Fac-Staff-Resources

Adjunct Faculty Handbook

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!

Sincerely,

Diane M. Calhoun-French, Ph.D.
Provost and Vice President for Academic and Student Affairs

Table of Contents:

  • INTRODUCTION
    • History, Function, and Mission of KCTCS and Jefferson Community and Technical College
    • Mission Statement
  • EMPLOYMENT OF ADJUNCT FACULTY FACULTY RESPONSIBILITIES AND PROCEDURES
    • Course Syllabi
    • Paychecks
    • View Paycheck (Payroll)
    • Textbooks
    • Keys
    • Office Space
    • Office Hours
    • If you are Unable to Meet a Class
    • Room Changes
    • Faculty Evaluation
    • Snow Schedule
  • GRADING AND RECORDKEEPING POLICIES
    • Class Rosters
    • Reporting of “No Shows”
    • College Grading System
    • Final Grades
    • Grade Books
    • Withdrawal from Class
    • Incomplete Grade
    • Repeat Option
    • Records Retention
    • Program, Division, and Faculty Meetings
    • Professional Development Activities
  • INTRACAMPUS COMMUNICATIONS
    • Mail Electronic Mail
    • Copyright and Computer Software Policies
  • STUDENT SUPPORT SERVICES
    • Counselors
    • Students with Disabilities
    • Financial Aid
    • Veterans Affairs
    • Learning Resource Centers
      • Bullitt County Campus Library
      • Carrollton Campus Library
      • Downtown Campus Library
      • Shelby County Campus Library
      • Southwest Campus Library
      • Technical Campus Library
    • Learning Laboratories
      • The Writing Centers
      • The Math and Natural Science Learning Labs
      • Computer Labs
  • SUPPLIES AND SERVICES
    • Secretarial Assistance
    • Bookstores
  • PHYSICAL FACILITIES POLICIES AND PROCEDURES
    • Campus Security
    • Maintenance and Operations
    • First Aid
    • Smoking
    • Parking
    • Cafeteria
  • ELECTRONIC RESOURCES INSTRUCTION SHEETS
    • Copying Courses in Blackboard
  • RECORDING GRADES VIA THE FACULTY CENTER
  • ENTERING GRADES IN CURRICULUM MANAGEMENT
    • Grade Roster
    • Steps to enter grades
    • Viewing Classes and Rosters Through the Faculty Center
    • Recording last day of attendance
  • GETTING STARTED IN BLACKBOARD
    • Creating a class portal
    • Organizing my class
    • Designing the class portal by creating buttons/folders
    • Giving class members access to portals
  • REFERENCES
    • Campus Information
    • College Administration
    • President’s Office
    • Provost’s Office
    • Office of Academic Affairs – DT Campus
    • Office of Allied Health & Nursing – DT Campus
    • Office of Academic Affairs – SW Campus
    • Office of Academic Affairs – Technical Campus
    • Office of Student Affairs – DT Campus
    • Office of Student Affairs – SW Campus
    • Office of Student Affairs – Technical Campus
    • Carrollton Campus
    • Shelby County Campus
    • Bullitt County Campus
    • Web Links

INTRODUCTION

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.

Mission Statement

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.

Mission Goals

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:

  1. Support the attainment of regional and statewide educational goals through data informed and inquiry driven strategies to increase retention rates and completion of credentials (Associate Degrees, Diplomas and Certificates).
  2. Maximize student achievement through an institutional commitment to effective teaching and support services.
  3. Enhance workforce readiness and economic development of the community by providing seamless educational opportunities through agreements with adult education, secondary school systems, postsecondary institutions, community groups, and business and industry partners.
  4. Provide an inclusive, accessible, and safe learning and working environment.
  5. Exercise responsible stewardship of the College’s human, fiscal, and physical resources.

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.

EMPLOYMENT OF ADJUNCT FACULTY

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 Southern Association of Colleges and Schools/Commission on Colleges (SACS/COC). 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.

FACULTY RESPONSIBILITIES AND PROCEDURES

Course Syllabi

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:

Complaint procedure

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.

Other Information 

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.

Non-discrimination Statement

Use the following statement:  KCTCS is an equal opportunity employer and education institution.

Paychecks

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, VTI 222 (DT Faculty), ADM 154-B (SW Faculty), Administration Office, Room 118 at (Shelby County Campus), Bldg. B 100A (Technical Campus) Administrative Office (Carrolton 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 

Textbooks

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.

