev. 9/30/99) Career Program and Academic Department Chairs shall be appointed by the Vice President for Academic Affairs, upon the recommendation of the appropriate Division Dean, each August for the subsequent academic year. The structure for compensation and responsibilities to be performed will be determined during the annual salary plan process. Department/Program Chair Duties: The Chair serves as immediate supervisor for all departmental faculty and provides district-wide leadership for planning, development, evaluations, and improvement of instruction within the department/program to ensure student success, retention, and transfer/placement/graduation. 1. Manages department/program enrollment by recruiting, advising, and participating in outreach activities to attract new program majors. Coordinates with division- based advisor(s) all academic advising and registration processes for students majoring in department/program offerings 2. Works cooperatively with College student support services to ensure student progress toward program completion and placement 3. Prepares class schedules, assigns teaching loads, monitors class coverage, and addresses student concerns 4. Evaluates all departmental faculty and coordinates the evaluation of adjunct faculty 5. Interviews and recommends qualified adjunct faculty 6. Coordinates the development, revision, and implementation of section outlines and master syllabi to ensure consistency in course competencies across the District 7. Chairs will collect information on outside employment and submit it to the Division Dean. Faculty should inform their immediate supervisor of their outside empooyment in writing, withink two weeks of each semester. 8. Supervises planning and program evaluation to achieve student success 9. Maintains the department s program compliance with standards of accreditation 10. Coordinates departmental textbook selection and submits order forms on a timely basis 11. Assists the Deans with the preparation and management of departmental/program budget and maintains minutes of all meetings 12. Works with the Partnership for Community, Business, and Industry Training to meet the continuing education needs of the community 3
13. Performs other duties as assigned by the Dean. Supervisory Responsibilities: Supervises departmental faculty. Supervisory Responsibilities: Supervises departmental faculty. Department Chair Responsibilities for Dual Credit Faculty: Meet with the dual credit faculty to discuss the particular requirements for the department as needed; Provide dual credit faculty access to the electronic version of the faculty handbook so that all dual credit faculty can adhere to the professional guidelines, policies, procedures, rules, and expectations; Provide dual credit faculty access to student handbook detailing add/drop and withdrawal policies, student code of conduct, grading policies, critical dates, and other pertinent information; Provide assistance to the dual credit faculty as a mentor or assign a full-time faculty mentor in the same discipline to ensure that appropriate academic expectations have been set and are being followed. The Chair will provide the overall guidance and support to the dual credit faculty. The Chair will provide information about the dual credit faculty mentors to the Office of the High School Programs and Services Liaison; Inform dual credit faculty that they are expected to participate in the College s Professional Development activities; Provide the dual credit faculty with the opportunity to attend at least one department meeting during the semester; and Provide contact hours information to the dual credit faculty and explain how many instructional hours need to be met to ensure fulfilling required contact hours. Staffing: The Chair is responsible for recommending the faculty. The Chair informs the Division Dean about department faculty needs, submits the proper documentation, sets up Search Committees for full-time regular or temporary faculty, interviews prospective adjunct faculty, verifies credentials, contacts references, communicates with HR regarding hiring, creates Notices of Employment (NOE) to hire faculty, etc. Additional details can be found in the Faculty Handbook 2017-2018 in the section titled Faculty Policies, Procedures and Guidelines section. Scheduling Class Sections: Course scheduling is the responsibility of the Chairs. When designing the course schedule, Chairs should ensure class sections for day, night, online, and weekend classes at the various South Texas College campuses and for dual credit sections in the high schools in partnership with the Office of High School Programs and Services. The VP for Academic Affairs has set guidelines for how classes should be staffed related to classification. On-going scheduling responsibilities include: Setting up sufficient sections to ensure that students have access to classes in as many different time slots as possible: morning, afternoon, night, and weekend. Monitoring enrollment up to the beginning of the semester. 4
