2012 UCSC Summer Session

Instructors' Guide

 

 


To view specific information, click on the appropriate subject below, or you may scroll through the complete document. Printed, this document is about seven pages long.


PRELIMINARY INFO
General Information
 Contacting our Office
Other Important Phone Numbers


ONCE COURSES ARE SELECTED
Faculty & Course Data Forms

A. Class Time & Location Assignments 
B. Media Equipment
C. Photocopying
D. Other Course Needs

Appointment Letters
 Course Syllabi for our Web Site
Ordering Coursebooks
Course Reader (Custom Textbook) Services
Creating a Course Web Page
Requests for Reader/Teaching Assistant
Paychecks
Reimbursements
Parking Permits/Bus Passes
Publicizing Your Course
 Academic Information Systems (AIS) - MyUCSC

Enrollment Issues
Auditing
Attendance & Calling in Sick
Final Examinations
Student Evaluations of Instructor & Course
Instructor Initiated Change of Grade
Grade Notation of Incomplete
Serving Students with Disabilities
Equal Opportunity & Non-Discrimination Policy
Sexual Harassment/Title IX

 



 GENERAL INFORMATION

 

The UCSC Summer Session program is committed to providing educational opportunities for undergraduate and graduate students to accelerate or complete their academic programs. We offer more than 4000 students some 250 undergraduate courses during a ten-week period. While Summer Session is open to the general public, about 90% of our attendees are matriculated UCSC students. The other 10% are students from other universities and colleges, academically advanced high school students, or local community members. We also have a Senior Auditor program in which any community member 55 or over can audit most Summer Session courses for a one-time $25 fee.

CONTACTING OUR OFFICE

The Summer Session Office is located at 140 Hahn Student Services (near Admissions).  Our current hours are 8:00 am - 12:00 noon and 1:00 - 4:00 pm, Monday through Friday.  Cheryl Becking, Dept. Manager (instructor support, finances, personnel, payroll, Field Studies) x9-3783

SUMMER.UCSC.EDU


 

OTHER IMPORTANT PHONE NUMBERS

  • Emergency - 911
  • Baytree Bookstore - 459-4544
  • Campus Police (non-emergency) - 459-2231
  • Computer Lab (Soc Sci I) - 459-5140
  • Copy Services - 459-2925
  • Custodial Svcs (unlocking doors) - 459-4444
  • Disability Resource Center - 459-2089
  • ITS Help Desk - 459-HELP
  • McHenry Library - 459-4000
  • Media Services - 459-2117
  • Printing Services - 459-2925
  • Professor Publishing - 459-3888
  • Science Library - 459-2050
  • Summer Session - 459-2524


TIMELINE

October
Call for Courses goes out to Departments - late-October
 
Course Proposals due at Departments - see respective Dept. for deadline
November
Depts. submit Proposals to Summer Session - late-November
December
Courses selected - early December
December Summer Session notifies Depts. and instructors of selected courses by email
January
Data Forms emailed by Summer Session to instructors - January
February
Data Forms due to Summer Session - early February
March
Appointment Letters sent out - early March
March
 
Course Syllabus due at Summer Session - March 23 (or as soon thereafter as possible)
March
Appointment Letters due to Summer Session - end of March
April
Course reader orders for Session One courses needing copyright clearance due at Copy Center by April 30
May
  • Orders for textbooks for Session One courses need to be ordered from Bay Tree no later than May 18
  • Course reader orders for Session One courses not needing clearance due at Copy Center by May 28
May
Course reader orders for Session Two courses needing copyright clearance due at Copy Center by  June 4    
June
Orders for textbooks for Session Two courses need to be ordered from Bay Tree no later than June 8   
July
Course reader orders for Session Two courses not needing clearance due at Copy Center by July 2



FACULTY & COURSE DATA FORMS

You will be emailed these data forms as PDFs in January. The information you provide on these documents is VERY important to Summer Session. The form is divided into three sections. The Faculty section of the form is personal data intended to facilitate contact with you; the second section is for course data; and the third section regards your budget request for the course. Please check the preprinted information on the form to make sure it is accurate and also fill out the appropriate sections. If at any time during the Summer Session this information changes (such as your address or phone number) please notify our office (x9-3783) as soon as possible.