Keys

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.

Office Space

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.

Office Hours

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.

Room Changes

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.

Faculty Evaluation

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.

Snow Schedule
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.

GRADING AND RECORDKEEPING POLICIES

Class Rosters

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:

  • "A" Represents exceptionally high achievement.
    • It is valued at four grade points for each credit hour in non-remedial and non-developmental courses.
  • "AU" Audit.
    • It has no value in computing the grade point average.
  • "B" Represents high achievement.
    • It is valued at three grade points for each credit hour in non-remedial and non-developmental courses.
  • "C" Represents satisfactory achievement.
    • It is valued at two grade points for each credit hour in non-remedial and non-developmental courses.
  • "D" Represents the minimum achievement for credit.
    • It is valued at one grade point for each credit hour in non-remedial and non-developmental courses.
  • "E" Represents unsatisfactory achievement and indicates failure in the course.
    • It is valued at zero grade points and zero credit hours in non-remedial and non-developmental courses.
    • Credit may only be obtained by repeating the entire course.
  • "F" Represents an unsatisfactory grade in a course taken on a Pass-Fail basis.
    • The student who received a grade of F in a course shall not be eligible to continue into the next sequential course(s) and shall not be eligible for graduation providing the student has met all other graduation requirements.
    • It has no value in computing the grade point average.
    • Credit may only be obtained by repeating the entire course.
    • This grade may be used for developmental courses.
  • "I" Incomplete
    • Means that part of the coursework remains unfinished.
    • It shall be given only when there is a reasonable possibility that a passing grade will result from completing the work.
    • The instructor shall not give an I grade when the reason for incompleteness is unsatisfactory.
    • The instructor and student will discuss the requirements for completing the course with the time limit for completion not to exceed a maximum of one year; failure to do so will result in a change of grade from I to E.
  • "MP" The grade of MP (Making Progress) may be assigned only for developmental courses and means that the student has made significant progress but needs and deserves more time to achieve a passing grade.
    • The student should re-enroll in the course in order to continue advancement to the level of competence set for the course.
    • Grades may be earned following re-enrollment for developmental courses.
    • The grade of MP has no value in computing grade point average.
  • "P" Represents a satisfactory grade in a course taken on a Pass/Fail basis.
    • The student who receives a grade of P in a course shall be eligible to continue into the next sequential course(s).
    • The grade of P may be assigned by the Community College Appeals Board in cases involving a violation of student academic rights.
    • It has no value in computing the grade point average.
    • This grade may be used for developmental courses.
  • "W" Represents a withdrawal from class without completing course requirements.
    • A student may officially withdraw from any class up to and including the date of mid-term with a W grade.
    • After the date of mid-term and through the last class of the semester or session, the student may officially request a W grade, which may be given at the discretion of the instructor.

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.

Final Grades

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.

Grade Books

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.

Incomplete Grade

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.

Repeat Option

Students may repeat a course to improve their grade. They should go to the Student Information Center for information.

Records Retention

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.

INTRACAMPUS COMMUNICATIONS

Mail

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.

Electronic Mail

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.

STUDENT SUPPORT SERVICES

Counselors

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 VTI (LV) 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.

Financial Aid

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.

Veterans Affairs

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 Vanessa Dockery (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

Learning Laboratories

  • The Writing Centers
    • The Writing Centers’ personnel provide assistance to students with writing difficulties or those needing help with specific writing assignments. Students may also check out workbooks or other lab materials. Certain sections of ENG 101 have assigned Writing Center time as part of their course requirements. The Writing Centers are located on the Downtown Campus in SEM 133 East and on the Southwest Campus in Social Science 101.
  • The Math and Natural Science Learning Labs
    • These labs contain audio, video, and computer assisted instruction programs for skills development in biology, chemistry, mathematics, and cognitive reasoning skills. Free tutoring in mathematics is conducted in the labs on a walk-in basis. The DT campus lab is located in HFD 505 and the SW campus lab is located in SCI 202.
  • Computer Labs
    • The labs are in the Business Building on the Southwest Campus and in rooms HFD 1110, VTI 213, VTI215, and VTI217 on the Downtown Campus with a variety of software programs available.

SUPPLIES AND SERVICES

Supplies such as grade books, pencils, markers, pens, paper, etc., are available in the division offices.

Secretarial Assistance

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.

