Dear Adjunct Faculty Members,
Welcome to Jefferson Community and Technical College! We are truly excited to have you join us in our efforts to provide the highest quality education to the citizens of our community. We are especially pleased to welcome you in the year when we will begin implementation of new efforts designed as a result of our having been named an “Achieving the Dream” college—part of an intensive high-profile effort to ensure that students not only have access to higher education but have success and complete their academic goals. We will need the assistance of all of our faculty, including you, to help us determine the changes in policies and practice that will help us achieve our goals.
We have put together this handbook as a ready reference for answers to your questions on the policies, procedures, and services of the college. While we have tried to create a comprehensive guide, you will almost certainly have questions that have not been addressed here. Please feel free to contact your Academic Dean, Campus Director, Division Chair, Academic Program Coordinator, Department Head, Division Assistant, or me with any questions and concerns you may have. We highly appreciate your contributions to Jefferson Community and Technical College and we want to do all we can to make your work here as stimulating and rewarding as possible. Thank you for everything you do!
Diane M. Calhoun-French, Ph.D.
Provost and Vice President for Academic and Student Affairs
History, Function, and Mission of KCTCS and Jefferson Community and Technical College
Created by the Postsecondary Education Improvement Act of 1997, the Kentucky Community and Technical College System is comprised of 16 colleges that provide quality postsecondary education and workforce training. KCTCS colleges are committed to making education more accessible, more relevant, and more responsive to the needs of students, employers, and communities.
Jefferson Community and Technical College (Jefferson Community and Technical College), created by the consolidation of Jefferson Community College and Jefferson Technical College on July 1, 2005, has six campuses in Bullitt, Carroll, Jefferson, and Shelby counties in the Commonwealth of Kentucky. Founded in 1968 in downtown Louisville as part of the University of Kentucky Community College System, Jefferson Community and Technical College later expanded to locations in southwest Jefferson County, Carroll County, Shelby County, and most recently in Bullitt County. In 1998, the College joined KCTCS. In 1953, the Jefferson County Board of Education chartered the Jefferson County State Vocational-Technical School to meet the postsecondary, technical education needs of Louisville and surrounding areas. In 1990, the school began operating as Kentucky Tech, Jefferson Campus. In 1998, the name changed to Jefferson Technical College to reflect its inclusion in KCTCS.
We open the door to quality education that promotes the economic and cultural vitality of our community, encourages all to discover and achieve their potential, and provides opportunities to turn dreams into realities.
Jefferson Community and Technical College fulfills its Mission by promoting excellence in programs and services in support of educational opportunity, lifelong learning, and student achievement as expressed in the following goals:
Jefferson Community and Technical College is a member of the Kentucky Community and Technical College System offering career/technical, transfer, and transitional educational opportunities with campuses and locations in Jefferson, Shelby, Carroll, Bullitt, Gallatin, Henry, Oldham, Owen, Spencer, and Trimble Counties.
Additionally, the College serves as a center of lifelong learning. Continuing education, training activities and services are designed to expand the life skills and knowledge of our citizens, strengthen the existing workforce, enhance community and business development, and provide personal growth and values development resulting in an improved quality of life for the members of our community.
Jefferson Community and Technical College provides a physical and intellectual environment for the students, faculty, and staff that promote cultural, ethnic, racial, and gender diversity. Further, the College offers services and supports practices and programs that embody the ideals of an open, democratic, and global society and that ensure the effective and efficient operation of the college.
Jefferson Community and Technical College advertises for adjunct faculty on a regular basis, usually three times a year preceding the beginning of each semester and the summer session. In addition, persons inquiring about adjunct faculty positions are invited to submit letters of interest and resumes at any time. The most qualified among these applicants are called for telephone and/or personal interviews. State law also requires that a background check be conducted on all employees, including adjunct faculty, prior to hiring. If a check uncovers convictions, an appeal to hire must be made to KCTCS. Written approval from KCTCS must be obtained before an offer to hire may be made. Division Chairs and Academic Program Coordinators/Department Heads are then authorized to extend offers of employment, subject to final approval by the Academic Dean. One-semester contracts only are extended to adjunct faculty. Adjunct faculty may be rehired for any number of semesters; decisions to rehire are made based on academic credentials, experience, student and supervisor evaluations, and availability of classes. Adjunct faculty are paid on a standard credit hour (or, in exceptional cases, contact hour) basis.
