Instructional Policies & Procedures
Responsibilities of Faculty
The general responsibilities of adjunct instructors are defined in the Dallas County Community College District Board of Trustees Policies and Administrative Procedures Manual, Policy No. IV/D.
A part-time instructional employee is expected:
- To meet all classes at the place and time specified, or, when unable to do so, to notify the division office or faculty College Center & Evening/Weekend Support Services
- To be well prepared for each class session.
- To develop a college syllabus for each course to be taught and distribute the syllabus to each student in attendance. Each syllabus should contain at least the information stated below.
- To check the assigned mailbox before each class period.
- To certify class attendance on the designated certification date.
- To certify and submit final grade rolls in accordance with the deadlines and guidelines established by the Registrar.
- To maintain accurate grade rolls in accordance with the guidelines established by the Vice President of Instruction and to file the grade rolls with the division office at the end of the semester.
- To be familiar with the contents of handbooks, instructional resources guides, and other items of information which are distributed for faculty use.
- To enforce district and college policies and procedures.
- To participate in staff development activities that are agreed upon by you and your supervisor.
- If unable to attend class, the faculty member will be required to arrange for class assignments/instruction in consultation with the appropriate supervisor.
- The instructor under contract is responsible for handling any financial compensation of a substitute, should a substitute be used.
- Under unusual and exceptional situations the college may be required to pay the substitute. In those situations the pay of the instructor under contract would be reduced by the amount of the substitute pay.
- In all cases where substitutes are used, the individual engaged is required to have the minimum teaching credentials for the subject area.
Course Syllabi
The instructional staff is responsible for the preparation and maintenance of course syllabi. Each faculty member is required to send an electronic copy of his/her syllabus to your division office at the beginning of each semester. Course syllabi are reviewed and updated prior to each semester. The updated syllabi are placed on file in the division office at the beginning of each semester. Each division dean is responsible for implementing this procedure.
Syllabus Content: The syllabus for each course must include the following:
Instructor Information:
- Instructor name;
- Office hours for full-time faculty/staff and adjunct;
- Means available for the student to contact the instructor, such as phone, e-mail, fax;
Course Information:
- Title, number, and section of the course;
- Description of the course;
- Prerequisites, if any;
- Required and/or recommended materials such as texts, manuals, etc.;
- Course objectives, including: for Core Curriculum courses—intellectual competencies and exemplary educational objectives; for WECM courses—Course Learning Outcomes; SCANS Competencies;
- Course outline (units or subdivisions);
- Evaluation procedure(s) and attendance policy;
Classroom Policies:
- Statement outlining faculty member’s policy on food and drink in the classroom (see policy CHB-801) http://INTRANET.dcccd.edu/intranet/rlc/operational/CHB801.pdf ;
- Withdrawal (Drop Date) information and institutional policy: It is recommended that the following statement be discussed during the first class meeting. "If a student is unable to complete the course(s) in which he/she is registered, it is the student's responsibility to withdraw from the course by the appropriate date, which is published in the class schedule. The instructor cannot initiate the drop process. If the student stops attending class but does not officially withdraw, he/she will receive a performance grade, usually a grade of F."
- The Richland College Statement on Academic Honesty
Special Information:
- ADA Statement—“If you are a student with a disability and/or special needs who requires ADA accommodations, please contact Richland College Disability Services Office.”
- Religious Holidays—“Students who will be absent from class for the observance of a religious holiday must notify the instructor in advance. Please refer to the college catalog Student Obligations section.”
- Financial Aid—“If you are receiving Financial Aid grants or loans, you must begin attendance in all classes. Do not drop or stop attending any class without consulting the Financial Aid Office. Changes in your enrollment level and failing grades may require that you repay financial aid funds.”
Class Rolls: Temporary and Permanent Rolls
The temporary rolls are printed on yellow paper and reflect all students who registered during the regular registration period. If a student's name does not appear on the first‑day rolls and he/she does not have a Fee Receipt indicating late registration in your course and section, it is very important that the student go immediately to Advising Center (T180). If a student has the required Fee Receipt, please check carefully to insure that your course and section numbers are correct before adding the student's name to your first‑day roll.
The permanent class rolls are printed in BLUE and are the grade book forms that you maintain for the remainder of the semester. This roll reflects every student who has officially registered for class prior to the state certification date (12th class day) for semester length courses. It excludes students who have officially withdrawn from class. If a student's name does not appear on this roll, send him/her to Advising Center (T180) immediately. Do not add a name to your roll until the student brings a "Permission to Attend Class" slip.
Final grades are submitted via e-connect. Please go to the following link for instructions to submit final grades: http://webwhat.dcccd.edu/help/fc/training_help.html
Standard Grade Roll Entries for Richland College
Instructors are responsible for describing attendance policy and procedures to all students enrolled in their classes.
The following symbols are recommended for the activities described. Instructors may use additional symbols or entries for daily records keeping. However, all symbols or entries must be explained on the permanent class roll to facilitate any administrative or audit review that might be necessary at a later date.