 

 

A. CLASS TIME & LOCATION ASSIGNMENTS

In the Course Data section, you will have a choice of preset days and times for your class, and you may indicate a preference for a building location as well. Due to on-campus construction and classroom availability, you may be assigned a different building than the one requested or that you have used in recent years. An assigned classroom may also be changed if your enrollment is larger or smaller than anticipated. If you will be holding class at a different location on a specific day, please inform us beforehand , as our office is the emergency contact for the students in your class and we need to know where your class is meeting.

Our Department Manager, Cheryl, (x9-3783) cbecking@ucsc.edu , will try to accommodate your first choice of days and times. Summer Session five-unit courses must meet a MINIMUM of 35 classroom contact hours within the session, although some disciplines require more in-class time. Remember, there is a July 4th holiday (on Wednesday, July 4 in 2012), during which the campus is closed and no classes are held; please take this holiday into consideration when planning your 35 contact hours.

If your course will need time beyond the scheduled class meeting for required sections, field trips, computer lab work, film and video screenings, or any other MANDATORY activity for students, please note this requirement in this section of the Course Data Form. It is vital that this information be published in "Class Search" so that students may make appropriate course selections based on academic need and individual time constraints. Please also note if the extra time scheduled will require a specific location such as a computer lab.

Meeting times found in "Class Search" are final. If you need additional time for a MANDATORY activity not mentioned in the course description or course notes, ALL students enrolled in your course must agree to the extra hours. If you wish to offer students any OPTIONAL field trips or activities, this information should be included in your syllabus and distributed to your students.

Your class assignment will be posted in AIS (my.ucsc.edu) by mid-March.

Custodial Services is responsible for ensuring that your classroom is open at the appropriate time. Summer Session staff will give that office a list of classrooms in use and the times that they need to be open. Should you ever find your classroom locked, please call Campus Facilities at x9-4444.

B. MEDIA EQUIPMENT

Instructors can go to the Media Services website for clarification on types of equipment available, at media.ucsc.edu, then click on the downloadable Classroom Matrix (PDF).

Media equipment is secured in the classroom. Access codes and combinations are changed annually (just prior to the first Summer Session) and will be emailed to you by Media Services.

If you have problems with the equipment (missing, damaged, etc.), please contact the Summer Media Coordinator immediately at Media Services (x9-2117) in Kerr Hall. You may also check out media equipment from Media Services. Please DO NOT change rooms if you have a problem with media equipment without checking with the Summer Session Office first to make sure that an alternative room is available for you to use. You might find an open and empty room nearby with the media equipment that you need, but it's likely that another class has been scheduled to use it shortly.
C. PHOTOCOPYING
 
All copies can be made through the UCSC Copy Center (moved to Baskin Engineering 25, sharing space with Mail Services).  Instructors can email their copy work to copy@copycenter.ucsc.edu but before you do, please contact cbecking@ucsc.edu  to get the account info.
 
You can also make arrangements through Summer Session to receive a SlugCard, OR a code, for copying at Copier Program machines.  SlugCards can be used on photocopiers at many locations on campus.  Codes allow you to make copies on Copier Program photocopiers using Pharos Uniprint for access control and account management.  If you anticipate needing more than 50 copies per student, you must create a course reader for students to purchase.  Slug Cards, and codes, may be obtained at the Summer Session Office; SlugCards should be returned to the Summer Session Office at the end of the session.

D. OTHER COURSE NEEDS

As part of the Course Data Form, please let Summer Session (x9-3783) know of other budget line item requests you might have, including video or film rentals, guest speaker honoraria, etc. Please be aware that food items for the class to eat are not a part of your budget and are not reimbursable. Note that UCSC employees and family members are not eligible for honoraria as guest speakers due to conflict of interest regulations.



APPOINTMENT LETTER


You will be sent an Appointment Letter from Summer Session during March, detailing the terms of employment. Please sign, date, and return them to the Cheryl (x9-3783) at the Summer Session Office. We cannot process your payroll without FIRST receiving your signed acceptance of the appointment.

