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handbooks:program_leaders_handbook

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handbooks:program_leaders_handbook [2020/06/16 16:08]
Sandy Mondragon [Office of Admissions and Outreach]
handbooks:program_leaders_handbook [2020/06/16 16:10] (current)
Sandy Mondragon [Academic Services Resources]
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 |1 year before start of term|Submit course schedules to [[SHAKIRA.ANDERSON@UCDENVER.EDU|Shakira Anderson]] \\   ​\\ ​ Submit IMPACT hiring forms for new lecturers (anyone who has not taught for the department in 3+years or has never taught for the university. Consult SEHD HR if unsure).| |1 year before start of term|Submit course schedules to [[SHAKIRA.ANDERSON@UCDENVER.EDU|Shakira Anderson]] \\   ​\\ ​ Submit IMPACT hiring forms for new lecturers (anyone who has not taught for the department in 3+years or has never taught for the university. Consult SEHD HR if unsure).|
 +|6 weeks before start of term|Enrollment Reports are sent to Program Leaders for early appraisal of enrollment|
 +|4 weeks before start of term|Program leaders keep faculty and lecturers informed of possible cancellations/​pro-rates and work with the AD to problem-solve low-enrolled courses.|
 +|2 weeks before start of term|Program leaders work with AD to identify when courses should be cancelled and communicate with lecturers regarding course cancellations/​pro-rates (no later than 1 week before start of term).|
 +
 +====== New Lecturer Hiring Program ======
 +
 +If you would like to hire a new lecturer (i.e. someone who has not taught for us within the last three years or has never taught for us), please fill out the applicable form on IMPACT:
 +
 +  * [[https://​ucdenverdata.formstack.com/​forms/​sehd_hr_new_hire|HR New Hire Request Form]]: (to initiate hiring process, forms, onboarding, etc).
 +  * Lecturer must apply to Lecturer pool posting in Jobs@CU:
 +      * [[https://​cu.taleo.net/​careersection/​jobdetail.ftl?​job=16291&​lang=en#​.XTIgtdw7P8s.link|On-Campus (D1) courses]]
 +      * [[https://​cu.taleo.net/​careersection/​jobdetail.ftl?​job=16280&​lang=en#​.XTIhJKvuf9s.link|Continuing & Professional Education (D2) courses]]
 +  * [[https://​ucdenverdata.formstack.com/​forms/​sehd_hr_search|HR Search Form]]: Job Posting – Lecturer Request (ONLY USE to post a unique position opening in Jobs@CU)
 +
 +PLEASE NOTE: All new lecturers __must __apply online before being hired
 +
 +We strongly encourage you to review the [[https://​sehd.ucdenver.edu/​impact/​files/​SEHD-hiring-process-for-new-lecturers090816.pdf|entire lecturer hiring process]] on IMPACT.
 +
 +Please submit all lecturer hire requests as far in advance as possible to ensure all paperwork is completed before start of term. This particularly includes:
 +
 +  * Background Checks: Remember that new hires cannot start their position until the background check is completed and they have received notification from campus HR that they have passed. This process can take anywhere from 1 to 3 weeks.
 +  * CU SIS/CANVAS: It may take the Course Registrar several weeks to grant this access.
 +
 +Please see [[THERESA.ANDERSON@UCDENVER.EDU|Theresa Anderson]], Human Resources and Payroll Managerfor more information.
 +
 +===== D2 – Continuing & Professional Education (CPE) =====
 +
 +All program areas work, to some degree, with D2, our off-campus and partnerships delivery unit. Sometimes this includes offering individual classes, sometimes certificate programs, other times by approving coursework to “transfer in” from a partnership or PD offering. The program earns 10% of the total revenue from D2 offerings. Each program area assigns a representative to act as liaison to D2, to approve courses, instructors,​ and schedules. It is the responsibility of the program leader to make sure that a liaison is appointed.