Combining and cancelling classes. Transferring students from one section to another as needed to be sure all sections are as full as possible. Curriculum: It is the duty of the Chair and the department faculty to determine the curriculum of the subject matter taught in the department s courses. Procedures for curriculum development and revisions are published in the Faculty Handbook. It is recommended that Chairs consult with the Curriculum and Student Learning Department when considering curriculum revisions. The College has established procedures for the development of new degrees, certificates, and courses, as well as for revisions to the existing programs or courses. It is recommended that you contact the Curriculum and Student Learning Department when considering curriculum changes. Syllabus: The syllabus is a binding legal document between the College, the faculty, and the student. The Chair and the department faculty need to concur on what is contained in the syllabus. The Master Syllabus, which shows the outline of what each syllabus should contain, is available on the Academic Affairs website. The Section Outline template, which details the required elements for an individual faculty section syllabus is also available on the Academic Affairs website. Learning Outcomes: Learning Outcomes (PLO-Program Learning Outcomes, CLO-Course Learning Outcomes, and Core Objectives) are statements of what a student should know or be able to do as a result of completing a particular course or program. Program Learning Outcomes (PLO) are established by the faculty for each award/degree. The minimum expected Course Learning Outcomes (CLO) for Workforce Education Courses are published in the Workforce Education Course Manual (WECM). The minimum expected Course Learning Outcomes for selected academic transfer course are also published in the Academic Course Guide Manual (ACGM). Core Objectives are defined by The Higher Education Coordinating Board as the following skills for all learning: Critical Thinking Skills, Communication Skills, Empirical and Quantitative Skills, Teamwork, Personal Responsibility, and Social Responsibility. Observations and Evaluations: Observations of full-time faculty (both full-time regular and full-time temporary), adjunct faculty, and Dual Credit Faculty are conducted yearly. Observations are scheduled between the 3 rd and 12 th week of the semester. Observations are conducted according to the process outlined in the Faculty Evaluation Plan. The Faculty Evaluation Plan is found on the Academic Affairs website. Course Substitutions: When needing to do a course substitution, the Chair will have to submit a request via Banner Workflow. Please contact your respective Dean. 5
Grades: Grades and grade reporting are ultimately the responsibility of the faculty. A Chair may not change a grade once it is submitted. Only the instructor of record can change the grade using the Change of Grade Form (see Commonly Used Forms section), unless faculty are no longer teaching. Outside Employment Board Policy 4800 (11/9/95): An employee of the College may engage in outside employment, operate a business, or hold elective or nonelective office when such is in compliance with the following applicable State statutes and regulations and when: 1. The outside job/activity does not interfere with performance of assigned duties and responsibilities; 2. There is no conflict of interest; 3. The outside employment is not undertaken with the claim that the individual is an official representative of 4. South Texas College; 5. No resources of the College are used in conjunction with the outside employment; and 6. The immediate supervisor provides written approval and is notified of activity, including scheduled times, 7. place and telephone or other contact source. (END POLICY) Guidelines: Faculty should inform their immediate supervisor of their outside employment in writing, within two weeks of each semester. Chairs will collect this information and submit them to the Division Dean. The written statement should include the following information: Type of activity Scheduled times Place and telephone information Contact person Institutional Effectiveness Plan and Reports: The Chair works with faculty and the Office of Institutional Effectiveness and Assessment (IEA) to create, maintain, and report on an IE plan for the department. It is important to involve the department faculty in the IE process to ensure commitment to the plan. The plan is hosted in an online program called Xitracs, maintained by IEA. The IE plan is designed to record overall goals of the department which include curriculum, learning outcomes, strategies, innovations, and interventions. These goals should focus on topics like improving learning, achievement, and retention. The IEA staff helps ensure that the IE plan is kept current and relevant. Faculty and Student Issues: Many faculty and student issues may be covered by school, division, or department policies. Some may be outside the policy specifications and then are usually handled on a case-by-case basis. Consult with your Dean anytime you need guidance. Additional resources include the student handbook, faculty handbook, and the Student Rights & Responsibilities Office located on the Pecan Campus, Building K 2.300, and the Employee Relations Officers located in the Human Resources Building. 6