All adjunct faculty members must possess the academic credentials mandated by Jefferson Community and Technical College’s accrediting agency, The Commission on Colleges of the Southern Association of Colleges and Schools (SACSCOC). In addition, the Kentucky Community and Technical College System requirements mandate that for each faculty member, we have the following on file: an application, a resume, official transcripts of all college work, three current letters of recommendation (originals only), a form documenting citizenship (I-9), a KCTCS Drug-Free Workplace Policy Certification, and all tax forms. By law, before a faculty member conducts class, he or she must complete an I-9 form.
By the first week of the semester, you must contact your Division Assistant and sign your employment contract. If this is not done, the payroll process will be delayed. If a faculty member is rehired for subsequent semesters, new contracts will be completed. However, rehired individuals are not required to submit new documents for their personnel files. They may wish to submit new transcripts, however, as additional pertinent coursework is completed.
All students must be provided with a written course syllabus during the first or second class meeting of the semester. Faculty members should also send a copy of each syllabus to the division office. The information can be found at:
Note: your policy should explain that Jefferson Community and Technical College students
with a complaint are first expected to address it with the instructor. If the complaint
cannot be resolved, the student should contact the appropriate department head or
program coordinator [give name, phone number, and e-mail]. If the complaint still
cannot be resolved, the student should contact the appropriate division chair [give
name, phone number, and e-mail]. If the complaint
cannot be resolved even at that level, the student should contact the appropriate academic dean or campus director [give name, phone number, and e-mail].
Student Code of Conduct
Note: you should explain the general policy on cheating and plagiarism as well as the consequences that can be leveled for such offenses. You should definitely include a link to the complete Code of Student Conduct: http://www.kctcs.edu/en/students/admissions/academic_policies/code_of_student_conduct.aspx. You may include additional policies on such things as cell phones, use of computers and calculators, food in the classroom, bringing children to class, leaving class early, and general expectations of behavior.
Attendance Policy if not included above
Note: there is no specific attendance policy mandated, but you must include one or note that you do not have one in your syllabus. Please also note that you may NOT drop any student for non-attendance. Do not list this as a possible consequence of non-attendance. Students may only be dropped for non-payment or as the result of a dean-level disciplinary action. Whether or not you take or count attendance for your course, you MUST check attendees against your rosters at the beginning of the semester to ensure that all students attending are on the roster.
Note: give students specific location and contact information of additional resources that will help them be successful, e.g., tutoring, Writing Center, learning laboratories, etc.
Use the following statement: KCTCS is an equal opportunity employer and education institution.
Faculty are paid on the 15th and 30th of each month. Direct deposit is mandatory, and arrangements must be made in advance with the Human Resources Office, CH 222 (DT Faculty), ADM 154-B (SW Faculty), Administration Office, Room 118 at (Shelby County Campus), Bldg. B 100A (Technical Campus) Administrative Office (Carrollton Campus) and Administrative Office, Room 114 (Bullitt County Campus). Adjunct faculty will be paid after all completed paperwork is processed and in accordance with KCTCS payroll deadlines.
You can access PeopleSoft to view your paycheck. To access the sign-on page for PeopleSoft Self Service, go to https://employees.kctcs.edu. Enter your Active Directory User ID (JDOExxxx) and password to sign in to PeopleSoft. Once signed in, click on "Employee Self Service,” then "Options," then either "HR" or "Payroll" to access the self-service pages.
View Paycheck (Payroll)
This page shows a "stub" of your last paycheck, including YTD totals and direct deposit information. There is also a link on this page to allow you to view previous pay stubs (View a different payment), however prior pay stubs do not contain YTD totals. When printing the pay stub, it may be necessary to increase the width of your margins in your browser to allow the pay stub to fit on a page. To do this, click on File, then Page Setup to adjust your margins. If you should have any problems with your paychecks, you can find the contact information online at https://jefferson.kctcs.edu/faculty-staff/human-resources/payroll.aspx
Instructor’s desk copies and accompanying instructional materials are available from your publisher, Academic Program Coordinator/Department Head, or Division Assistant. The books are provided for your use during each semester you teach. Your textbooks and accompanying instructional materials must be returned at the end of each semester. You are; however, free to mark in the books as you need to.
Adjunct faculty members are provided keys to their offices and common faculty areas such as mailrooms and copier rooms. Keys will be provided through your Division Assistant and must be returned at the end of each semester.
Limited office space may be provided for adjunct faculty in various locations on each campus. Due to space constraints, private offices are generally not available. Check with your Academic Coordinator or Division Chair to obtain the location of available office space.
