Skip to main content
< Back

Academic Affairs Policies & Documents

Academic Affairs maintains the policies and procedures that control curriculum, class scheduling policies, and procedures for various activities. In addition, there are collections of links to state and national resources, and a link to office hour templates.

 

 

Add a Class Scheduler

A Palm Beach State employee can be designated as a class/facility scheduler with approval of the campus provost and the VPAA.

1. Associate dean completes the form requesting access: PantherNet Security Access for Class Scheduling and Campus Scheduling form

2. If the person is approved for scheduling/facility access, the Registrar's office will make all needed changes, including:

a. Updating the person's security group
b. Adding them to class update authorization
c. Adding them to facility access.

All questions regarding scheduling and facility access should be directed to the Registrar's office.

 

Advancement in Rank

The forms below will help guide the process for advancement in rank for bargaining unit full-time faculty members.

Request for Advancement in Rank - Coursework or degree in-field - request advancement in rank using courses or a degree that is within the faculty member's assigned area of specialization.

Request for Advancement in Rank - Coursework or degree outside the area of specialization - request advancement in rank using courses or a degree that is outside of the faculty member's assigned area of specialization.

If you have any questions, please contact Academic Affairs at 561-868-3417.

 

Student Retention and Completion

The Higher Education Act requires that institutions that participate in federal student aid programs report data on enrollments, program completions, graduation rates, faculty and staff, finances, institutional prices, and student financial aid. These data are made available to students and parents through the College Navigator college search Web site.

Palm Beach State College's information on student retention and completion are available online.

 

Student Training in Technology

POLICY
Student training in the use of technology shall be embedded in every academic program offered by Palm Beach State. Other Palm Beach State departments (Library Learning Resource Centers, Student Learning Centers, Corporate and Continuing Education) shall also support student training in technology through workshops, tutoring and courses. View documented resources.

PROCEDURE
Each Palm Beach State program shall document student training in the use of technology as part of the program review process. This assessment shall be updated every two years. The training documentation shall consist of the technology hardware and software used in the program and which courses in the program have embedded training in the use of technology.

Assessment of Student Training in Technology Report

Student Use of Technology Assessment Form

 

In order to ensure compliance with Title IV regulations pertaining to the administration of federal student aid, your assistance is required. Faculty must keep accurate records of students’ attendance.  Failure to do so affects Financial Aid in the form of Return of Title IV calculation (calculation to determine how much financial aid student has earned and how much is required to be sent back to Department of Education). If the college and its faculty fail to keep accurate attendance records, we are serving both our institution and students an injustice by adding to students’ overall debt which contributes to their overall default rate.  Furthermore, failure to keep accurate attendance records adds to our College Receivables for our Finance Department as students will potentially owe funds that we as an institution may fail to collect.

Therefore, effective Fall 2015-1 all faculty and instructors are required to take attendance for every class meeting and report withdrawn/dropped students immediately. In those cases where a class breaks for lunch and begins again after lunch, attendance recording would be required for both time periods.  Do not wait to report students as they will receive federal funds for which they are NOT ENTITLED to keep.

At the end of each semester and summer, faculty and instructors, including adjuncts, must file a copy of all attendance records with their Associate Dean’s or immediate Supervisor’s Office.

Table of attendance

 

College Level Academic Skills CLAS Policies

Florida Statute 1007.25

Preamble

Effective July 1, 2011, College Level Academic Skills (CLAS) requirements were eliminated from section 1007.25, Florida Statutes. The following policies govern the status of CLAS in granting of the Associate in Arts and Bachelor of Applied Science Degrees at Palm Beach State College.

  1. For students completing an AA or BAS degree on or after July 1, 2011: No CLAS requirement is in effect or will be assessed.
  2. For students who completed AA or BAS degree requirements between July 1, 2010 and June 30, 2011 (except CLAS): All students will be granted a waiver of CLAS through the College Registrar and Graduation office. The student does not need to initiate this process as it will occur automatically as long as they have a graduation application on file.
  3. For students who completed AA degree requirements (except CLAS) on or before June 29, 2010: These students will be checked against a national database to see if the student has completed a bachelor's or associate in arts degree. This is to avoid degree duplication.

          A. If the student has completed such a degree, the student will not be granted an AA degree. This is to avoid degree duplication.

           B. If the student has not completed a bachelor's or AA degree, the student's graduation will be processed through the Graduation office as long has the student as a graduation application on file. The student does not need to initiate this process as it will occur automatically.