Professional Development: The Chair and Dean can ask for assistance from the Office of Professional and Organizational Development in scheduling outside presenters, special PD events, providing funding to attend conferences, etc. The department can also hold discipline-specific PD sessions to allow faculty to present a particularly effective lesson plan, strategy, or technique to their colleagues. Council of Chairs (COC): The Council of Chairs is a group made up of all Program Chairs in the various divisions of the College. The Council generally meets once a month, on the 1 st Tuesday of the month, to discuss and take action on any matter deemed necessary. This can include: Curriculum issues Hiring issues Payment issues Building usage issues Technology issues Scheduling issues Dual Credit issues Administration requests, ideas, suggestions, etc... It is very important for all Chairs to attend the COC meetings in order to stay current with all the updates and initiatives affecting the various departments, divisions, and the College as a whole. Textbooks: All required textbooks are to be submitted, by the due date, to the College Bookstore using their online process. If you have any questions, call 956-872-2075. Ordering Deadlines FALL SPRING SUMMER SESSION I, II, III April 1 November 1 March 10 Submission of Required Documents: The duties and responsibilities of faculty members of South Texas College include the preparation and submission of First Week Financial Aid Rosters, Census Rosters, and Learning Outcome Data by the respective deadlines every semester, and attendance at certain scheduled College-Wide, Divisional, and Departmental meetings and events throughout the academic year. Thus, it is the responsibility of the program/department chair to ensure faculty compliance in these matters both by communicating the relevant dates and/or deadlines in question, and, when necessary, implementing disciplinary action for those failing to meet the minimum reporting and/or attendance requirements. This applies to Full-Time Faculty, Full-Time Temporary Faculty, Adjunct Faculty, and Dual Credit Faculty. Consequences for Failure to Submit Required Documents: Among the best practices adopted by various department/program chairs at the College are, in ascending order of severity: 7
a. Maintaining a running, faculty-specific departmental list of missed deadlines/meetings b. Email reminders, phone calls, and/or in-person office visits, requesting reasons for late (or no) submission of reports, or requiring leave form submission for missed meetings c. Face-to-face discussion regarding missed deadlines/meetings i.e., casual counseling d. Face-to-face discussion regarding missed deadlines/meetings i.e., official verbal warning e. Comments on annual faculty evaluations f. Reduction of overload assignments g. Official written warning and action plan CHAIN OF COMMAND For a Chair, the most important lines of communication in the Academic Affairs area are: Academic Affairs: Dr. Anahid Petrosian, Interim VP for Academic Affairs 956-872-6790 anahid@southtexascollege.edu Division Deans: Dr. Margaretha E. Bischoff Liberal Arts and Social Sciences (LASS) 956-872-8393 etybuh@southtexascollege.edu Mario Reyna Business, Public Safety, and Technology (BPST) 956-872-6116 reyna@southtexascollege.edu Dr. Ali Esmaeili Math, Science & Bachelor Programs (MSP) 956-872-7270 esmaeili@southtexascollege.edu Dr. Jayson T. Valerio, Interim Nursing and Allied Health (NAH) 956-872-3142 jaysonva@southtexascollege.edu Department Chairs You are the liaison between the dean and your departmental faculty Faculty Full-time, adjunct, and dual credit faculty 8
STC ORGANIZATIONAL CHART 9
CONTACT LIST VICE PRESIDENTS: Dr. Anahid Petrosian, Interim Vice President Academic Affairs 956-872-6790 anahid@southtexascollege.edu Mary Elizondo, Vice President Finance & Administrative Services 956-872-3559 marye@southtexascollege.edu DEANS: Dr. Margaretha E. Bischoff Liberal Arts & Social Sciences 956-872-8310 etybuh@southtexascollege.edu Dr. Jayson T. Valerio Nursing and Allied Health 956-872-3113 jaysonva@southtexascollege.edu ASSISTANT DEANS: Dr. Christopher Nelson Humanities 956-872-6715 cnelson@southtexascollege.edu ADMISSIONS AND RECORDS: Otoniel Matamoros Director, Dual2Degree High Schools 956-872-2026 omatamoros_6284@southtexascollege.edu BUSINESS OFFICE: Myriam Lopez Comptroller 956-872-4655 myriaml@southtexascollege.edu Matthew Hebbard, Vice President Student Affairs & Enrollment Management 956-872-2147 mshebbar@southtexascollege.edu Dr. David Plummer, Vice President Information Services, Planning & Strategic Initiatives 956-872-5575 davidp@southtexascollege.edu Dr. Ali Esmaeili Math, Science and Bachelor Programs 956-872-7270 esmaeili@southtexascollege.edu Mario Reyna Business and Technology 956-872-6116 reyna@southtexascollege.edu William W. Buhidar Fine & Performing Arts 956-872-5628 wbuhidar@southtexascollege.edu Lazaro Barroso Director, College Connections & Admissions for Traditional 956-872-2088 lbarroso@southtexascollege.edu PURCHASING: Becky Cavazos Director 956-872-4680 beckyc@southtexascollege.edu 10