 



 SYLLABI FOR WEB SITE (TO BE UPDATED)

We ask that each Instructor provide Summer Session with a preliminary course syllabus. Syllabi are excellent marketing pieces for your course and help increase enrollment, as well as assist visiting students receive approval from home colleges to enroll here. Your course schedule information will be available for you to access on the Faculty Portal by March 14. Please submit your syllabus no later than March 25 in preparation for student registration in April. Please send them as PDF documents to Connell at Summer Session (x9-5373) via e-mail summers@ucsc.edu . I cannot accept hard copies. Once the syllabus has been posted on the Summer Session web page, we will contact you so that you may review the site and ensure its accuracy and functionality. If you or your department create a course website and/or course syllabi on the web on your own, please send Connell the full URL of the syllabus, and he will link to it from the Summer Session web site. (See also "Creating a Course Web Page" below for details.)

Once Connell receives the syllabi as Word docs, he will add a small table of important deadlines to the top of each syllabus, to keep students better informed of Summer Session dates.

If you update your syllabus after submitting one for posting on our website, on the first day of class be sure to distribute updated syllabi to your students.

 



ORDERING TEXTBOOKS 

To order books for your course through the Baytree Bookstore, please submit the on-line coursebook requisition according to the following dates (although the sooner the better):

Session One books: May 18
Session Two books: June 8

Include on your form the author, title, publisher, edition, year, ISBN #, and whether the text is required reading or optional for students. If you have questions about filling out this form on the web, please e-mail books@bookstore.ucsc.edu . Throughout the summer, Bookstore staff monitor enrollment figures for each course to ensure that enough texts have been ordered for your students. If you order your books through an alternative vendor, you will need to monitor your own course enrollment and give that information to them. If you would like to obtain a DESK COPY of your course book(s), contact cbecking@ucsc.edu (9-3783) BEFORE May 1. It takes several weeks to receive desk copies, so late requests will not be accepted.

 



  COURSE READER (CUSTOM TEXTBOOK)

Summer Session I

Readers Requiring Copyright Clearance: please submit materials by April 30

Readers Not Requiring Copyright Clearance: please submit materials by May 28

 

Summer Session II

Readers Requiring Copyright Clearance: please submit materials by June 4

Readers Not Requiring Copyright Clearance: please submit materials by July 2

 

If you require more than 50 copies per student for your course, you must create a course reader. A course reader can include lab manuals, lecture notes, answer keys, a course syllabus, a reading list and schedule, as well as additional reading materials (such as reprints of copyright text or illustrations, or original unpublished text or illustrations). The UCSC Copy Center's Professor Publishing is available to assist you in creating a course reader.

Professor Publishing offers complete textbook production services, including copyright clearance, preparation of customers' documents for reproduction, custom binding, distribution of custom textbooks to students through the Bay Tree Bookstore, and payments of royalties to copyright holders.

If you would like to utilize Professor Publishing Services to produce your custom textbook, the following information will help you. Course readers may be ordered in person at Jack Baskin Engineering, room 25, Monday through Friday from 8:00 a.m. to 4:30 p.m., or via email at profpub@copycenter.ucsc.edu .  

 


 CREATING A COURSE WEB PAGE - To be updated

 To sign up for an instructional course web page go to http://ic.ucsc.edu/services/websites_media_course_materials/

If you want to create your own site but you don't have any HTML editor software (such as DreamWeaver), the browser Netscape comes with HTML editing capabilities built in. Open Netscape and then simply go to Window>Composer and it's very user-friendly from there.

Once you have uploaded your page onto the UCSC server, please contact odonovan@ucsc.edu with the URL by March 26 (or as soon as possible thereafter), and we can add a link to it from your course description on the Summer Session web site. (You may submit the URL later but these will only be linked as time permits.)


 REQUESTS FOR READER OR TEACHING ASSISTANT

 
A minimum enrollment of 35 students is required for a TA. TA decisions for BOTH sessions are made by Summer Session in early June and based on projected enrollment at that time. TA's are expected to schedule and hold sections for their classes.