Bookstores

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:

  • Downtown
    • Monday-Thursday 8:00am - 6:00pm
    • Friday 8:00am - 4:00pm
    • Saturday 9:00am - 2:00pm
  • Southwest
    • Monday-Thursday 9:00am - 5:00pm
    • Friday 9:00am - 12:00pm
    • Saturday Closed
    • The DT and SW bookstore hours are extended at the beginning and end of each semester.
  • Carrollton
  • Shelby County
    • Students may order their books online at whywaitforbooks.com, or they may purchase them from the Downtown Campus bookstore.
  • Bullitt County
    • The Bullitt County Campus does not operate a bookstore.
    • Students go to the Southwest Campus bookstore to purchase textbooks or order textbooks from the online bookstore website.

Questions or concerns regarding textbooks should go through your Program Coordinator/Department Head.

PHYSICAL FACILITIES POLICIES AND PROCEDURES

Campus Security

If a security or emergency situation should arise, you should contact the Office of Campus Safety as soon as possible.

  • Downtown Campus
    • Dial 502.213.5000.
    • If you get no answer, you may call the cell phone, 502.418.9051.
  • Southwest Campus
    • Dial 502.213.7301.
    • If you get no answer, you may call the cell phone, 502.418.9221.
  • Technical Campus
    • Contact the main office, the Office of Campus Safety at 502.418.9183, one of the counselors, or a member of the administrative/clerical staff.
  • Carrollton Campus
    • Dial 502.514.3032.
  • Shelby County Campus
    • Emergency situations should be reported to the main office.
    • On the Bullitt County Campus, emergency situation should be reported to the campus administrator on duty.

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.

First Aid

  • Downtown Campus
    • Emergencies, accidents, or injuries should be reported to the Office of Campus Safety.
  • Technical Campus
    • Contact the main office, the Office of Campus Safety at 502.418.9183, one of the counselors, or a member of the administrative/clerical staff.
  • Southwest Campus 
    • Contact the Office of Campus Safety at 502.213.7301, one of the counselors, or a member of the administrative/clerical staff.
  • Carrolton Campus
    • Contact the main office or a member of the administrative/clerical staff
  • Shelby County Campus
    • First Aid kits are available in each Rooms 109, 110, 132 and 138.
  • Bullitt County Campus
    • Contact the administrator on duty.
    • First Aid is located in clearly marked areas at the campus facility. 

Smoking

All Jefferson Community and Technical College buildings are smoke free.

Parking

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 across the street from 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.

Cafeteria

The cafeteria on the Downtown Campus is located in the basement of the VTI Building. Vending machines are also available in the lobby of the HFD Building and the second floor of the VTI 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.

ELECTRONIC RESOURCES INSTRUCTION SHEETS

Copying Courses in Blackboard

  1. Control Panel of your origin course > Export Course (from Course Options pane)
  2. Use the check boxes to choose the part(s) of the course you need to copy.
  3. Submit.
  4. Right-click atop the link on the resulting download page.
  5. Save Target As...
  6. Save the .ZIP export file to your computer desktop.
  7. Go to Control Panel of your destination course > Import Package (from Course Options pane)
  8. Browse.
  9. Find the .ZIP file on your desktop.
  10. Double click the file or select and click OPEN.
  11. Submit.
  12. When Import is done you will get a receipt.

Recording grades via the faculty center

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.

  1. If you have unsuccessfully tried to record your grades, you should first clean the temporary files and cookies from your computer.
    • To do this:
      • Log into Internet Explorer.
      • From the Tools menu, choose Internet Options.
      • From the General Tab across the top, choose DELETE from the Browse history section.
      • Make sure EVERY option is selected and click DELETE. (This does not remove your favorites!) See next page for screen capture.
      • When the scroll indicating deletions stops, close the function.
  2. In Peoplesoft Faculty Center, click the icon preceding the class for which you are recording grades.
    • DO NOT CLICK THE CLASS NAME LINK.
  3. Click the grade roster tab from the TOP of the page.

ENTERING GRADES IN CURRICULUM MANAGEMENT GRADE ROSTER

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.