P: Student was present
X: Student was absent
(X): Excused absence
E: Date the student enrolled in class (not necessarily the date the student first attended). Use the "E" only for students who register late and whose names do not appear on the original roll. The enrollment date will appear on the "Late Registration" or "Class Action Notice" (adds/drops).
E/P: Student was present on the date enrolled.
W: Date the student withdrew. Drops should not be considered official until the instructor receives a “Class Action Notice”.
R: Date the student was reinstated. Reinstatements should not be considered official until the instructor receives a “Class Action Notice”.
It is recommended that these symbols be used for the activities described. Instructors may use additional symbols or entries for day to day record keeping; however, all symbols or entries must be explained on the roll to facilitate any administrative or audit review that might be necessary at a future date.
Grades and Grade Point Average
Final grades are reported for each student for every course according to the following grading system:
| Grade | Interpretation | Grade Point Value |
|---|---|---|
| A | Excellent | 4 points |
| B | Good | 3 points |
| C | Average | 2 points |
| D | Poor | 1 point |
| F | Failing | 0 points |
| I | Incomplete | Not computed |
| E* | Progress; Re-enrollment required | Not computed |
| W | Withdrawn | Not computed |
| CR | Credit | Not computed |
| * Used for Developmental Studies only | ||
A student's grade point average (GPA) is computed by adding the total grade point values for all courses and dividing by the number of credit hours attempted during the same period. For repeated courses, only the latest grade earned is included in cumulative grade point averages. Transcripts do, however, indicate two different GPA's: (1) based on all DCCCD courses and (2) based on all DCCCD courses except those numbered 099 and below (see Richland Catalog for more details).
Attendance/Class Action Notices (Drop Slips)
Adjunct instructors will receive student drop notices via email. Students are expected to regularly attend all classes in which they are enrolled. Students have the responsibility to consult with the instructor when an absence occurs. Instructors are responsible for describing their attendance policy and the official drop procedure to all students enrolled in their classes. Adjunct instructors should check with their supervisor and/or other full time faculty about attendance guidelines in particular subject areas. It is recommended that the following statement be included in the written syllabus and discussed during the first class meeting. "If a student is unable to complete the course(s) in which he/she is registered, it is the student's responsibility to withdraw from the course by the appropriate date, which is published in the class schedule. The instructor cannot initiate the drop process. If the student stops attending class but does not officially withdraw, he/she will receive a performance grade, usually a grade of F."
Incomplete Grades
An incomplete grade of "I" may be given when an unforeseen emergency prevents a student from completing the work in a course. The "I" must be converted to a performance grade (one with a grade point value) within ninety days after the first day of classes in the subsequent long semester. If the work is not completed after ninety days, the "I" is converted to the performance grade indicated on the Incomplete Contract form. An Incomplete Contract states the requirements for the satisfactory completion of the course. The Incomplete Contract must be agreed upon and signed by the instructor, the student, and the division dean and submitted with the final grade report. If an Incomplete Contract must be submitted without the student’s signature, the instructor must include a statement indicating that the student is aware of and is in agreement with the contract.
Change of Grade
Grade changes always originate with the instructor. When an instructor finds it necessary to change a student's grade, the completed Change of Grade Authorization form should be sent to the division dean for approval and then forwarded to the Adjunct Faculty College Center & Evening/Weekend Support Services. The grade change request is then sent to the Registrar's Office where it is recorded.
End of Semester Procedures
At the end of the semester, instructors must turn in their permanent grade roll. The grade rolls are turned in to the Adjunct Faculty College Center & Evening/Weekend Support Services and must include the following:
- Permanent Class List (blue roll) with the final grade, both letter and numeric for the student on the last page written in ink. The list needs to contain a legend (how your grades are configured) i.e., A = 90 - 100, B = 80 – 89, etc. and for each student attending class, a recording of all grades given during the semester, including the final exam and the semester letter grade for the course.
- Copy of Incomplete Contract(s), (if used)
- Copy of the Non -Traditional Attendance Request form(s), (if used)
- Final Grades submitted on-line via e-connect.
- Continuing Education rolls, if any.
The permanent grade rolls and other documents are to be turned in to the ACCESS center by the established deadline. Specific information will be sent to you via e-mail and in your mailboxes. Please check your e-mail regularly.
Reinstatement Policy after a Student Drops a Class
Reinstatement action generally should be initiated when the instructor believes that the student (presently dropped from the roll) could successfully complete the course objectives if reinstated in the class. The instructor should file the Request for Reinstatement form (available in the faculty College Center & Evening/Weekend Support Services) in the Student Records Office. The Student Records Office will then notify the instructor when the Student has been reinstated.
Non-Traditional Class Attendance
This form is used to document agreements with students who cannot regularly attend the class in which they are registered because of a conflict that occurs after the beginning of the semester (due to work schedule change or a similar reason). The agreement allows the student to attend another section of the same course on a space available basis. The student will need to contact the instructor of a section he/she can attend and receive permission to attend. Then the student must take the form to the original instructor for signature and return the form to the Adjunct Faculty College Center & Evening/Weekend Support Services. At the end of the semester, the receiving instructor must forward a grade for the student to the original instructor (on whose grade report the student's name appears).