 

1. Provide any additional information Human Resources may need to process faculty member/instructor.

2. Email faculty member/instructor on accessing Palm Beach State College email.

3. Provide textbooks (preferably sent to the faculty member/instructor's home).

4. Email faculty member/instructor their teaching assignments for the upcoming term

5. Monitor that the faculty member/instructor has created a faculty web page, created and uploaded compliant syllabi, and certified the textbooks they use.

6. Assign the faculty member/instructor an office and ensure office has furnishings and is clean.

7. Work with IT on a computer, either using the computer of the faculty member they replaced or securing a new computer (faculty can choose desktop or laptop).

8. Work with IT on a telephone line and phone number for the faculty member.

9. Process paperwork on key requests (door key and desk/cabinet keys).

10. Provide the faculty member with a mailbox in the department office area/workroom.

11. Provide information on obtaining a parking sticker.

12. Request electronic copies of syllabi for the semester

13. Obtain copy of faculty/instructor schedule including office hours, lunch breaks, college business, teaching - total must be 35 hours - enter data into PantherNet and post on faculty door.  Office Hours Templates

14. Process IRM (Instructor Resource Management) contracts for all classes (pre & final contracts). Copy of final contract is sent to HR.

During the Term

1. Ensure that faculty/instructors are accessing rosters and checking that all students in class are on the roll.

2.  Remind faculty/instructors on mid-term grading procedures.

3. Remind faculty/instructors on student assessment procedures.

4. Remind faculty/instructors to post syllabi for the next term by published deadlines.

As the Term Ends

1. Remind faculty/instructors on grading procedures

2. Check grading reports for "I" and "L" grades  - follow-up with faculty/instructor.

3. Obtain copy of grade book for filing (should include grades for all assignments) using End-of-Term Check Out Sheet

 


Why Mid-Term Grading Is Important
We have all witnessed the rise of student withdrawal rates and the increase in non-passing grades at Palm Beach State over the last few years. Assigning mid-term grades is certainly not a new idea; faculty and staff have been in agreement for many years that it is an important academic exercise.*

Students need our feedback concerning their progress in our classes. Faculty and instructors use that information to determine how they can best provide assistance to those who need it. Providing our students with that feedback and assistance will help students stay enrolled in class and, ultimately, improve their success rate. This supports Palm Beach State's Strategic Plan and the enrollment management plan in raising retention and success rates. Faculty and instructors play a vital role in making student success at Palm Beach State a reality.

What the Mid-Term Grading Tool Can Do
Palm Beach State College provides an online tool to assist faculty and instructors in the assignment of mid-term grades. This online tool uses the same technology as our online grading system, and provides mid-term grades to students through email. No printing is required, which saves time and resources and also supports the College's commitment to sustainability. It can be accessed from faculty and instructor offices, from the Professional Teaching and Learning Centers, and from home through the Employee Web (www.palmbeachstate.edu/EmployeeWeb). If you are not sure how to use the College's online grading system, please see the Info web page.

How the Mid-Term Grading Tool Works
Faculty and instructors will have a one week window after mid-term to issue mid-term grades. The faculty or instructor will log on to the EmployeeWeb, and the mid-term grading tool will appear under the Faculty/Advisors tab, where end-of-term grading appears. Each class where the faculty or instructor is assigned as a primary instructor will appear. The faculty member or instructor may issue the following grades:

A - Excellent
B - Good
C - Fair
D - Poor but passing
F - Failure
N - No pass
P - Pass
S- Satisfactory
U - Unsatisfactory

Evaluating the Mid-Term Grading Tool
As in everything we do at Palm Beach State, we will be seeking to improve our new online tool by inviting faculty and instructor feedback on its usefulness.  Please keep notes about the process, the feedback students provide and the observations you make about the effectiveness of the system, and then forward those comments and suggestions to  Dr. Ginger Pedersen. Please remember that the web solution for mid-term grading is a tool; if you prefer to issue mid-term grades to students in some other delivery method (as long as it is FERPA compliant), you are free to do so.

*ARTICLE XIV MID-TERM GRADE PROCEDURE
Section A: Within one week after the close of the mid-term grading period, mid-term grades will be made available to all students for each class that the teaching bargaining unit member teaches by either written notification or individual conference Agreement between the Board of Trustees of Palm Beach State College and the United Faculty of Palm Beach State College.

 

1. Purpose: Compliance with SACS-COC policy on substantive change (compliance with 3.12).

2. Policy: No employee of Palm Beach State College will implement any change to a College Program, College Campus, College Campus Offerings, Off-site Location, District Board of Trustees Policy or Program Delivery Method that might create a substantive change without the approval of the Substantive Change Review Committee.