 +
 +Contact Shannon Hagerman, Executive Director, Continuing and Professional Education
 +
 +(CPE)for questions or comments, [[Shannon.Hagerman@ucdenver.edu|]].
 +
 +===== Faculty Affairs Duties =====
 +
 +  * Assist your faculty with developing their professional plans.
 +  * Review Instructors,​ Adjuncts and NTT Faculty FCQs, and advise as appropriate.
 +  * Mentor Instructor/​Adjunct faculty members.
 +  * Assist faculty with student’s issues and concerns.
 +
 +Please contact Associate Dean for Faculty Affairs, Dorothy Garrison-Wade with Faculty Affairs issues and concerns.
 +
 +===== Finances and Human Resources Duties =====
 +
 +  * Review monthly program financial reports and report any discrepancies or problems to Assistant Dean [[patricia.ball@ucdenver.edu|Patricia Ball]].
 +  * Monitor faculty course load and make sure faculty have the appropriate numbers of courses to fulfill workload.
 +  * Prepare and submit program budgets at the beginning of the academic year.
 +  * Approve expenditures of program area funds for items such as travel, conference expenses, and professional resources.
 +
 +===== Marketing Duties =====
 +
 +Collaborate as needed as a program liaison on:
 +
 +  * Planning for marketing new and current offerings within your program
 +  * Providing input/​suggestions for advertising and promotional materials
 +  * Providing input/​suggestions for SEHD website copy as it relates to your program
 +  * Providing input/​suggestions and encouraging student to participate in social media initiatives for your program
 +  * Providing input/​suggestions for written stories relating to your program which may appear online or in publications
 +  * Interfacing with the marketing director on marketing program events (i.e. alumni events, panel discussions,​ etc.)
 +  * Meeting with the marketing director to discuss PR (media relations) ideas/​priorities for your department. Have a great story to share with the local, national or international press about CU Denver, research in your department, an amazing student, a unique class or a new program initiative. Let the SEHD marketing director know about it. These ideas and pitches will go through SEHD’s marketing director and then, potentially,​ through the media team for the university. Has someone in your department been approached by the media about CU Denver? We can help.
 +  * Trying to make sure your program handouts/​flyers are brand compliant and approved through the proper channels. Have a question about university branding and logos? Need a flyer or information sheet created for a program initiative? The marketing dept. is the official source of the content.
 +
 +Please contact [[JULIA.CUMMINGS@UCDENVER.EDU|Julia Cummings]], Marketing Director, with ideas, questions, or concerns.
 +
 +===== Technology Related Duties =====
 +
 +Collaborate as-needed as a program-liaison on:
 +
 +  * development of digital teaching & learning, e.g. analysis and development of online programs, online/​hybrid courses, etc.
 +  * development of digital student support services, e.g. customer relationship management (CRM), web development,​ etc.
 +  * school-wide infrastructure initiatives,​ e.g. smart classrooms, file storage, data systems, etc.
 +  * program-level technology purchasing and planning, e.g. program needs/​purchases of software, hardware, cloud services, etc.
 +
 +Please contact [[BRAD.HINSON@UCDENVER.EDU|Brad Hinson]], Assistant Dean of Information & Academic Technology with ideas, questions, or concerns.
 +
 +===== Advising & Student Services Management =====
 +
 +  * Admissions Decisions for the Program Area are completed in a timely and thorough manner.
 +  * Arranging for program faculty to attend New Student Orientations as requested.
 +  * Working closely with Program Advisers and Faculty Advisers to hold program and individual advising sessions. Make sure that all advising forms are accurate. Acting to solve student problems that the program adviser or individual faculty cannot resolve.
 +  * Adding new information & making corrections to Student Handbooks.
 +  * Making sure that processes and deadlines for professional learning assessments,​ portfolios, and exams are completed by program area faculty.
 +  * Organizing selection of an outstanding graduate for the program area for summer/fall and spring graduation.
 +  * Encouraging faculty to attend graduation and the SEHD graduation party.