LIBRARY SERVICES & STUDENT SUPPORT: Cody Gregg Dean 956-872-2528 cgregg@southtexascollege.edu Dr. Jesus Campos Director, Library Public Services 956-872-2681 jhcampos @southtexascollege.edu Dr. Lelia Salinas Director, Learning Commons & Open Labs 956-872-7209 Lelias1@southtexascollege.edu COUNSELING & ADVISING: Paul Hernandez Dean of Student Affairs 956-872-2182 phernan@southtexascollege.edu COUNSELING & ADVISING (ADA SERVICES): Perla Pena-Leo Coordinator of Student Disability Services 956-872-2165 ppena_4867@southtexascollege.edu CURRICULUM AND STUDENT LEARNING Dr. Kristina Wilson Associate Dean 956-872-5583 kmwilson@southtexascollege.edu Sonia Cuellar Scheduling Technician 956-872-8318 scuell@southtexascollege.edu Joanna Saucedo Learning Outcomes Specialist 956-872-6409 jsaucedo_7043@southtexascollege.edu Kandee Wickboldt Curriculum Specialist 956-872-3494 kwickbol@southtexascollege.edu Teresa Garcia Director, Centers for Learning Excellence 956-872 2114 tgarci80@southtexascollege.edu VACANT Director, Library Technical Services 956-872-3482 @southtexascollege.edu Marie Evans Director, Educational Technologies 956-872-7204 mlevans@southtexascollege.edu Santa Pena Director of Counseling 956-872-2140 santaep@southtexascollege.edu Christina Cavazos Curriculum & Scheduling Coordinator 956-872-6422 cycavazos@southtexascollege.edu Christy Cantu Scheduling Technician 956-872-2221 christyc@southtexascollege.edu Esmer Eureste Learning Outcomes Technician 956-872-1687 eeureste@southtexascollege.edu Seth Watkins Curriculum Specialist 956-872-6759 sawatkins@southtexascollege.edu 11
DISTANCE EDUCATION: Vacant Dean 956-872-2129 @southtexascollege.edu FACILITIES, PLANNING & CONSTRUCTION: Ricardo De La Garza Director 956-872-3714 rickdlg@southtexascollege.edu HIGH SCHOOL PROGRAMS & SERVICES: Nick Gonzalez High School Programs & Services Administrator 956-872-2133 ngon@southtexascollege.edu Sofia Pena Director, Early College High Schools 956-872-2303 sofia21@southtexascollege.edu HUMAN RESOURCES: Brenda J. Balderaz Director 956-872-5057 brendajb@southtexascollege.edu Angelica Rivera HR Faculty Staffing Specialist/Evaluator 956-872-3813 mrivera15@southtexascollege.edu INSTITUTIONAL RESEARCH AND EFFECTIVENESS: Dr. Laura Sanchez Associate Dean 956-872-2134 ltalbot@southtexascollege.edu Serkan Celtek Director, Research & Analytical Services 956-872-5548 sbceltek@southtexascollege.edu Ana Rocio Pena Distance Learning Manger 956-872-2582 arpena@southtexascollege.edu VACANT Sr. Project Manager 956-872-3746 @southtexascollege.edu Carol Woods Dual Enrollment Faculty Liaison/Project Manager 956-872-2087 cwoods@southtexascollege.edu Dr. Rebecca De Leon Director, Academies and High School Projects 956-872-3499 rdeleon_8106@southtexascollege.edu Laura Requena Employee Relations Officer 956-872-3646 lrequena@southtexascollege.edu Karina Garza Benefits & Payroll Manager 956-872-3804 kgarza36@southtexascollege.edu Dr. Fernando Chapa Director, Institutional Effectiveness & Assessment 956-872-3508 fchapa@southtexascollege.edu 12
OPERATIONS AND MAINTENANCE: George McCaleb Director 956-872-8396 gmccaleb@southtexascollege.edu PROFESSIONAL & ORGANIZATIONAL DEVELOPMENT: Vacant Associate Dean 956-872-7271 @southtexascollege.edu SOUTH TEXAS COLLEGE POLICE DEPARTMENT: Paul Varville Director & STC Police Chief 956-872-2330 pbvarvil@southtexascollege.edu Luis De La Garza Assistant Director 956-872-2557 ledelagarza@southtexascollege.edu Erika Leal OPOD Specialist 956-872-7249 erleal@southtexascollege.edu STUDENT FINANCIAL SERVICES, TESTING AND VETERANS AFFAIRS: Miguel Carranza Associate Dean 956-872-3439 mcarranz@southtexascollege.edu Elizabeth Salinas Financial Aid Specialist-Work Study 956-872-2090 esalina@southtexascollege.edu VETERAN SUPPORT SERVICES: Javier Arredondo Coordinator 956-872-2109 jarredondo@southtexascollege.edu INFORMATION TECHNOLOGY / TECHNOLOGY RESOURCES: Alicia R. Gomez Chief Information Officer 956-872-5525 agomez@southtexascollege.edu Lucio Gonzalez Assistant CIO for Infrastructure 956-872-5552 joselg@southtexascollege.edu Juan Miguel Galvan Director, Student Financial Services 956-872-3419 jmiguel@southtexascollege.edu STUDENT ASSESSMENT CENTER: Adrian Lozano Director 956-872-2217 galozano@southtexascollege.edu Victor Gonzalez Chief Information Security Officer 956-872-2336 vgonzalez99@southtexascollege.edu VACANT Assistant Chief Information Officer 956-872- @southtexascollege.edu 13
Alicia R. Gomez Chief Information Officer 956-872-5525 agomez@southtexascollege.edu Lucio Gonzalez Assistant CIO for Infrastructure 956-872-5552 joselg@southtexascollege.edu Victor Gonzalez Chief Information Security Officer 956-872-2336 vgonzalez99@southtexascollege.edu VACANT Assistant Chief Information Officer 956-872- @southtexascollege.edu MID-VALLEY CAMPUS: Daniel Montez Campus Administrator Tel: 956-447-6635 dmontez@southtexascollege.edu Carolina Rodriguez Administrative Assistant Tel: 956-447-6631 crodrigu@southtexascollege.edu NURSING AND ALLIED HEALTH CAMPUS: Dr. Jayson T. Valerio Interim Dean and Campus Administrator Tel: 956-872-3142 jaysonva@southtexascollege.edu Vacant Senior Administrative Assistant Tel: 956-872- @southtexascollege.edu TECHNOLOGY CAMPUS: Mario Reyna Dean and Campus Administrator 956-872-6116 reyna@southtexascollege.edu Aleida Hinojosa Senior Administrative Assistant Tel: 956-872-2763 aguajard@southtexascollege.edu STARR COUNTY CAMPUS: Dr. Arturo Montiel Campus Administrator 956-488-5808 amontiel@southtexascollege.edu LA JOYA TEACHING CENTER: Dr. Rene Zuniga 956-872-6717 rzuniga@southtexascollege.edu Adriana Barrera Administrative Assistant Tel: 956-488-5880 abarre47@southtexascollege.edu PHARR TEACHING CENTER: Irma Rosales 956-872-5673 imrosales@southtexascollege.edu 14
DEANS, PROGRAM CHAIRS, AND SUPPORT STAFF Link: https://academicaffairs.southtexascollege.edu/pdf/program_chairs_academic_affairs.pdf 15