TO ENTER GRADES, FOLLOW THESE STEPS

  1. Select Main Menu, Curriculum Management, Grading, Grade Roster.
    • Enter the appropriate term in the Term and Class Nbr and click the Search button. If you do not know the class number, you may use the other search fields to search for the class. If searching by course number, enter the subject in the Subject Area field and the catalog number in the Catalog Nbr field. For example, when searching for ENG 101, enter ENG in the Subject Area field and 101 in the Catalog Nbr field.
    • If the wrong class is retrieved, perform another search and enter the Course Offering Nbr along with the original search criteria.
  2. Complete the Grade Roster Type page using the following instructions:
    • Select Final Grade from the Grade Roster Type field. If Final Grade is already selected and the Description field, the Override and Partial Post checkboxes, and the Create and Post buttons are visible, this step is not necessary.
    • The Description will default as the Final Grade. Do NOT change.
    • The Final Roster Grading Status area will indicate where you are in the grading process. Statuses include Grade Input Allowed, Error, Ready to Post, and Posted.
    • If you have previously created this grade roster, you may select Override Grade Roster to override the previous grade roster. If you do the override, you will have to enter all grades back into PeopleSoft for the entire class.
    • If you select the Partial Post checkbox, you can enter and post grades for only a portion of the students on the roster. If you perform a partial post, you still have to change the Approval Status to Ready to Review, but you may return to the grade roster later and enter the grades for the remaining students.
  3. Click the Create button to create the roster. This will move you to the Grade Roster page.
  4. All students enrolled in the class will appear on this page. In the Roster Grade field, enter the grade for the first student and tab to the next student until you have entered all grades for this roster.
    • Some helpful hints on entering grades:
      • If a student has officially dropped the class after the Add/Drop period, a W grade will automatically appear on the roster.
      • If you do not know which grades can be awarded for a class, click the Lookup Grade icon and click the Lookup button. Select the correct grade from the resulting list. If you need to assign an I, WF, or WP grade, you must contact someone from the Student Records Office to enter that grade for you.
      • Click the Detail link to look at the enrollment detail for each student enrolled. Click the Return link when finished.
      • The Note link is used to enter a note that will appear on the student’s transcript. Do NOT enter any information on the note page.
      • If you wish to exclude a grade the student earned which is a higher grade in legacy, you may select a repeat code from the Repeat Code field in the Enrollment Request or Quick Enroll area of PeopleSoft. Use Normal Maintenance as the Action, enter the Class number, and select the correct Repeat Code.
      • If a status of Ready for Review was selected, the Partial Post checkbox checked, and the Post button was clicked at some point, the Grade Input fields may not be available. If this is the case, select Not Reviewed from the Approval Status field on the Grade Roster Type page. This should open the Grade Input fields back up to allow grade entry.
  5. Click the Grade Roster Type tab.
  6. If you have been granted access to post the grades, change the Approval Status from Not Reviewed to Approved and click the Post button to save the grades and post them to the students’ transcripts. Otherwise, select Ready to Review and click the Save button.
    • If the instructor has been given access to enter the grades on the roster, they should change the status to Ready to Review or Approved, depending upon the access that was granted to the instructor when the class was setup in the schedule of classes.
  7. Click the Home link when finished to return to the Home page.

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.