 +
 +Please contact: [[SANDY.MONDRAGON@UCDENVER.EDU|Sandy Mondragon]],​ Asst. Dean for Student Success & Enrollment Management, with ideas, questions, or concerns.
 +
 +===== Course Scheduling & Enrollment Management =====
 +
 +  * Coordinate course enrollment decisions, including splitting, or cancelling courses when necessary.
 +  * Connect with Instructors/​Lecturers for teaching and pro-rating when necessary.
 +
 +====== Important Semester Deadines for Scheduling & Enrollment Management ======
 +
 +|1 year before start of term|Submit course schedules to [[SHAKIRA.ANDERSON@UCDENVER.EDU|Shakira Anderson]] \\   ​\\ ​ Submit IMPACT hiring forms for new lecturers (anyone who has not taught for the department in 3 years or has never taught for the university. Consult SEHD HR if unsure).|
 |6 weeks before start of term|Enrollment Reports are sent to Program Leaders for early appraisal of enrollment| |6 weeks before start of term|Enrollment Reports are sent to Program Leaders for early appraisal of enrollment|
 |4 weeks before start of term|Program leaders keep faculty and lecturers informed of possible cancellations/​pro-rates and work with the AD to problem-solve low-enrolled courses.| |4 weeks before start of term|Program leaders keep faculty and lecturers informed of possible cancellations/​pro-rates and work with the AD to problem-solve low-enrolled courses.|
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   * [[http://​catalog.ucdenver.edu/​|Catalog]]   * [[http://​catalog.ucdenver.edu/​|Catalog]]
   * [[https://​education.ucdenver.edu/​academic-services/​student-resources|SEHD Student Resources]]   * [[https://​education.ucdenver.edu/​academic-services/​student-resources|SEHD Student Resources]]
-  * [[http://www.ucdenver.edu/​about/WhoWeAre/Chancellor/ViceChancellors/​Provost/​Student_Success/​Pages/​Early-Alert.aspx|Early Alert]]+  * [[https://www1.ucdenver.edu/​offices/provost/student-success/early-alert|Early Alert]]
  
 If you have any questions or would like in-person training please contact [[Erika.Larson@ucdenver.edu|Erika Larson]]. If you have any questions or would like in-person training please contact [[Erika.Larson@ucdenver.edu|Erika Larson]].
 +
 +====== Useful Contacts ======
 +
 +|Hiromi Agena \\ //Associate Director of Finance// |303-315-6320 \\ LSC 1121 \\ [[HIROMI.AGENA@UCDENVER.EDU|]]|
 +|Shakira Anderson \\ //​Scheduling and Curriculum Manager // |303-315-6369 \\ LSC 717 \\ [[SHAKIRA.ANDERSON@UCDENVER.EDU|]]|
 +|Theresa Anderson \\ //HR and Payroll Manager// |303-315-6331 \\ LSC 1142 \\ [[THERESA.ANDERSON@UCDENVER.EDU|]]|
 +|Patricia Ball \\ //Assistant Dean for Finance and HR // |303-315-4947 \\ LSC 1142 \\ [[PATRICIA.BALL@UCDENVER.EDU|]]|
 +|Scott Bauer \\ //Associate Dean for// //Advanced Education and Doctoral Programs// |303- 315-0285 \\ LSC 612 \\ [[SCOTT.BAUER@UCDENVER.EDU|]]|
 +|Julia Cummings \\ //Marketing Director// |303-315-6339 \\ LSC 1141 \\ [[JULIA.CUMMINGS@UCDENVER.EDU|]]|
 +|Dorothy Garrison-Wade \\ //Associate Dean for Faculty Affairs// |303-315-4957 \\ LSC 644 \\ [[DOROTHY.GARRISON-WADE@UCDENVER.EDU|]]|
 +|Marlinda Hines \\ //​Recruitment & Outreach Manager// |303-315-4977 \\ LSC 711 \\ [[MARLINDA.HINES@UCDENVER.EDU|]]|