DEPARTMENT MEETINGS Department meetings are generally held once a month, with a minimum of three a semester, and are an excellent opportunity to consult with faculty regarding various topics, such as: Curriculum & Syllabus Scheduling Classes Learning Outcomes Assessment Dual Credit Issues Enrollment ADA Services Institutional Effectiveness Special Events Grant Development Distance Education Textbook Issues Conflict Resolution Financial Aid Judicial Affairs Admissions Human Resources Student Learning and Achievement Institutional Effectiveness & Assessment Counseling and Advising Student Life Professional & Organizational Development Discipline-Specific Professional Development Once you have decided on a meeting schedule and the room you want to use, contact the Curriculum and Student Learning Department 956-872-2221 to reserve a room. If a meeting should happen to fall on a scheduled Professional and Organizational Development Day, contact the Office of Professional and Organizational Development 956-872-7259 / profdev@southtexascollege.edu to reserve your room and request technology. Chairs should plan to hold meetings or discipline-specific professional development for their departments on the following days: Fall and Spring Division/Department Meetings Fall Academic Affairs Convocation Fall and Spring Adjunct and Dual Credit PD Days - Afternoon Depending on agenda, discipline-specific PD Sessions may be scheduled in the afternoon of College Wide POD Day if desired. 16
ACADEMIC CALENDAR 17
PROFESSIONAL DEVELOPMENT CALENDAR- 2017/2018 18
BOARD & COMMITTEE MEETING CALENDAR Board Meeting Committee Meeting Calendar can be found at http://admin.southtexascollege.edu/president/pdf/board_calendar.pdf or contact the Board of Trustees Liaison at 956.872.8366 19
PLANNING & BUDGET CALENDAR 20
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COMMON HOURS/SCHEDULING Purpose of Common Hours: The common hour is to provide a basic structure that enables full-time faculty to participate in various committees and group activities. Common Hours: Tuesdays and Thursdays 4:00 p.m. to 5:20 p.m. The following guidelines are to be used for the common hour: 1 st Tuesday: Council of Chairs 1 st Thursday: Open 2 nd Tuesday: Division Curriculum Committees 2 nd Thursday: Open 3 rd Tuesday: College-Wide Curriculum Committee 3 rd Thursday: Department Meetings 4 th Tuesday: Faculty Senate 4 th Thursday: Open Scheduling: See Guidelines for Scheduling Classes in the Faculty Handbook for more information on scheduling. When scheduling classes, the Chair must keep several general procedures in mind: Schedules must be diverse and include sections offered equitably throughout the day and evening hours, weekend, and via Distance Learning courses. There must be ample sections available at each campus to meet enrollment needs, including Dual Credit courses. There must be a qualified faculty member assigned to each course. Chairs must monitor enrollments for the upcoming semester and determine if classes need to be cancelled or combined (if possible) due to low enrollment. Low enrolled courses will need justification. Check with your Dean on division-specific needs. Approximately 3 weeks prior to classes beginning, program chair should review sections for low enrollment and begin the process of combining sections. There are many ways to handle the scheduling of faculty for courses. Allowing faculty to have some say in the scheduling is the most optimal course of action; however, the points below will provide, at the very least, guidelines on how to best handle the scheduling of courses for your faculty. 22
Full-time regulars and temporary faculty members are contractually obligated to teach 15 LHE per semester (30 LHE per academic year). Mini-mesters are not guaranteed and as such, should not be considered as part of a faculty member s contractual obligation. Similarly, classes with low enrollment (minimum number of students required on the first class date varies by course) will result in pro-rated compensation. Exceptions will require Dean and VP approval. These courses will not be part of the faculty member s 15 LHE required load. If a full-time faculty member needs an additional class to make their required 15 LHE load, the course should be pulled from the adjunct faculty as necessary. Faculty cannot exceed an overload of 6 LHEs without the prior approval of the Division Dean and cannot exceed an overload over 11 LHEs without the prior approval of the Vice President for Academic Affairs. The VP for Academic Affairs has set forth guidelines for how classes should be staffed related to classification. Classes should first be assigned to full-time faculty, then adjunct faculty. Full-time temporary faculty are considered as equal to full-time faculty in meeting the required LHE. GUIDELINES FOR SCHEDULING CLASSES The following guidelines for scheduling classes have been developed in order to ensure a positive learning environment for students and efficient and effective utilization of classroom space. Centralized Process: The growth in course offerings at STC has made it necessary to establish a centralized course scheduling process. The scheduling process will be managed and monitored by the Curriculum & Student Learning Department. This process will be in place for all STC campuses and any future teaching sites. Scheduling technicians at the Curriculum & Student Learning Department will be the authorized individuals to enter courses and classroom assignments into the Banner system, as provided by the Program Chairs, according to the Classroom Distribution List established for each Campus. At such time when the initial schedules for each semester are completed, and additional courses are added, the Scheduling Technicians will assist the Program Chairs in locating appropriate available classrooms. In this process, Campus Administrators will play an important role by providing advice regarding the classroom usage at their campuses. General Scheduling Guidelines: 1. Each course that is scheduled must be in the current course inventory. 2. If a course is in neither the ACGM nor the WECM, then it can only be scheduled if a Unique Need, Local Needs, or Special Topics application has been approved by the Texas Higher Education Coordinating Board (THECB). 3. Only Department/Program Chairs and Deans may submit course schedules to the Scheduling Technicians. Assistant Chairs need written permission from the appropriate Dean if they are to schedule classes. The Administrator of High School Programs and Services will submit the 23