3. Process for Submission:  Faculty and/or staff must submit one of three forms for assessment and/or approval:

  • A. Substantive Change Assessment Form. This form must be submitted for each type of change as outlined in the Substantive Change Responsibility Chart.  The Substantive Change Assessment form will be required of every curriculum action that adds or modifies a program. Submission of the form for other types of changes is the responsibility of the initiator of the proposed change (i.e. relocating a program, new facility, new campus). The form is submitted to the Substantive Change Review Committee.
  • B. Campus Off-Site Course Approval Web Form. This web form is submitted for each off-campus site utilized by the campuses. The form is submitted to the Substantive Change Review Committee.

4. Process for Review: The Substantive Change Assessment Form and the Campus Off-Site Course Approval Form will be reviewed by the Substantive Change Review Committee, consisting of the Vice President for Academic Affairs, the Dean of Curriculum, Planning & Research, the Dean of Baccalaureate Studies, the Director of Institutional Research & Effectiveness and the Manager of Assessment. Any further actions required to be filed with the SACS-COC will be coordinated by the Colleges' SACS-COC Liaison.

Type of Change

SACS
Procedure

Prior Notification Required

Time Frame for Contacting COC

Prior Approval Required

Documentation

Palm Beach State College Responsibility
and approval

Initiating coursework or programs at a more advanced level than currently approved.

(College Program)

1

Yes

12 months

Yes

Application for Level Change

Due dates: April 15 or October 1

NA - already approved at baccalaureate level

Expanding at current degree level (significant departure from current programs)1

(College Program)

1

Yes

6 months

Yes

Prospectus

R: VPAA

A: President, DBOT

Initiating a branch campus (see definition of "branch campus" on p. 5 of this document)

(College Campus)

1

Yes

6 months

Yes

Prospectus

R: VPAA

A: President, DBOT

Initiating joint degrees with another institution (see Commission policy "Collaborative Academic Arrangements: Policy and Procedures)

(College Program)

1

Yes

6 months

Yes

Prospectus

R: VPAA

A: President, DBOT

Initiating certificate program... (typically for workforce development)

...using existing approved courses

 

...at a new off-campus site (previously approved program)

 

...that is a significant departure from previously approved programs1

(College Program, Off-Site)

 

 

 

NA

 

1

 

 

 

1

 

 

 

 

NA

 

Yes

 

 

 

Yes

 

 

 

NA

  

Approval required prior to implementation

 

 

Approval required prior to implementation

 

 

 

NA

 

 Yes

 

 

 

Yes

 

 

 

None

 

Modified prospectus

 

 

 

Modified prospectus

R: VPAA

A: President, DBOT

 

Initiating off-campus sites (including Early College High School programs offered at the high school) ...

...Student can obtain 50 percent or more credits toward program

 

...Student can obtain 25-49 percent of credit

 

...Student can obtain 24 percent or less

(Off-Site Location)

 

 

  

1

 

 

2

 

 

NA

 

 

 

 

Yes

 

 

Yes

 

 

NA

 

  

 

6 months

 

 

Prior to implementation

 

NA

 

 

 

Yes

 

 

No

 

 

NA

 

 

 

Prospectus

 

 

Letter of Notification

 

None

 

R: Provosts

A: VPAA

Expanding program offerings at previously approved off-campus sites

...Adding programs that are significantly different from current programs

 

...Adding programs that are NOT significantly different from current programs

(College Program)

 

 

 

 

2

 

 

NA

 

 

 

 

Yes

 

 

NA

 

 

 

 

 

 

Prior to Implementation

 

NA

 

 

 

 

 

No

 

 

NA

 

 

 

 

Letter of Notification

 

NA

R: Provosts

A: VPAA

Altering significantly the educational mission of the institution2

(DBOT Policy)

1

Yes

6 months

Yes

Prospectus

R: VPAA

A: President, DBOT

 

Initiating distance learning...

...Offering 50 percent or more of a program (Once approved, institutions may add programs that are significant departures from the originally approved programs by submitting notification in advance)1

 

...Offering 25-49 percent

 

...Offering 24 percent or less

(Program Delivery Method)

 

 

1

 

 

 

 

 

 

2

 

NA

 

 

 

Yes

 

 

 

 

 

 

Yes

 

NA

 

 

6 months

 

 

 

 

 

 

Prior to implementation

 
NA

 

 

Yes

 

 

 

 

 

 

No

 

NA

 

 

Prospectus

 

 

 

 

 

 

Letter of notification

 
None

 

 

Already approved at 50% or more

 

 

 

 

R: VPAA

A: President, DBOT

 

Initiating programs/courses offered through contractual agreement or consortium.