According to the TA Handbook: A Practical Reference for Graduate Student Teachers, produced and distributed by the Division of Graduate Studies, Teaching Assistants perform the following:

Mandatory Activities

  • reading required texts for class
  • attending class
  • preparing for section or lab
  • teaching section or lab
  • holding office hours
  • cleaning up lab
  • evaluating student work
Optional Activities
  • preparing assignments
  • consulting with instructor
  • running course-related errands (such as photocopying)
  • previewing films
  • interviewing guest speakers
  • grading exams
Appropriate activities for Readers or Graders are limited to the reading of papers and the grading of homework and examinations.

Those interested in being your TA must review the information on the Graduate Studies website:
http://graddiv.ucsc.edu/opportunities/pdf_opportunities/ASE_Opportunities_Summer10.pdf
Here is the cookie trail to find the above site:
 
http://graddiv.ucsc.edu> current students> grad student employment> ASE positions> ASE opportunities (Summer 2012)
 

To apply to be a TA, they then go to summer.ucsc.edu/teaching_assistants

The academic departments will make the determination which graduate students will be proposed to be a TA for which courses. Once Summer Session confirms a course is approved for a TA, we will notify the graduate student and let him/her know what hiring paperwork is needed.

 



 RECEIVING PAYCHECKS

 

If you are an Instructor or TA/Reader during the regular academic year:

    • your checks will continue to be delivered to the same department or your direct deposit will remain active, if that is your current setup.

If you are an Instructor or TA/Reader for Summer Session ONLY:

    • your paycheck will be held at the Summer Session Office. If you wish to have your check mailed to your home address, please inform our Department Manager (x9-3783) cbecking@ucsc.edu

Please be aware that there is no advance pay for instructors or TAs.

 

 


REIMBURSEMENTS

Reimbursements for any out of pocket expenses  must receive prior approval from Summer Session. In order to be reimbursed for these pre-approved items, you must sign each of your receipts and submit them all together to Summer Session (x9-3783) by the end of the session. This will facilitate payment to you with a single check.

 



 PARKING PERMITS & BUS PASSES

 

All Summer Session Academic Student Employees (ASEs) have the option to participate in parking and parking-related services that are available to and on the same basis as other similarly-situated employees, including but not limited to pre-tax and payroll deduction options. ASEs also have the option to participate in all transit programs that are available to and on the same basis as similarly-situated employees.

Contact TAPS (9-4543) to obtain full information on parking and transit programs.

 

 


PUBLICIZING YOUR COURSE

You may wish to publicize your course through fliers or other means. Summer Session relies solely on its web site to publicize all courses and does not fund other types of informational pieces. Should you wish to create fliers, posters, etc., please remember that all content should be submitted to the Summer Session Office for approval well in advance of the session in which the course takes place. We will be happy to post your flier in our office lobby.

Please mention your class to colleagues on campus and have them publicize it in their classes as appropriate.

 

 

ACADEMIC INFORMATION SYSTEMS (AIS) - MY.UCSC.EDU  

A. ONLINE CLASS ROSTERS

Using the web-based Academic Information System (AIS), you may view and print your class rosters. Complete instructions (including web snapshots) on accessing your class roster are found as a PDF at summer.ucsc.edu/roster.pdf.

Please be aware that it is vital that all students attending your course are officially registered. If they have not registered for your class by the appropriate registration deadline, they are not allowed to attend your class nor petition for credit at a later date.

B. SUBMITTING GRADES ONLINE

Instructors use the web-based AIS to submit grades for all students. Complete instructions and web snapshots are provided here as a PDF at summer.ucsc.edu/grading.pdf.

Grades are due the FRIDAY (ONE WEEK) AFTER THE END OF THE SESSION. PLEASE NOTE: Submitting grades and/or narrative evaluations after these deadlines may result in UCSC students being unable to register for Fall courses, or it can effect Fall financial aid, so please be prompt in their submission. BE SURE TO REVIEW AND APPROVE YOUR GRADES once they have been entered. Otherwise the students cannot view them until you do.