schedule for Dual Credit and Academy courses. 4. Each course that is scheduled must be submitted on the proper form to the Scheduling Technician. 5. Each course that is scheduled must be offered to: a. Serve the entire College District; b. Meet the sequence of course offerings listed in the Program s degree/certificate information as published in the College. 6. The schedule should be created by analyzing past patterns of classes that made and did not make, using data obtained through any of the college s approved systems, such as Argos and the Banner system. The proposed schedule should provide for expected growth at all campuses, sites, and instructional mediums throughout the College s two-county service district. Specific Course Scheduling Guidelines: The entire schedule submitted by the Chair to the Scheduling Technician must: Be submitted by the deadline. Any Exception to the deadline must have the initial approval from the Chair s Dean and final approval from the Vice President for Academic Affairs; Include a classroom assignment for all campuses, according to the pre-assigned Classroom Distribution List; Be balanced between primetime, non-primetime, and weekends; Be scheduled according to the Uniform Class Times. Any exceptions to the Uniform Class Times must have prior approval from the Vice President for Academic Affairs or Division Dean signature; Have the approval of the Administrator for High School Programs and Services for all dual credit and contract training courses. All online courses offered must have been approved for online instruction and staffed with certified online faculty. To ensure compliance with SACSCOC allowable percentages for online degrees, the Dean for Distance Education will review the schedule of online and hybrid offerings and may request changes accordingly. Processes and Timelines: 1. The schedules are pulled from Banner for publication in the tabloid according to the following: Spring Schedule Pulled August 1st Summer Schedule Pulled December 1st Fall Schedule Pulled January (1st Monday after Winter Break) 2. The Classroom Distribution list will be adhered to by the Scheduling Technicians for any courses scheduled prior to the PR deadlines listed above. 3. After the PR deadlines, courses submitted without room assignments will be assigned to any available room if no rooms are available from the department s assigned classrooms. The Scheduling Technicians will attempt to schedule in rooms from the same Division whenever possible. 4. Starting three (3) months prior to the start of a semester, courses for which room assignments are not available (TBAs) will not be added to the schedule. 24
The Section Codes/Numbers, Off-Campus Location Codes, Minimester Session Codes, and Uniform Class Times can be found in the appendix area of the Faculty Handbook. Uniform Class Times for regular semesters and mini-mesters can also be found at the webpage: https://academicaffairs.southtexascollege.edu/schedules/. For Scheduling Request Forms refer to the webpage at http://academicaffairs.southtexascollege.edu/curriculum/curriculum.html. Guidelines on Class Maximums for Instructional Efficiency: 1. All classes requiring the use of a classroom will have class maximums set to the room capacity figures established by the Facilities Department; exceptions are noted below. Room capacity figures are established by the available furniture in the classroom and are aligned to municipal Fire Code restrictions. Discipline Approved Cap Allow to enroll up to ARTS 1301, ARTS 1303, ARTS 1304 in G-115 (Weslaco) 30 30 ARTS 2313, ARTS 2333, ARTS 2348, ARTS 2356 16 16 CDEC 1313, CDEC 1319, CDEC 1321, CDEC 1323, 24 24 CDEC 1358, CDEC 1356, CDEC 1359, CDEC 2326, CDEC 2328, CDEC 2336, CDEC 2304, CDEC 2307 Developmental English 22 24 Developmental Reading 22 24 Developmental Math 30 30 DRAM 1330, DRAM 2120 20 22 DRAM 1351, DRAM 1352 24 26 ENGL 1301 and ENGL 1302 22 24 EDUC 2301 and EDUC 1301 24 26 Kinesiology Depends on the Facility SPCH 1311, 1315, 1318, 1321 24 25 SPAN 1411 and SPAN 1412 24 25 TECA 1303, TECA 1311, TECA 1318, TECA 1354, 24 24 TECA 1311 2. Class maximums will not be set higher than room capacity. 3. Registration overrides to the class maximums are discouraged. If overrides are approved, it is the responsibility of the Chair and Dean to ensure that the overrides do not result in course attendance/enrollment that exceeds the capacity of the room or violation of fire codes. 4. Class sizes for online courses will be set at a class size of 25. 25