VIEW CLASS INFORMATION

  1. The Faculty Center should display the My Schedule page as soon as you login to PeopleSoft. If it does not you may navigate to it by selecting Main Menu, Self Service, Faculty Center, My Schedule.
    • The Faculty Center home page will display information such as your classes, meeting times, class dates, and enrolled students for the selected term. To change the term, click the Change Term button and select the preferred Term and click Continue to view classes for that term.
    • The Show all classes radio button will show all your scheduled classes for the selected term. You may instead select the Show Enrolled Classes Only radio button to view only classes with students enrolled.
    • Click on the link under the Class column to see the details of that class. The link will include the Course and section number with the class number in parenthesis.
    • To view your weekly schedule, select the View My Weekly Teaching Schedule link.
  2. The View My Weekly Schedule page will show your schedule for the date displayed in the Show Week of field.
    • To change the date, enter a new date in the Show Week of field and click the Refresh Calendar button. You may also use the Previous Week and Next Week buttons to navigate to different weeks of classes.
    • To view only classes in a specific time range, enter a new Start Time and End Time and click the Refresh Calendar button.
    • To view additional options, scroll to the bottom of the page.
    • Check or uncheck any checkboxes and click the Refresh Calendar button to modify the calendar view. - Click the Printer Friendly Page link.
    • The schedule displays in a printer friendly format. Print the schedule using the Printer icon in Internet Explorer to print the schedule.
    • Click the Return to View My Weekly Schedule link. This link is in the lower right area of your screen.
    • Click the Return to Faculty Center link.
  3. Each class should have three icons displayed to the left of the class link. Each icon represents a roster for that particular class. The icon legend at the top of the page identifies each icon.
  4. To view the class roster, click on the Class Roster icon for a particular class.
  5. Scroll down to view additional information.
  6. The Class Roster page will display a list of the enrolled students in the class. Review the page as necessary.
    • To view dropped or waitlisted students, select the preferred Enrollment Status.
    • The Printer Friendly Version button will change the display so that it will be easier to read once printed out. Once displayed, select File, Print or click the Print icon in Internet Explorer to print the roster.
  7. You may generate emails to students using three options listed below. All options open an email notification page addressed to the instructor with the students blind copied (BCC). This prevents the students from seeing other student email addresses. You simply create your message and click the Send Notification button to send the email.
    • To email an individual student, click the Name link for that student.
    • To email multiple students, select the Notify checkbox for the desired students and click the Notify Selected Students button.
    • To send an email to all students, click the Notify All Students button.
    • All active students should have a KCTCS email address within PeopleSoft. However, if any student does not have an active email address, the following will occur:
    • When selecting multiple students, any students without an email address will not have a checkbox beside his/her name and cannot be selected.
    • If the Notify All Students button is selected, any students without an email address will be displayed on a Students without Email Address screen. You may click the Continue button to continue sending an email to the rest of the students or click the Cancel button to return to the previous page.
  8. To view a different class roster, click the Change Class button to return to the My Schedule page and click on the Class Roster icon for a different class to view that roster.
  9. To view the grade roster for a class, click on the Grade Roster icon.
  10. Scroll down to view students on the roster.

RECORDING LAST DAY OF ATTENDANCE

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.

  1. Click the icon preceding the class for which you are recording your last day of attendance. Do NOT click the name of the course link. You must click the icon.
  2. Be sure that the Faculty Center tab is selected from the Top Row of options. (This is the default tab when you first open PeopleSoft).
  3. Next click the option on the lower tab at the top of the page.
  4. In the middle of the page, click the button, to the right of the “Steps.”
  5. Click the tab at the top of the page again. This is the same tab as you clicked in Step 3 above. This must be done again in order to populate grades and students.
  6. Using the right –most column, record the last day of attendance for those students who failed your class. You do not need to record last day of attendance for students who passed the class. You can type the dates or you may select them from a calendar to the right of the column.
  7. Click the box preceding before you click the SAVE button.
  8. Click the button to complete the class.
  9. To record last day of attendance for the next class, click the change class option.
  10. To select the next class, click the icon preceding your next class. Do NOT click the words that identify your class.
  11. Continue beginning with STEP 3 above until you have recording last day of attendance for all your classes.

GETTING STARTED IN BB

Creating a class portal

The first page--

  1. Before you log into a specific class, you can set the modules that appear on your home page by clicking .
  2. Control the displayed classes using the Course list tool bar. The allows you to see the entire list; the closes the entire list.
  3. is used to personalize the color scheme for the courses.

Organizing my class

  1. Click one of the courses in your course list.
  2. Click on the right side of the page. This causes the icon to change to .
    • When you are in the Edit Mode:
      • Off mode, you see the screen as students are able to view it;
      • On mode, you are able to make changes to the screen.
  3. Once you are in the mode, the toolbar appears on the left side of the screen.
    • allows you to add items to the menu.
    • allows you to view the menu items in a list format.
    • allows you to view the menu items in a folder format.
    • allows you to separate the menu area from the docked position.
    • refreshes the screen.
    • allows you to reorder the menu with keyboard strokes.
    • allows you to move the order of the menu item by dragging and dropping.
  4. on the right side of the menu item allows for changes to the menu item.
  5. Right side of screen displays the selected menu item.
  6. Before adding too many buttons, you should decide the various levels of organization that you want to include. Try to include only broad categories for your first level buttons. You can create folders inside of each button to further organize your work. Don’t create too many buttons; the page becomes cluttered and cumbersome to the students.

