Faculty FAQ

 

Q. How are books ordered for my courses?

A. Textbook Orders

As a new faculty member, your books for the courses you will teach your first semester have already been ordered for you by your division chair.  However, for future semesters, you will be asked to turn in a textbook order each semester, providing the titles and some other information for each of the texts you would like to use in your courses. Your order should include the following information for each course you teach: title of the text, edition of the text, authors of the text, ISBN of the text, name of the publisher, name of the course the text is to be used for, and the estimated number you believe should be ordered. If you need the contact information for a particular publisher, contact the bookstore at (912) 449-7545. 
* The deadline for spring semester is October 1st. The deadline for summer semester is March 1st. The deadline for fall semester is April 1st.
PLEASE NOTE: This is when completed orders are due to the bookstore. All orders have to be approved by the division chair and routed through the dean’s office before they reach the bookstore, so please turn in your order early to avoid complications.

B. Textbook Adoption

This is the form you will need to complete and give to your division chair in order to change textbooks used for a particular course.  Textbooks have to have been in use for at least one year (less if the edition goes out of print) before a new text can be adopted.

  • Attach textbook adoption form

Q. When am I required to be on campus?

A. In addition to class meetings and registration days, full-time faculty members are also expected to serve 10 office hours a week during the week days when the college is open to the public, preferably close to the times the course is offered.

Q. How do I get my syllabi, and where do I turn in my syllabi?

A. Syllabi are provided to you as a courtesy/guideline; however, each instructor may write their own syllabus for each course – you can make changes to the assignments, exam schedule (except for final exams, the regents’ test date, and exit exams for learning support courses),  textbook, and instructional methods. As soon as each semester begins, please provide an electronic copy of your syllabus to the Administrative Assistant for Academic Affairs , Tracey Davis, tdavis@waycross.edu.  We are required to keep syllabi on file for all courses taught as an accreditation requirement.

Q. I locked my keys in my office. What do I do?

A. Go to the nearest phone and call Physical Plant at (912) 449-7530 and tell them your name and office number and they can let you in. 

Q. What if I want to attend a professional conference that will improve my performance as a faculty member?

A. The first thing you will want to do is speak to your Division Chair to get approval to go on the conference and see if the budget will allow you to charge this as a college expense.  You will also need to make arrangements for any class sessions you will miss – who will meet your class and what will they cover?  Then, you will need to fill out an absence request form (instructions listed below).  You will also need to fill out a travel expense (instructions listed below) statement after you return from the conference.

Q. What if I get sick/have an emergency and need to be absent from work?

1. If this is an unplanned absence – sickness/emergency-contact your direct supervisor as soon as possible to explain the situation. If you are unable to reach your direct supervisor, contact Tracey Davis (912) 449-7587 or Lynn Crews (912) 449-7505 and let them know you will be absent. 

2. If you know in advance you will need to be absent, speak with your supervisor about it as soon as possible to make arrangements for your classes to be covered.

3) In either case, you will need to fill out an absence request form.

Q. How do I fill out an Absence Request Form?

Absence requests are filled out online through the ADP Portal Employee Self Service.
1. Log onto ADP
2. Click on the "Time & Attendance" tab
3. Click on the “Welcome” tab
4. Click on "All other employees: Click Here to access eTime"
5. Click “My Actions”
6. Under Actions, click "Request Leave Time"
7. A new window opens, from here you can request leave
8. Always Log Off and close window

Q: How can I view my leave time/direct deposits/accrued benefits online?


1. Log onto ADP
2. Click on the "Time & Attendance" tab
3. Click on the “Welcome” tab
4. Click on "All other employees: Click Here to access eTime"
3. Click “My Reports"
4. Under Reports select "Accrual Balances & Projections"
5. Click on the calendar and select a date
5. Click the "View Report" tab
7. View the report, click the red "Return" tab


Q: How do I register myself for Employee Self Service?


1. Click the ADP Portal Employee Self Service link on your institution's web page

2. Click the First Time Users Register Here link on the Self Service Login page.

3. Click Register Now
4. Enter your Registration pass-code and click NEXT. For our pass-code please contact Cathy Cliett in Human Resources at 449-7521.
5. Type in your Name, Social Security Number, and Birthday. After entering your information click Next.
NOTE: Your name must be typed in the same way it is listed in the current At Your Service system.
Registration Pass Code and click Next.
6. NOTE: After you click Next, if a page comes up asking for your Employee ID and Pin then the information you entered on the first page is incorrect. Click Cancel to go back to the previous page and double check
your information. (you may need to login to the current At Your Service website and check to see how they
have your name entered.)
7. Complete the fields on your Contact Information and click Next.
8. Complete all the fields on your Security Information and click Next.
Note: The security questions and answers are used if you forget your logon credentials. Be sure to choose information that you can readily remember.
9. The View Your User Id & Create Your Password will appear. Your user ID is displayed. Please make sure
you remember your user ID so you can login. Create a new password for your account and click Submit.
Note: Your password must be a minimum of 8 characters and contain at least one alpha and either one
numeric or special character. Your password is case-sensitive.
10. The Confirmation page will appear. You are now registered for Self-Service. Click Close.