Discipline Approved Cap Allow to enroll up to Online Classes 25 28 EXCEPTIONS INCLUDE THE FOLLOWING: Discipline Approved Cap Allow to enroll up to Developmental English 22 24 Developmental Reading 22 24 EDUC 2301, EDUC 1301 24 26 ENGL 1301, ENGL 1302 20 22 SPAN 1411 and SPAN1412 20 22 5. Rooms with a capacity larger than 60 will be limited to 60 students, unless specifically set by the Chair of the department. 6. Any other exceptions to these guidelines must have written approval of the appropriate Division Dean and the Vice President for Academic Affairs. 7. Dual credit classes taught at the high schools by South Texas College Faculty will be determined by the fire code limit of the classrooms at each high school, not to exceed 25 students per class. Classes with more than 25 students will result in additional compensation for the faculty based on the established formula. 8. Allied Health class size maximums may be set at numbers lower than 25 or the classroom capacity when required by Professional Accreditation Standards. Nursing and Allied Health Programs Program Theory Skills Class Size Theor y Class Size Lab Class Size Associate Degree Nursing Program Theory Lab Class Class Size Size EMT 30 30 10 RSNG 1205 24 10 HMAS 24 N/A 20 RSNG 1209 30 N/A HITT 1305 30 N/A N/A RSNG 1244 24 10 MAT 16 16 16 RNSG 1251 24 N/A OTA 25 Hybrid classes 20 10 RNSG 1301 30 N/A PTCA 20 20 10 RNSG 1327 30 N/A PHARM 30 N/A 10 RSNG 1341 25 N/A PTA 18 18 10 RNSG 1413 24 N/A RADT 22 22 10 RNSG 2201 24 N/A RESP 30 20 10 RNSG 2121 50 N/A VN 30 20 10 RSNG 2213 24 N/A RSNG 2331 50 N/A 26
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FACULTY HIRING PROCEDURES The Hiring Procedures Manual can be found at the Human Resources website: http://hr.southtexascollege.edu/. 29
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ESSENTIAL QUALITIES 36
RECRUITING-FACULTY & STUDENTS Faculty: Recruitment of faculty members is solely based on need and requires approval from the Division Dean and Vice President for Academic Affairs. When the need for faculty arises and approval has been given, the Department Chair should notify Human Resources through a personnel requisition to place an advertisement in South Texas College s online postings, as well as a variety of other resources or publications. Additionally, the Chair should notify the department, so that any temporary or adjunct faculty members who are interested can apply for the position. The procedures for forming a search committee along with the interview and selection process can be found online at the Office of Human Resources website: http://hr.southtexascollege.edu/forms/general/general_hiring_manual.pdf Should any questions arise about recruitment or hiring, do not hesitate to contact HR for assistance. Students: Recruiting students is far less formal, but at times more arduous than recruiting faculty. To recruit students into your program, you should focus on establishing a variety of outreach activities. The list below will help get you started: 1. Career Fairs at the local high schools. High School counselors will email Chairs about these events. 2. Local events sponsored by South Texas College or the community: South Texas College sponsors several events during the year to reach out to the community. Community events like PalmFest are a great way to promote your program. 3. Whatever the discipline is, have a Day to celebrate and promote the program on South Texas College campuses. For example: Anthropology Day has been quite successful in recruiting students. Contact Student Life to help coordinate setting up tables and chairs as needed. A great location is around the cafeteria! 4. Student clubs can draw students to your program through their activities and outings. No matter which route you take, make sure you have plenty of program brochures and flyers to hand out. It also helps to have enthusiastic faculty members there to answer questions from any future students. If you need assistance with designing or printing flyers and brochures, contact Public Relations and your Division Dean for guidance on approved marketing procedures at the College. 37
COMMONLY USED MANUALS & FORMS Academic Course Guide Manual (ACGM): All Associate of Arts and Associate of Science fields of study as well as the Core Curriculum are comprised of courses from the Lower Division Academic Course Guide Manual. The ACGM is the official list of approved courses for general academic transfer that may be offered for state funding by public community and technical colleges in Texas. The ACGM provides course descriptions, credit hour requirements, and maximum contact hours for each course. In some cases, course prerequisites and learning outcomes are also provided. Guideline for Instructional Programs in Workforce Education (GIPWE): The Guidelines for Instructional Programs in Workforce Education (GIPWE) is the Coordinating Board s official policy manual for both credit and non-credit workforce education programs offered at public higher education institutions. GIPWE contains the rules and guidelines for developing and revising credit and noncredit workforce certificates, as well as Associate of Applied Science degrees. Workforce Education Course Manual (WECM): The Workforce Education Course Manual (WECM) is a web-based inventory of current credit and non-credit workforce education courses available for use by public two-year colleges. WECM provides course descriptions, credit hour ranges, contact hour ranges, and end-of-course outcomes for each course. In some cases, recommended course prerequisites are also provided. COMMONLY USED FORMS Revision Request Form can be found at the Curriculum and Student Learning Department or by contacting the Department s Administrative Assistant at 956-872-6469. All Revision Request Forms must be submitted to the Curriculum and Student Learning Department by November 15th for implementation the following fall semester and for inclusion in the next catalog. However, revisions to comply with the 60-hour rule must be submitted to the Curriculum and Student Learning Department by October 15th. Revisions will not be implemented during the spring semester, as this would affect the integrity of the college catalog. 38