 +|Brad Hinson \\ //Assistant Dean// //Info & Academic Technology//​ |303-315-0313 \\ LSC 726 \\ [[BRAD.HINSON@UCDENVER.EDU|]]|
 +|JáNet Hurt \\ //Assistant to the Dean// |303-315-6343 \\ LSC 1145 \\ [[JANET.HURT@UCDENVER.EDU|]]|
 +|Rebecca Kantor \\ //Dean// |303-315-6343 \\ LSC 1146 \\ [[REBECCA.KANTOR@UCDENVER.EDU|]]|
 +|Sandy Mondragon \\ //Assistant Dean for Student Success & Enrollment Management//​ |303-315-0010 \\ LSC 712 \\ [[SANDY.MONDRAGON@UCDENVER.EDU|]]|
 +|JulieO’Brian \\ //Executive Director of Assessment and Program Improvement//​ |303-315-6352 \\ LSC 723 \\ [[JULIE.OBRIAN@UCDENVER.EDU|]]|
 +|Daisy Salazar \\ //​Accountant//​ |303-315-4921 \\ LSC 1122 \\ [[DAISY.SALAZAR@UCDENVER.EDU|]]|
 +|Rebecca Schell \\ //Academic Services Manager// |303-315-4879 \\ LSC 706 \\ [[REBECCA.SCHELL@ucdenver.edu|REBECCA.SCHELL@UCDENVER.EDU]]|
 +|Barbara Seidl \\ //Associate Dean for Academic Programs and Undergraduate Experiences//​ |303-315-6303 \\ LSC 740 \\ [[BARBARA.SEIDL@UCDENVER.EDU|]]|
 +|Jenna Stanford \\ //HR and Payroll Coordinator//​ |303-315-0010 \\ LSC 1147 \\ [[SEHDHR@UCDENVER.EDU|]]|
 +|Lorrie Vigil \\ //Assistant to the Associate Deans// |303-315-0086 \\ LSC 617 \\ [[LORRIE.VIGIL@UCDENVER.EDU|]]|
 +
 +====== Program Leaders - Semester Calendar ======
 +
 +| \\ FALL SEMESTER|||||||
 +| \\ AUGUST| \\ SEPTEMBER| \\ OCTOBER|| \\ NOVEMBER|| \\ DECEMBER|
 +| \\ Attend Program Leaders Meeting \\  \\ Review Financial Reports \\  \\ Create New Program Budget \\  \\ Monitor faculty course load & make sure faculty have appropriate courses. \\  \\ Work with AD to make course enrollment decisions, cancelling courses. \\  \\ Appoint a liaison to work with CPE/D2 . \\  \\ Appoint a marketing liaison to with Julia Cummings on marketing your program. The same person might also act as the program liaison to Jason Clark around Open Houses and other ways to attract new students. \\  \\ Decide how the program area will handle admission files & make admissions decisions for the year. \\  \\ Coordinate which faculty from the program area will attend Open Houses, New Student Orientations,​ how obligations to the Teacher \\  \\ Education Program will be met. \\  \\ Divide up HLC tasks so that the \\  \\ 10/15 deadline can be met. \\  \\ Draft agendas for Program Meetings and lead the meetings. \\  \\ Communicate with the Program \\  \\ Adviser on a weekly basis to be sure student advising needs are being met well; act as liaison between program and faculty advisers so information provided is correct. \\  \\ Submit Graduate Faculty \\  \\ Appointment paperwork to \\  \\ Curriculum Committee if needed for Fall.| \\ Attend Program \\  \\ Leaders Meeting \\  \\ Review Financial \\  \\ Reports \\  \\ Review Instructors,​ \\  \\ Adjuncts and NTT Faculty FCQs, and advise as appropriate. \\  \\ Draft agendas for Program Meetings and lead the meetings.| \\ Attend Program \\  \\ Leaders Meeting \\  \\ HLC Report Due \\  \\ 10/15. \\  \\ Review Financial \\  \\ Reports \\  \\ Draft agendas for Program Meetings and lead the meetings.|| \\ Attend Program \\  \\ Leaders Meeting \\  \\ Review Financial \\  \\ Reports \\  \\ Submit Lecturer Course Schedules to Shakira \\  \\ Review & \\  \\ Approval of \\  \\ Admission Files \\  \\ Organize portfolios or MA exam grading. \\  \\ Submit Graduate \\  \\ Faculty \\  \\ Appointment paperwork to Curriculum Committee if needed for Spring. Draft agendas for Program Meetings and lead the meetings.|| \\ Review Financial \\  \\ Reports \\  \\ Training of New \\  \\ Honorarium \\  \\ Draft agendas for Program Meetings and lead the meetings.|
