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| Administrative Procedures Manual |
For each of the items below, additional information is included in the individual
institution's section of this manual. Click here to return to the homepage in order to choose an institution.
Room access.
Each institution's policy is included in the institution's individual section in the appendix.
Start-up and shut-down procedures.
The technician or room coordinator at both the sending and receiving site(s) should turn on and test the equipment
30 minutes before the scheduled beginning of each class or meeting.
Procedures regarding the actual opening and closing of the room need to be established by each institution and
the faculty member or other users told of how to get into the room (for example, give them a key, let them in at
a certain time, or leave the room open at a designated time). The institution's procedures are included in the
appendices.
Class cancellation.
Each institution has a different policy which must be followed, including calls and advance notice. Please follow
the procedures for the sending institution, but also, be sure to call the room coordinator at the receiving site
to have a notice put on the classroom door and notify a "Super User."
Test proctoring procedure.
The sending institution is responsible for arranging test proctoring at the receiving site for each test. Please
see the procedures of the individual institutions for further information. However, if no capacity exists for assistance
at the receiving institution, the sending institution must make alternate arrangements.
Student book purchases.
Each institution has a different procedure. Please see the procedures for the individual institution for further
information.
The receiving institution may provide the required books through the campus bookstore (except ISAC) and keep the
revenue. The sending institution's faculty must make timely arrangements for availability of books. Communications
between the two institutions should be initiated by the faculty, but handled through the NSHEC Institutional Coordinator
at the two institutions. With classes offered at the ISAC site, either the faculty must bring books to the class
or have the students acquire the books through their bookstore or telephone credit card order.
Handouts to receiving sites.
Since the faculty member is not at the receiving site, it is recommended that a packet covering the whole quarter/semester
be ready for distribution to the entire class at the first meeting.
Faculty must assume responsibility for duplicating handouts, materials, and tests in sufficient copies for everyone
in the class. Materials, which must be transmitted later may (1) be transmitted through the established library
delivery system (which requires one week); or (2) be mailed or shipped directly to the student at the preferred
mailing address.
Intercampus delivery of classroom materials.
Please note that the normal time necessary for materials to travel between sites is 7-10 days. Use of the delivery
system may NOT be suitable for all materials, and individual institutions may make other arrangements.
The library circulation desk at each campus is serving as the designated pickup and delivery point for interactive
video classroom materials. By special arrangement with the North Suburban Library System (NSLS), NSHEC materials
will be transported from library to library using this state-funded shuttle service. NSHEC will provide special
delivery labels, available from the room coordinator or at the library circulation desk for materials to be transported.
Note: For DePaul and National-Louis, the pickup and delivery point for NSLS is their suburban campus. Intercampus mail must be used route envelopes for the downtown campuses.
The envelopes, once placed at the library circulation desk, will be transported by NSLS to the library circulation
desk of the noted institution. Notification should be given to the designated contact/recipient by phone or fax
(see "Contact Phone Numbers at a Glance" at the end of the manual) to be sure that materials are picked
up from the library circulation desk and, if appropriate, delivered to the classroom.
NSLS member libraries use the established procedure for pickup and delivery through NSLS. Northeastern Illinois
and DePaul/O'Hare will be accommodated through the NSLS "next day" system. A procedure will be determined
for Northeastern Illinois and DePaul/O'Hare for the fall term. Questions from the libraries regarding delivery
procedures should be directed to Eric Gehlin, NSLS, 708/459-1300, ext. 149.
Collection and transmittal of student work assignments from receive sites
The individual institution may use one of the following for collection and transmission of student work assignments:
1. Students may mail or direct ship (e.g. Federal Express, U.S. Express Mail) materials directly to faculty members
using procedures outlined in each class.
2. Materials may be faxed to the instructor using the faxes in the interactive video classroom during class time.
3. Faculty/staff/students may place their materials in the NSHEC delivery envelope and take the envelope to the
library circulation desk (with the exception of ISAC, see below) for delivery to the appropriate person. Be sure
that all information is clearly noted on the envelope for both the institution and the faculty/staff/student to
whom it should be delivered. Students may delegate someone to deliver the class envelope to the library circulation
desk with all appropriate information completed on the outside.
At ISAC, faculty/staff/student(s) should place the completed envelope in the secured box in the room.
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