Banner Schedule Change Request Form can be found online at the Curriculum & Scheduling webpage and must be submitted to the Office of Curriculum and Student Learning. https://academicaffairs.southtexascollege.edu/curricul um/pdf/schedule%20change%20request%20form. pdf Change of Grade Form is used for the purpose of changing a student s grade after a final grade has been submitted. Faculty members are the only ones that change a student s grade. The form can be found at the Office of Admission and Records or in the faculty handbook. Schedule Change Form is used when a student wants to change their course load or withdraw from one or more of their courses. The form can be found at the Office of Advising and Counseling. It is suggested that students speak with their Advisor or faculty member before making any changes that can affect their current academic or financial aid status. https://studentservices.southtexascollege.edu/dualcredi t/files/schedule-change-form.pdf 39
Notice of Employment for Overload Assignment Form can be found at the Office of Human Resources. For more information regarding the form or how to fill out the form, please contact the Office of Human Resources. Special Registration Request Form is used for students that seek to register for a course that requires a prerequisite. Students will need a signature from the program chair to register for the course. Students may also request to register for an 18 hour course load, which requires signatures from the program chair and division dean. The form is also used for permission to register a student when the class size is to its max. The student will need the program chair s signature for permission to register. The form can be found at the Office of Admissions and Records or with the student s advisor. Notice of Employment Form can be found at the Office of Human Resources. For more information regarding the form or how to fill out the form, please contact the Office of Human Resources. 40
Notice of Employment for Adjunct Faculty Form can be found at the Office of Human Resources. For more information regarding the form or how to fill out the form, please contact the Office of Human Resources. Employee Leave reporting and approvals are submitted online through TimeClock Plus. For more information regarding forms or how to use TimeClock Plus, see the webpage or contact the Office of Human Resources. 41
Dual/Adjunct Faculty Onboarding Checklist I, (name of Dual Credit/Adjunct Faculty) have received: 1. A copy of the textbook, lab manual, & instructor ancillaries Yes / No 2. Instructions on how to submit the Census Day Roster Yes / No 3. CLOs to be assessed and instructions on how to enter them into JagPride Yes / No 4. Instructions on how to access the faculty Evaluation Plan Yes / No 5. Instructions on how to access Smartevals and submission periods Yes / No 6. Dates of required Professional Development Yes / No 7. Faculty Handbook pages on Evaluation and Dual Credit Procedures Yes / No 8. South Texas College faculty point of contact information Yes / No 9. Notice that I am expected to set-up and regularly check STC email Yes / No 10. Notice that I am expected to respond to emails/phone calls from the department office within 1 day Yes / No 11. Copy of Section Outline with special attention to labs Yes / No 12. Deadlines for submitting section outlines and end of semester documents Yes / No 13. Safety Signature Sheets Yes / No 14. I have provided accurate contact information to which I have consistent access to check messages Yes / No Faculty Member Date Department Chair Date 42
USEFUL LINKS STC Faculty Handbook: http://academicaffairs.southtexascollege.edu/handbook/ STC Student Handbook: http://www.southtexascollege.edu/pdf/student_handbook.pdf Academic Course Guide Manual (ACGM): http://www.thecb.state.tx.us/aar/undergraduateed/workforceed/acgm.htm Workforce Education Course Manual (WECM): http://www.thecb.state.tx.us/aar/undergraduateed/workforceed/wecm/ STC Office of the President: http://admin.southtexascollege.edu/president/index.html Academic Affairs Division: http://academicaffairs.southtexascollege.edu/ STC Office of Human Resources: http://hr.southtexascollege.edu/ Information Services and Planning Division: http://isp.southtexascollege.edu/ Office of Curriculum & Student Learning: http://academicaffairs.southtexascollege.edu/curriculum/index.html Jag Pride https://jagpride.southtexascollege.edu/my.policy Office of Professional & Organizational Development: https://www.southtexascollege.edu/profdev/index.html 43
Website: http://www.southtexascollege.edu/profdev/ Email: opod@southtexascollege.edu Phone: 956-872-7269 / Fax: 956-872-6756 Address: P.O. Box 9701 / 3201 West Pecan Blvd McAllen, TX 78502 Location: Pecan Campus, A-152 44