Full-time faculty members are expected to be in their offices and available to students two hours per week per class taught. While schedules and lack of office space may make this impossible for adjunct faculty, we ask you to make provisions for students to contact and/or meet you outside of class. It is critical that you communicate this in writing in the syllabus.
If you are Unable to Meet a Class
If illness or an emergency situation demands that you cancel a class, please notify your Division Assistant or campus contact person as soon as possible and specify the class number and section, the time, building, room, and assignments. Classes may not be cancelled for reasons other than emergencies, without consultation with the Academic Program Coordinator/Department Head or Division Chair.
Please consult with your Academic Program Coordinator/Department Head or Division Chair before making any classroom changes. If you plan to take the class to an activity on campus but away from the regular classroom, the staff in the Division Office should be notified. Plans for class trips away from campus must be coordinated with the APC/DH or DC.
All adjunct faculty members are required to participate in the student evaluation process each semester they teach at Jefferson Community and Technical College. Evaluation instructions are provided by each Division Assistant. These evaluations must be administered during the dates set by the college and according to the regulations specified. When the information has been tabulated (after the end of the semester), you will be asked to meet with your Academic Program Coordinator/Department Head or Division Chair to discuss student responses to the evaluation process.
Classes are seldom cancelled due to inclement weather. If conditions should warrant cancellation or delay of classes, the information will be posted on the college’s website. In addition, announcements are made over major radio and televisions stations. For quickest access to information about delays or closing, sign up for SNAP at the college’s web site (http://www.jefferson.kctcs.edu) and receive text, e-mail, and voice mail alerts.
Whatever time classes resume, students should go to the class that they are regularly scheduled to be attending at that time.
Each faculty member should print out a class roster on or before the first day of class from the Faculty Center in PeopleSoft. If any students are attending classes but are not listed on the roster, they may not continue to attend class without written permission of the Admissions Office. You will be asked to print out final rosters once your students who have not paid have been purged from the rolls. Again, if anyone is attending your class but is not on the rolls, he or she should be directed to the Admissions Office.
Reporting of “No Shows”
While faculty members may determine their own attendance policies, they MUST take attendance from the beginning of the semester until the date when “no shows” must be reported in the Faculty Center (under the tab “No Shows”). This will usually be within the first two weeks of class. The reporting of no shows is critical to ensuring that the college does not disburse financial aid to students for any class which they have NEVER attended. Students are only considered no shows if they have NEVER attended the class. If they have attended even once and have not returned, they are NOT no shows. The college is audited for compliance with this requirement.
College Grading System
These are the ONLY grades to be used:
Each instructor shall state on the first or second class meeting the factors to be used in determining the assignment of a W grade during the discretionary period. An instructor shall not assign a student a W grade for a class unless the student has officially withdrawn from that class in a manner prescribed by the College. The grade of W may be assigned by the Community & Technical College Appeals Board in cases involving a violation of student academic rights. It may not be assigned to a student found guilty of an academic offense without permission of the instructor in whose class the offense occurred.
The final exam schedule is printed in the Schedule of Classes and posted on the college’s website. All grades are to be posted on line in the Faculty Center in PeopleSoft. Grades should generally be posted within 48 hours after the final examination is given. Please turn in grades on time. Failure to turn grades in on time may be taken into consideration when decisions are made about rehiring adjunct faculty.
Final grades will be available to students through their self-service accounts. Final grades will not be given out by Records Office staff, Division Secretaries, or any other college personnel. Under no circumstances may grades be posted (even in code) or given out via telephone, fax, or e-mail. Do not leave marked papers left for students to pick up since these are confidential.
To satisfy federal financial aid guidelines, faculty must report a last date of attendance for each student who receives a failing grade (E or F) and must also check the box indicating that the roster has been checked for last date of attendance. Instructions for reporting last date of attendance are provided later in this handbook. The college is audited for compliance with this requirement.
Instructors are required to keep a grade book or other written record for each section taught. Grade books are available from your Division Assistant. Grade books or a written record of grades must be turned in at the end of each semester.
Withdrawal from Class
Students with academic and/or personal difficulties preventing achievement in class should be directed to “withdraw” officially in the Office of Student Affairs. (This eliminates the “E” failing grade at the semester’s end.) Students may withdraw at their own discretion and receive a grade of “W” until mid-term (date found in Schedule of Classes) by turning in a withdrawal slip to the Records Office. They may also withdraw on-line. Students may withdraw after mid-term by obtaining their instructor’s signature on a withdrawal slip. Instructors may decide whether they wish to sign withdrawal slips after mid-term, and if they do, they may set the last date they will sign them. After mid-term, instructors may also decide under what circumstances the grades of “W” will be assigned to those students who withdraw. Withdrawal policies need to be stated in all course syllabi. NOTE: Students may not withdraw from a class during final exam week or at any time after the end of coursework.