Grade rosters become accessible on AIS on the Monday of the last week of your class. Independent Field Studies are considered part of the ten week session, and therefore those grade rosters will not be available until the last Monday of Summer Session Two.

C. SUBMITTING NARRATIVE EVALUATIONS ON AIS OR BY EMAIL (NOW OPTIONAL)

For instructors who wish to provide narrative evaluations, a self-help website, http://evals.ucsc.edu, is available on the narrative evaluations. Instructions from the Office of the Registrar on how to format evaluations for submission by disk or email are found at http://reg.ucsc.edu/NES/NES_instructions.html. The last page of the Grading PDF (summer.ucsc.edu/grading.pdf) has brief instructions on formatting the evaluations as well. Lastly, Faculty Senate-approved guidelines on how to write evaluations are available as another PDF, at evals.ucsc.edu. Evaluations are due TWO FRIDAYS (TWO WEEKS) AFTER THE END OF THE SESSION.

You may also submit your narrative evals by emailing them to nes@ucsc.edu

 

 

 


 ENROLLMENT ISSUES (THIS INFORMATION MAY CHANGE SO PLEASE RETURN FOR UPDATE)

  • Students wanting to enroll in a full course MUST monitor AIS themselves for an opening.
  • Instructors cannot drop a student from a course, even if they don't show for the first class meeting. The student must drop herself or himself on the Student Portal.
  • Students may add your course until the first Saturday of classes and they have until the first Sunday to drop it.
  • If your class has an enrollment limit, yet you would like to accept students beyond the limit assigned to your course, please contact Cherylcbecking@ucsc.edu
  • Please be sure to take attendance so that you can provide the Summer Session office with any no shows that appear on your final course roster (after the drop deadline).  You can email their name/s to Cheryl cbecking@ucsc.edu
    •

 


AUDITING (TO BE UPDATED)

Auditing by students is not allowed during the summer. There is only one exception to this policy: those attending through the Senior Audit Card program.

Senior citizens in our community who are at least 55 by the time Session I begins are eligible to purchase a Senior Audit Card for $25 which allows them to attend most Summer Session courses, except for science labs, foreign languages, and any course with an enrollment limit. The program participant also must obtain permission from the instructor in order to attend the course. We recommend to the participants that they have recently taken any prerequisites or have a current familiarity with the course topic. The auditor does no homework, writes no papers, nor takes any exams/quizzes; but may ask questions about and provide comments on course topics. No credit will be granted for the class, even retroactively after the session.

If you have any questions about auditing, contact Connell (9-5373) summers@ucsc.edu for assistance.

 



 ATTENDANCE & SICK LEAVE

 

It is expected that you will teach all scheduled classes during the session. If you accept a Summer Session teaching position, please do not plan other activities that would preclude you from teaching, such as attending a conference or workshop.

If you are unable to teach class because of illness, it is your responsibility to find an appropriate substitute who has also been approved by your department. You MUST contact the Summer Session Office (9-3783) to give us the name of your substitute. In the event you cannot find a substitute, Summer Session will attempt to contact students to inform them that class has been canceled. If a class meeting is canceled, in order to maintain the 35 minimum contact hours you will have to reschedule the canceled class with your students, ensuring that ALL of them can attend.

 



 FINAL EXAMINATIONS

 

During Summer Session, there is no dedicated "finals week". It is your responsibility to set both the time and location for the final examination, although the great majority are held during the final scheduled class meeting. Please make sure that all your students are informed well in advance. If you are holding the final in a different location from your classroom, please provide advance notice to both Summer Session (x9-3783) and your department of that change.

 

 

 


STUDENT EVALUATIONS OF INSTRUCTOR AND COURSE - To be updated soon

 

 



 INSTRUCTOR INITIATED CHANGE OF GRADE

 

A final grade notation may be changed upon your written request, provided that there has been a clerical or procedural error. A grade notation may NOT be changed on the basis of re-examination or the completion of additional work. To change a grade, you must fill out the Instructor Initiated Change of Grade form, available at both the Summer Session Office and the Registrar's Office. Grade changes must be submitted to the Registrar within one year from the close of the quarter for which the original grade was submitted.