Contract Signing/Pay Day
It is very important that you sign your contract (employment agreement) the first or second week of classes. You must ask for your contract at the front desk in the faculty College Center & Evening/Weekend Support Services (A110). The information on the contract includes your name, social security number, the classes you are teaching, dates of the classes and the amount paid for each class. Please check this information carefully! You will not receive a paycheck without signing your contract!
Adjunct instructors will be paid on the last working day of the month. Paychecks are direct deposited to the bank you have listed with Employee Services.
Normal payments for full semester classes:
Fall: 4 equal payments; end of Sept., Oct., Nov., & Dec.
Spring: 4 equal payments; end of Feb., March, April & May
Summer I: ½ of total amount end of June; ½ of total amount end of July
Summer II: ½ of total amount end of July; ½ of total amount end of August
If a contract is not the exact length of the semester payment (ex. Flex Term or Fast Tracks) will be based on the length of the course in equal payments.
Evaluation of faculty
Adjunct instructors are responsible for the education of many students within the DCCCD. The evaluation of their instruction helps assure that a consistent level of quality is maintained, that assistance in resolving problems can be found, and that outstanding contributions can be recognized. http://intranet.dcccd.edu/intranet/rlc/divisions/div_forms.htm
The “Adjunct Instructor Appraisal” is used to compile evaluative information and to provide an over‑all evaluation of the semester's performance. There are seven sections to the Appraisal Form:
Part I: Syllabus
Part II: Class Session/Learning Experience Description
Part III: Class Session/Learning Experience Review (Supervisor’s Comments)
Part IV: Class Visit Appraisal
Part V: Student Survey of Instruction
Part VI: Other Areas of Consideration (staff development, attention to administrative detail, department meetings, etc.)
Part VII: Overall Evaluation of Performance
New adjunct instructors are evaluated during their first semester at Richland. Frequency of subsequent evaluation varies by division and/or the perceived need of the adjunct instructor's supervisor.
The evaluation process begins with the supervisor's review of the adjunct instructor's course syllabus to see that it includes all of the information described in item #3 of the Responsibilities of faculty. The next step is the classroom observation at a time agreed upon by instructor and supervisor. Before the visitation, the instructor completes Part II of the Appraisal form. After the visit, the supervisor completes Part III and sends it to the instructor for review. The evaluation process ends with a final conference between the instructor and the supervisor to discuss all elements of the Appraisal Summary and to sign it. The instructor is given a copy of the final document and it becomes a permanent part of the instructor's personnel file.
A mandatory Student Evaluation of Instruction also occurs every fall semester. The supervisor reviews this survey and includes it in your evaluation, if it is available.
Substitution Policy
If you are unable to attend class, you will be required to arrange for class assignments/instruction in consultation with the appropriate supervisor.
The instructor under contract is responsible for handling any financial compensation of a substitute, should a substitute be used.
Your Division Office can help supply names of current adjunct instructors who are teaching in the same discipline; however, you will be responsible for contacting these instructors and making substitute arrangements as well as financial reimbursement arrangements.
Orientation
Prior to the beginning of each long semester, all new faculty are required to log-on to an on-line orientation at http://www.rlc.dcccd.edu/adjunct/. The purpose of this orientation is to provide Richland's faculty with essential information in the following areas:
- Overview of Richland College
- faculty College Center & Evening/Weekend Support Services
- Beginning of the Semester
- End of course/semester
- Professional Development
- Student Retention Strategies
- faculty Association
At the end of each section, you will need to complete a very short quiz related to the material contained in each section. In addition, you will need to complete a short evaluation of the orientation.
Privacy Restrictions: Posting of Grades/
Distribution of Papers
(Family Educational Rights and Privacy Act of 1974)
In compliance with the Family Educational Rights and Privacy Act of 1974, the college may release information classified only as "directory information" to the general public without the written consent of the student. Directory information includes: (1) student name, (2) student address, (3) telephone number, (4) date and place of birth, (5) weight and height of members of athletic teams, (6) participation in officially recognized activities and sports (7) dates of attendance, (8) educational institution most recently attended and (9) other similar information, including major field of study and degrees and awards received. Students may request that all or any part of the directory information be withheld from the public by giving written notice to the Registrar's Office during the first 12 class days of a fall or spring semester or the first four class days of a summer session. If no request is filed, directory information is released upon written inquiry. No telephone inquiries are acknowledged; all requests must be made in person. No transcript or academic record is released without written consent from the student, except as specified by law.
Instructors should not:
- Disclose grades of students
- Disclose student identifcation of any student
- Post grades other than in summary form’disclose personal contact information for any student to another student
Instructor may provide forms for students to exhange contact information with other students in class.
Forms
The Adjunct Faculty College Center & Evening/Weekend Support Services has a variety of forms available for you.
| Change of Contact Information | Scantron Analysis |
| Change of Grade Authorization | e-mail Request Form |
| Locker Request | Section Course Change Request |
| Change of Grade from “F” to “W” | Employment Applications |
| Course Exchange form | Field Trip Approval Request |
| Direct Deposit Application | Test Center Work Order |