 +| \\ S P R I N G S E M E S T E R|||||||
 +| \\ JANUARY| \\ FEBRUARY| \\ MARCH| \\ APRIL|| \\ MAY||
 +| \\ Attend Program Leaders Meeting \\  \\ Review Financial Reports \\  \\ Monitor faculty course load & make sure faculty have appropriate courses. \\  \\ Work with AD to make course enrollment decisions, cancelling courses. \\  \\ Assist your faculty with developing their professional plans. \\  \\ Draft agendas for Program \\  \\ Meetings and lead the meetings.| \\ Attend Program \\  \\ Leaders Meeting \\  \\ Review Financial \\  \\ Reports \\  \\ Review Instructors,​ \\  \\ Adjuncts and NTT Faculty FCQs, and advise as appropriate. \\  \\ Draft agendas for Program Meetings and lead the meetings.| \\ Attend Program \\  \\ Leaders Meeting \\  \\ Review Financial \\  \\ Reports \\  \\ Draft agendas for Program Meetings and lead the meetings.| \\ Attend Program \\  \\ Leaders Meeting \\  \\ Update Title II \\  \\ Program Goals \\  \\ Update Title II and PEDS Clinical \\  \\ Practice \\  \\ Description \\  \\ Review Financial \\  \\ Reports \\  \\ Review & \\  \\ Approval of \\  \\ Admission Files \\  \\ Organize portfolio or MA exam grading. \\  \\ Submit Graduate \\  \\ Faculty \\  \\ Appointment paperwork to Curriculum Committee if needed for Summer. \\  \\ Draft agendas for Program Meetings and lead the meetings.|| \\ Attend Program Leaders \\  \\ Meeting \\  \\ Review Financial \\  \\ Reports \\  \\ Submit Lecturer Course \\  \\ Schedules to Shakira \\  \\ Training of New \\  \\ Honorarium \\  \\ Draft agendas for Program Meetings and lead the meetings.||
 +
 +| \\ S U M M E R S E M E S T E R||
 +| \\ JUNE| \\ JULY|
 +| \\ Work with AD to make course enrollment decisions, cancelling courses \\  \\ Meet the late June deadline for closing of the yearly budget after a careful check of expenditures. \\  \\ Answer advising questions that the Program Adviser cannot handle especially if other faculty are not working for the summer. This occurs from mid May to mid August. \\  \\ Handle student issues that may arise during the summer.| \\ Answer advising questions that the Program Adviser cannot handle especially if other faculty are not working for the summer. This occurs from mid-May to mid-August. \\  \\ Handle student issues that may arise during the summer. \\  \\ Monitor portfolio and MA exam processes in early July. Who will evaluate portfolios and exams? All decisions made and reported to Academic Services in a timely manner. \\  \\ Begin processes to hire and/or assign honoraria if additional sections for Fall are anticipated. Consider whether to cancel classes that are not filling. \\  \\ .|
 +
 +\\
 +
  
 ====== Useful Contacts ====== ====== Useful Contacts ======
handbooks/program_leaders_handbook.txt · Last modified: 2020/06/16 16:10 by Sandy Mondragon