 



GRADE NOTATION OF INCOMPLETE

 

The notation of an "I" (Incomplete) may be assigned when a student's work for a course is of passing quality but is not complete. The student must make prior arrangements with you in order to receive an Incomplete. To remove the Incomplete, the student must file a petition and the completed course work by the end of Fall Quarter (or earlier, if so decided by the Instructor). If the student does not meet the deadline, the Incomplete lapses to a "No Pass" or an "F", depending upon the grading option the student selected for your course.

The student submits to the instructor the Petition for Removal of Incomplete along with the completed coursework before the deadline during Fall Quarter (this is generally the last day of Fall Quarter unless the instructor assigns an earlier date). The instructor signs, dates, and submits the petition directly to their department office. The department will sign and submit the form to the Office of the Registrar. The $10 filing fee will be posted to the student's account once the petition is processed.

 



SERVING STUDENTS WITH DISABILITIES

 

Summer Session accommodates students with disabilities and welcomes their attendance at UCSC. The Disability Resource Center (DRC) in Hahn works with all students taking Summer Session courses. Note that "Summer Only students" MUST contact the DRC at least THREE WEEKS prior to the beginning of the Session with their requests for disability-related services. This ensures that the proper paperwork has been filed and the services have been approved and agreed upon by all parties BEFORE the Session begins. The DRC phone number is 459-2089, if you have any questions.

The following services are available to meet the needs of students with disabilities: counseling and advising; on-campus van transportation; mobility services; special parking; assistance with registration and enrollment; accessibility maps of campus; rescheduling of classes to meet accessibility needs; special test-taking arrangements; equipment loans; reader, notetaker, and interpreter services; and liaison and referrals to appropriate resources, services, and agencies. Any complaints, questions, or concerns relating to such services are to be directed to our office.


 



EQUAL OPPORTUNITY & NON-DISCRIMINATION POLICY

 

The University of California, in compliance with Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1982, Sections 503 and 504 of the Rehabilitation Act of 1983, the Americans with Disabilities Act of 1990, the Age Discrimination in Employment Act of 1967, and the Age Discrimination Act of 1985, does not discriminate on the basis of race, color, national origin, religion, sex, physical or mental disability, or age in any of its policies, procedures, or practices; nor does the university, in compliance with Section 402 of the Vietnam Era Veterans Readjustment Act of 1984, and Section 12940 of the State of California Government Code, discriminate against any employees or applicants for employment because they are special disabled veterans or veterans of the Vietnam era, or because of their medical condition (cancer-related, as defined in Section 12926 of the California Government Code), their ancestry, or their marital status; nor does the university discriminate on the basis of citizenship, within the limits imposed by law or university policy; nor does the university discriminate on the basis of sexual orientation; nor is sexual harassment tolerated. This nondiscrimination policy covers admission, access, and treatment in university programs and activities, and application for and treatment in university employment.

Inquiries regarding the University's equal opportunity policies may be directed to the Equal Employment Opportunity/Affirmative Action Office at (831) 459-2686.

 



SEXUAL HARASSMENT/TITLE IX

 

The university cherishes the free and open exchange of ideas and enlargement of knowledge. To maintain this freedom and openness requires objectivity, mutual trust, and confidence; it requires the absence of coercion, intimidation, or exploitation. The principal responsibility for maintaining these conditions must rest upon those members of the university community who exercise most authority and leadership; faculty, managers, and supervisors.

The university has therefore instituted a number of measures designed to protect its community from sexual and other forms of harassment. Information, advice, referrals, and/or copies of UCSC's Sex Offense Policy and Procedures for Reports of Sexual Assault(s) and Harassment are available to all students, faculty, and staff by contacting Rita Walker, Title IX/Sexual Harassment Officer, 109 Clark Kerr Hall, by calling x9-2462, or via e-mail rew@ucsc.edu.

 

 

 

UCSC Summer Session Office
140 Hahn Student Services
Santa Cruz CA 95064

(831) 459-3783

 summers@ucsc.edu

 





















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