(College Program)

2

Yes

Prior to implementation

No

Letter of Notification

R: VPAA

A: President, DBOT

 

Initiating a merger/consolidation with another institution

(DBOT Policy)

3

Yes

6 months

Yes

Prospectus due dates: April 15 or October 1

R: VPAA

A: President, DBOT

Relocating a main or branch campus

(College Campus)

1

Yes

6 months

Yes

Prospectus

R: VPAA

A: President, DBOT

Relocating an off-campus instructional site

(Off-Site Location)

2

Yes

Prior to implementation

No

Letter of Notification

R: VPAA

A: President, DBOT

Changing governance, ownership, control, or legal status of an institution

(DBOT Policy)

1

Yes

6 months

Yes

Prospectus

R: VPAA

A: President, DBOT

 

Changing from clock hours to credit hours

(College Program)

1

Yes

6 months

Yes

Prospectus

R: VPAA

A: President, DBOT

Altering significantly the length of a program3

(College Program)

1

Yes

6 months

Yes

Prospectus

R: VPAA

A: President, DBOT

Initiating degree completion programs

(College Program)

1

Yes

6 months

Yes

Prospectus

R: VPAA

A: President, DBOT

Closing an institution or program: (see Commission policy "Closing a Program or Institution")

...closing a program with internal teach-out protocol

... closing a program with a teach-out agreement with another institution

...closing an institution

(DBOT Policy)

 

 

 

2

 

 

1

 

 

2

 

 

 

Yes

 

 

Yes

 

 

Yes

 

 

 

Prior to implementation

 

6 months

 

 

Prior to implementation

 

 

 

No

 

 

Yes

 

 

No 

 

 

 

Description of plan

 

 

Copy of teach out agreement

 

Description of plan

R: Provosts

A: VPAA, President, DBOT

 

 


Textbook Certification

The Higher Education Act of 2008, by the federal government, contains several provisions regarding textbook affordability. In response to this act, the Florida Legislature enacted statute 1004.085, Textbook Affordability. In response to this statute, a Florida Administrative Code was developed. This Rule (6A-14.092) has certain requirements, as follows:

Pursuant to Section 1004.085, F.S., institutions within the Florida College System shall:

(1) Adopt textbooks no later than forty-five (45) days prior to the first day of classes to allow sufficient lead time to bookstores to work with publishers so as to confirm availability of the requested materials and to ensure maximum availability of used books. Where courses are added after this forty-five (45) day deadline, textbooks for such courses shall be adopted as soon as is feasible to ensure sufficient lead time.

(2) Pursuant to Section 1004.085(3), F.S., for those classes added after the thirty (30) day notification deadline, institutions shall post textbook information on their websites immediately as such information becomes available.

(3) Collect and maintain, before textbook adoption is finalized, written or electronically transmitted certifications from course instructors attesting:

(a) That all textbooks and other instructional items ordered will be used, particularly each individual item sold as part of a bundled package, and

(b) The extent to which a new edition differs significantly and substantively from earlier versions, and the value of changing to a new edition.

(4) Provide assistance as requested by the statewide textbook affordability work group established by the Department of Education to recommend policies and strategies that address the availability of required textbooks to students otherwise unable to afford the cost. The work group shall consist of nine representatives from institutions within the Florida College System chosen based on variable student enrollment (small and large student populations), geographic location (north, central and south) and economic status of student body (high population receiving need-based financial aid). A report shall be submitted by the work group to the State Board of Education by December 1, 2009, that identifies the policies.

Specific Authority 1004.085(3), (4) F.S. Law Implemented 1004.085 F.S. History-New 2-25-09.

 
The goal of this legislation is to reduce the cost of textbooks for students. The report mentioned above is also available online at Textbook Affordability Report. This report contains many good strategies for reducing the cost of textbooks and parts of it will be incorporated in the annual Faculty Handbook.  For excerpts from the report on reducing the cost of textbooks, review the Textbook Affordability section on this page.

Reporting Requirements for Faculty
To be in compliance with the statutes and rules, a committee of faculty and administrators designed a process and web form.

All faculty (full-time and adjunct) will be required to complete the on-line form which meets the requirements set forth in Section 3 of F.A.C 6A-14.092 (listed above). This form will allow faculty to attest that all items students are required to purchase are used in class (including all items in a "bundle") and the extent to which a new edition differs significantly and substantively from earlier versions.