Instructors may assign a grade of “I” (Incomplete) only under circumstances outlined in the above description of the college grading system. “Is” may be given only after consultation with and approval by the Division Chair. Specific instructions for giving an “I” and the form that must be completed to do so will accompany final grade instructions. The decision to give an “I” is at the instructor’s discretion.
Students may repeat a course to improve their grade. They should go to the Student Information Center for information.
Student tests, papers, and other assignments not returned must be kept on file for a minimum of one year.
Program, Division, and Faculty Meetings
Adjunct faculty members are not required to attend regular program, division, and faculty meetings. We do, however, invite you to attend and welcome your participation and input. Notices of meeting dates and times should arrive in your mailboxes.
Professional Development Activities
Each semester, the College offers a wide variety of professional development workshops. Adjunct faculty members are encouraged to take advantage of these workshops. At the beginning of the semester, all faculty members receive a list of the available workshops, along with registration forms.
Individual mailboxes are provided for every member of the faculty. Your Division Assistant will assign you a mailbox for the semester. You may pick up your mail in the division office. Check with your Division Assistant to see where your mailbox is located. It is essential that mail be picked up every time you are on campus. If you ask students to leave materials in your mailboxes, please instruct them to use your full name and department. Check with your APC or DC if you have questions.
KCTCS will be issuing e-mail accounts to adjunct faculty; however, these may not be available at the beginning of the semester. We will make you apprised when your account is activated.
If you do not have access to a computer or e-mail in your home, you may create an e-mail account on one of several internet e-mail services. You may use any computer with internet access to do this. The Library on each Jefferson Community and Technical College campus has computers with free internet access.
Copyright and Computer Software Policies
Jefferson Community and Technical College supports and expects faculty, staff, mid-management and students to adhere to all copyright regulations for video, audio, printed materials, and computer software used at the College. If you have any questions, contact the distributor of the product AND obtain written permission BEFORE you distribute any materials or use the software.
Jefferson Community and Technical College offers free counseling services in career, personal, and academic areas. Downtown Campus students seeking counseling assistance may go to the Counseling Center located on the first floor of the Chestnut Hall Building. Any Southwest Campus student may make an appointment with one of the counselors, who are located in three of the four classroom buildings. There are also counselors available at the Carrollton, Shelby County, and Technical Campuses. Bullitt County Campus students use the counseling services on the Southwest Campus.
Students with Disabilities
In compliance with the Americans with Disabilities Act (ADA), Jefferson Community and Technical College provides support and services for students with disabilities. Our disability coordinators are Terri Martin (502.213.2449) and Nancy Birkla (502.213.7120). These coordinators contact faculty members when students have special needs and assist instructors in developing means to meet these needs. If a student should make a disability known to you, please refer that student to the coordinator on your campus. (See also Course Syllabi section for information on how to address ADA issues in your syllabi.) Venetia Lacy (502.213.4218) coordinates services for those with hearing loss or deafness.
The college offers extensive financial aid counseling to students who are interested in assistance with educational costs. Please refer students who have questions concerning financial aid to the financial aid offices at the Downtown, Southwest, or Technical Campuses.
This office provides assistance to students who qualify for VA benefits, including veterans, war orphans, widows, and dependents of veterans. All questions or problems associated with VA should be directed to Andrew Martin (502.213.2139) on the Technical Campus.
Learning Resource Centers
The primary service of the libraries of Jefferson Community and Technical College is providing access to and training in the use of electronic research databases. One of these electronic databases, the computer catalog, allows students to find materials in non-electronic formats such as books in the Jefferson Community and Technical College libraries and in other libraries across the state. Many of these databases are available to students and faculty in their offices and homes.
The libraries also provide general use computer labs with the full range of software used in all Jefferson Community and Technical College programs. These labs are open to students approximately 70 hours per week.
The libraries operate a faculty reserve system through which instructors can make available course related materials for their students.
The libraries’ staff welcomes opportunities to collaborate with faculty in designing
library instruction tailored to the specific research goals of the instructor’s students.
More information can be found online at https://jefferson.kctcs.edu/current-students/student-resources/libraries/updated-services/index.aspx
Supplies such as grade books, pencils, markers, pens, paper, etc., are available in the division offices.