Designing the class portal by creating buttons/folders

  1. Once you have decided upon the first-level buttons that you want to include on the main page for your class, click the to display the options for your buttons.
    Create Content Area lets you create what the contents would include.
    • For example, the menu item is a content area.
      • Create Course Link—lets you create a link to another item in the course.
      • Create External Link—lets you link web pages.
      • Create Module Page—self explanatory.
      • Create Subheader—self explanatory.
      • Create Divider—divider line to separate components.
  2. Once you click the button/menu item, the right side of the page displays the contents within the button/menu item, and the bar appears.
    • Creates a stand alone item. You can write a lecture, upload documents, PowerPoint presentations, Excel worksheets, etc.

Giving class members access to portals

  1. From the Control Panel, choose Customization then Properties
  2. Scroll down to Step 3, and choose yes.

REFERENCES

Campus Information

  • Bullitt County Campus
  • Carrollton Campus
    • 1607 US HWY 227, Carrollton, KY 41008
    • 1.800.853.3887
    • Campus Director: Heather Yocum
  • Downtown Campus
    • 109 East Broadway, Louisville, KY 40202
    • 502.213.2123
    • Dean of Academic Affairs: Dr. Randall Davis
  • Allied Health and Nursing:
    • Telly Sellars
  • Shelby Campus
    • Campus Coordinator Maia Langley
  • Southwest Campus
    • Campus Coordinator Jessica Duff
  • Technical Campus
    • Dean of Academic Affairs: Telly Sellars

College Administration

President’s Office

  • The President’s Office is located on the Downtown Campus in BWY 303.
  • President:
    • Dr. Ty Handy
    • 502.213.2121
  • Executive Administrative Assistant:
    • Terie Harper 502.213.2121

Provost’s Office

  • The Provost’s Office is located on the Downtown Campus in BWY 201.
  • Provost/Vice President
    • Dr. Diane Calhoun-French
    • 502.213.2432
  • Senior Administrative Assistant:
    • Patsy Overstreet
    • 502.213.2432

Office of Allied Health & Nursing – DT Campus

  • The Downtown Office of Allied Health & Nursing is located in HSB 450B.
  • Dean of Allied Health & Nursing: Telly Sellars

 

Office of Academic Affairs

  • DT Campus
    • The Downtown Office of Academic Affairs is located in BWY 301.
    • Dean of Academic Affairs:
      • Dr. Randall Davis
      • 502.213.2122
    • Senior Administrative Assistant:
      • Kathy Creech
      • 502.213.2123
  •  SW Campus
    • The Southwest Office of Academic Affairs is located in ADM 163.
    • Campus Coordinator:
      • Jessica Duff
    • Senior Administrative Assistant:
      • Michael Ragan
  • Technical Campus
    • The Technical Office of Academic Affairs is located in Bldg. B, 109B
    • Dean of Academic Affairs:
      • Telly Sellars

Office of Student Affairs

  • DT Campus
    • The Downtown Office of Student Affairs is located in JEC 200.
    • Dean of Students: 
      • Dr. Laura Smith
      • 502.213.2136
    • Registrar:
      • Amanda Tindall
      • 502.213.2255
    • Senior Administrative Assistant:
      • Kemberly Hargrove
      • 502.213.2203
  • SW Campus
    • The Southwest Office of Student Affairs is located in ADM 151
  • Technical Campus
    • The Technical Office of Student Affairs is located in Bldg. B, Room 109

Web Links

  • Jefferson Community and Technical College:  http://www.jefferson.kctcs.edu 
  • Campus directories (e-mail addresses, phone numbers, home address information), class schedules, System catalogues, news and information, committee assignments, committee handbook, administrative department web sites, internet search engines.

Peoplesoft:

  • http://employees.kctcs.edu– This will take you directly to the Splash page for the new HRMS 9.1 database (use this if you are an employee needing only access to HR Functionality and Self-Service).
  • https://kctcs.mycmsc.com– This will take you to a Splash page where you can access Student Administration, Financials or HRMS (use this if you are faculty or a student/employee needing additional functionality beyond Employee Self-Service).

Kentucky Virtual University (KYVC): 

Kentucky Community and Technical College System

  • http://www.kctcs.edu
  • Administrative offices and Board of Regents listings, links to community and technical colleges, information of Kentucky post-secondary reform, KCTCS employee information, CCS staff listing, CCS fact book, Senate Rules, Faculty/Staff Handbook, CCS Catalogue, other education links.

Southern Association of Colleges and Schools:  

  • http://www.sacs.org/
  • Information on the Commission on Colleges of the Southern Association of Colleges and Schools, our accreditation agency.

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.