This web form must be completed for each class that the faculty member/instructor teaches, once per year, as part of the textbook review and adoption process. As stated in Board Policy 6Hx-18-2.11, once textbooks are selected they must be used for at least three years. 

For help on how to complete the online form, please view: Textbook Certification Tutorial

Summary:

1. What faculty and instructors need to do: Complete the online Textbook Certification web form for each course they teach.

2. How they accomplish this: By accessing the web form at: www.palmbeachstate.edu/EmployeeWeb, and selecting the Faculty/Advisors link, and on the drop down menu, click on Textbook Certification.

3. When they need to do this: This task must be completed by the last day of spring term each academic year  for all classes an instructor is scheduled to teach the following academic year at Palm Beach State College. If additional classes are to be taught by the faculty member/instructor as the academic year progresses, faculty/instructors are required to enter these additional courses in the tool, as assigned.

If you have any questions, please email Dr. Roger Yohe.

 

Textbook Affordability

In accordance with the Higher Education Act of 2008, Florida Statute 1004.085 and Florida Administrative Code rule 6A-14.092, Palm Beach State College is working actively to reduce the costs of textbooks to students. The following strategies to reduce costs are taken from the Textbook Affordability Report

Strategy: Responsible for Implementation:

Implementation of Open Access Textbooks: Open access textbooks are available without licensing restrictions and such textbooks can be downloaded and printed at minimal cost.  Therefore, while accessing the materials online may be free to the student, if the faculty or student prefers to have a printed copy, there is an associated cost which is expected to be significantly less than that of a published textbook. Many states, including Florida, are exploring open access textbook options. Open access textbooks are an emerging national phenomenon offering one of the more promising long-term solutions to textbook affordability. For example, the Florida Distance Learning Consortium is partnering with the University Press of Florida to implement a process by which faculty and students have access to free, peer-reviewed textbooks that may be customized and viewed electronically or printed on-demand at a reduced per page cost. The partnership agreement is being called Orange Grove Text Plus (OGTP). At this time, the number of texts available through this agreement is minimal and the peer review process has not been implemented. A critical component that will impact the success of OGTP is faculty buy-in and it is important to explore ways to motivate faculty to develop and use texts available through the partnership. As a point of clarification, open access textbooks differ from electronic textbooks or e-textbooks. E-textbooks are simply electronic versions of published textbooks.

The Sociology cluster has adopted an Openstax textbook that students can download for free or choose to have a printed version for $33.00. An average sociology textbook sells new for $150.00. During Fall 2015-1 and 2015-2, 970 students enrolled in this course, each saving about $100.00 - that's a saving of over $97,000.

Faculty

Rental Program Awareness Campaign: Textbook rental programs are becoming a viable option for students. With the growth of online rental Web sites like www.Chegg.com, students are able to rent textbooks for a semester at a fraction of the price of purchasing the book. Colleges with contracts with companies such as Follet and Barnes and Noble may be restricted from promoting and/or developing rental programs; therefore, the Textbook Affordability Workgroup identified the Division of Florida Colleges to promote awareness.

Division of Florida Colleges, Follett Bookstore

E-Textbook Licenses in Libraries:   E-textbooks, unlike open access textbooks, are electronic versions of published textbooks. The cost of e-textbooks varies and licenses for use vary by publisher. While this is not an approach the Textbook Affordability Workgroup anticipates working on a broad scale for all students, it is a workable solution for high demand courses. The FLDOE may consider a statewide purchasing agreement regarding e-textbooks rather than having each college pursue individual agreements as a statewide purchasing agreement could result in greater cost-effectiveness.
Palm Beach State College has purchased "Kindle" e-reader devices to check out to students with e-books downloaded.

Palm Beach State College Libraries

Guidelines for Textbook Adoption Policies:  Rule 6A-14.092, F.A.C., should be revised to provide colleges with guidelines to follow when adopting textbooks. Effective policies include adoption timeframes, faculty awareness and selection practices, contract negotiations with internally and externally owned bookstores, and administrative monitoring efforts to ensure practice is consistent with established policies set by local college boards of trustees.

Palm Beach State Board College Policy available upon request.

Student Textbook Affordability Awareness Campaign: The Textbook Affordability Workgroup recognizes that there is no one-size-fits-all approach to minimizing textbook costs. To effectively address the problem, collaboration and partnership is needed between all stakeholders including, textbook publishing companies, federal and state governments, state education agencies, colleges and universities, as well as parents and students. Parents and students need to be aware of their options, not just those options available at their local college. They need to research to find the best alternatives that meet their education and financial needs.

Students, Parents and all those in a decision-making position to purchase textbooks.

 

Print page