Typing and duplicating services may also be available from the Division Assistants. The Division Assistants will expedite the flow of information and will be your main communication link with the College.
Depending on the size and policies of the division, division assistants may or may not be available to assist with typing and duplicating services. However, requests must be made well in advance of the time the material is needed. Please check with your division about its policies and the level of support available. Please note that the division assistants will not give any make-up exams or cover classes. Instructors and students must make other arrangements.
The Downtown Campus bookstore is located in the basement of the Hartford Building (HFD). The Southwest Campus bookstore is in the Student Community Building.
The normal hours of operation are:
Questions or concerns regarding textbooks should go through your Program Coordinator/Department Head.
If a security or emergency situation should arise, you should contact the Office of Campus Safety as soon as possible.
Maintenance and Operations
Any questions or problems in this area should be directed to the Operations Superintendent through your Division Assistant. During the evening hours maintenance emergencies may be reported by calling the Office of Campus Safety on your campus.
All Jefferson Community and Technical College buildings are smoke free.
Downtown Campus parking is a challenge. Allow plenty of time, prior to your class, to find a spot in the faculty lot. There is no charge for faculty or staff parking. To use the campus lots, your vehicle must be registered with the Office of Campus Safety, who will issue you a parking permit to be displayed on your rear-view mirror. Ask your Division Assistant for a form to apply for a parking permit. All parking permits must be returned to your Division Assistant at the end of each semester.
Southwest Campus parking, with a permit, is provided on the lot on your right as you enter the campus. The parking permit may be obtained through your Division Assistant or through the Office of Campus Safety, which is located in the Student Community Building. All parking permits must be returned to your Division Assistant at the end of each semester.
Carrollton Campus faculty may park in the lot directly in front of the campus.
Technical Campus parking, with a permit, is provided on the faculty lot at Building B and the lot at the east side on Building B and on the lot at the south side of Building A. The parking permit may be obtained through your Division Assistant or through the Office of Campus Safety, which is located in the 1st floor front office area of Building A. All parking permits must be returned to your Division Assistant at the end of each semester.
Shelby County Campus faculty may park in the main lot.
Bullitt County Campus faculty may park in the main lot.
The cafeteria on the Downtown Campus is located in the basement of the CH Building. Vending machines are also available in the lobby of the HFD Building and the second floor of the CH Building. The Southwest Campus has vending machines available in most of the classroom buildings. Vending machines are also available in both buildings at the Technical Campus. Vending machines are also available on the second floor of the Carrollton Campus. At the Shelby County Campus and the Bullitt County Campus, see the main office staff for information.
Copying Courses in Blackboard
Grades can be entered through the faculty center provided that every student has earned
a grade for the class. If you have even ONE student who will be earning an “I” grade,
you must follow the directions below this section entitled - Entering Grades in Curriculum
Management Grade Roster.
Windows users have best success using Internet Explorer. MAC users seem to have better luck with Safari.
The grade rosters are generated approximately mid-term each term. The roster must be created before you will be able to enter any grades. Once created, grades may be entered using the grade roster in the Curriculum Management area or through the Faculty Center. If the grade roster has not yet been created, you must follow the instructions in this section to generate the roster.
Viewing Classes and Rosters Through the Faculty Center
The main page of the Faculty Center will allow you to quickly view information such as your assigned classes, meeting times, and weekly schedule. In addition, you will be able to access all of the various rosters for each class.
All faculty must record that you have reviewed the LAST DAY of ATTENDANCE. If none of your students failed the class, read the highlighted paragraph below.
Last day of attendance panels should reflect the last day of attendance for students who have failed your classes. You do not need to record dates for students who passed your classes.
If you have classes where all students passed the class, follow Steps 1 – 5 below, then skip Step 6 and proceed to Step 7 – 8.
Creating a class portal
The first page--
Organizing my class
Designing the class portal by creating buttons/folders
Giving class members access to portals
Office of Allied Health & Nursing – DT Campus
Office of Academic Affairs
Office of Student Affairs
Kentucky Virtual University (KYVC):
Kentucky Community and Technical College System
The Commission on Colleges of the Southern Association of Colleges and Schools (SACSCOC):
KCTCS Student Code of Conduct:
Jefferson Community and Technical College is an Equal Opportunity Institution.
The Kentucky Community and Technical College System is committed to a policy of providing educational opportunities to all qualified students regardless of economic or social status, and will not discriminate based on race, color, religion, sex, marital status, beliefs, age, national origin, sexual orientation, or physical or mental disability.