Looking up your New ADP Employee ID


1. Go back to the ADP Login page and login with the new username and password you created.
2. Go to the link at the top that says Myself,
3. On the left look for the link that says Personal Information
4. Under the Personal Information look for your new Employee ID. Copy this number down because you    
    will need it to add eTime.
5. Logout of the ADP portal


Adding eTime

1. Go back to the Portal main login page and select “First Time Users Register Here”

2. Click Add a Service.

3. Enter your Username and Password for ADP to access the site.

4. On the Enterprise eTIME line, choose Add.

5. Enter your Employee ID number and click Submit.

6. Click on Logout in the top right corner

7. Go back to the Portal main login page and click ‘User Login’

8. Enter your username and password for ADP

9. You now have a choice at the top that says ‘Time’ when you click it you will have the option to Click Here to access eTIME for Managers/Approvers and All other employees.

10. When you click on the ‘Here’ link it will open a new window for eTime.

NOTE: You will click on the 'Here' for 'All other employees' unless you have the responsibility of approving other employee(s) timecards.

If you have any questions about how to log on or use this page, please contact Human Resources at (912) 449-7521.

Q. How do I get my parking decal and gate remote for faculty parking?

A. See the Business Affairs cashier who will give you your parking decal and gate remote.

Q. How do I fill out a Travel Expense Statement?

Waycross College allows employees to fill out the travel expense statement (used to get reimbursement for travel on college business) online.

1. Go to http://www.waycross.edu/CompServ/Forms/index.asp

2. Click on the link “Travel Expense Statement”.

3. Input data into all applicable fields on pages 1 and 2 of the form, then print two copies of the form out, and sign both on the Employee Signature line of the form (on page two).

4. Keep one copy of the form for your records, and submit the other copy to your Division Chair.  The Division Chair will sign your request and forward it to the Academic Affairs office, where it will be signed and forwarded to the business office and processed.

5. If you need assistance filling out the travel expense statement, please contact Nancy Barrington at (912) 449-7523.

Note: Attach travel expense forms and hotel receipts if applicable

Q. When will I get paid?

A. All full-time faculty are paid on a ten-month schedule, click here to see the schedule.

If you have any questions about the pay schedule, please contact Human Resources at (912) 449-7521.

Pay for teaching summer courses is made in two equal installments- once at mid-July and once at the end of term, in the first week of August.  Exact dates will be announced when faculty teaching during the summer are offered their contracts.

Q. How do I get keys to my office/building/classrooms?

A. When you are hired, your direct supervisor will prepare a key request form, requesting keys be made for you.  This form will then go to the Academic Affairs office for approval and finally to the Business Affairs office. The Business Affairs office will contact you when your keys are ready to be picked up.  Generally speaking, the keys must be picked up in person during business hours from the Business Affairs Office in A building. Your keys will ordinarily be ready within a week of your start date. 

Q: Who do I go to if my computer needs servicing, or if I want the college to purchase new software or computer for my office use?

A. Installing new software

B. Regular maintenance/service

C. Providing price quotes for

D. Computer you would like to purchase

E.  Software you would like to purchase

For items A-E listed above, you will need to submit a work order.

Instructions for completing Computing Services work order

1. Connect to the internet.

2. Go to www.waycross.edu

3. From the top navigation bar click the "About Us" link, click on the word "Departments."

4. Under Departments click on “Computer Services”.

5. Under "Services and Support" click on the link labeled “Online Request System/ Work Order System”.

6. Type the word faculty in the box labeled UserID.

7. Type the password in the box labeled Password.

8. Click the Submit button.

9. Select "Submit A Work Order"

9. Click on the arrow beside the box which is under the word Requestor.

10. Scroll down until you see your name. Click on your name.

11. Click on the Submit button.

12. In the box under the words “Building/Room”, type the Building name and Room number for which you are requesting the work.

13. In the box under the words “Service Requested”, type your request.  Be as detailed as possible about what service is requested.

14. Click on the button labeled “Submit Request”.

D. What is an EDP request?

A. An EDP is a request form that needs to be filled out anytime you are requesting a new computer.  Basically, you are asked to record what it is you want to purchase, and how purchasing this equipment will help you perform better as an instructor.  See Tracey Davis, the Administrative Assistant for Academic Affairs , to get a copy of this form.

Q. How do I get my employee ID?

A. See Student Services to get your Employee ID made.

Q. How do I get my Library card?

A. After you get your Employee ID made in Student Services, take it to the Circulation Desk in the Waycross College library. The librarian will attach a bar code to your ID card, which will also function as your Waycross College library card.

Q. What about midterms? Finals?

A. All instructors are required to give a final exam and turn in a copy of the final exam to Tracey Davis, the Administrative Assistant for Academic Affairs. The format, content, and weight of the test is determined by the individual instructor.  Mid-terms are not required, but may be administered, although the college discourages using a mid-term and a final as the only means of assessment.  Copies of a mid-term, if an instructor elects to administer one, do not have to be turned in.

Q. A student has just come to me and said I am her advisor. What does this mean?

A. Whenever students are accepted to Waycross College, they are assigned a member of the full-time faculty as their advisor.  The advisor’s primary function is to give students advice on what courses they should take to complete their program of study.  Generally, students come to see their advisor during early registration periods by appointment. 
Not all students will come in for appointments, since self-registration is available online. 

Q. What am I expected to do on registration day?

A. All full-time faculty are expected to come in and advise and register students for courses during each registration day (except for Summer Registration - when only faculty members teaching that semester are required to be on campus).  Registration day begins at 8 am and ends at 7pm.  During your first semester, you will have the opportunity to sit beside an experienced faculty member and observe the process.

Q: How do I get my Banner/GeorgiaVIEW VISTA/Email account?

A. Your direct supervisor, upon your hire, will fill out a “Request for Computer Access” form for you and submit it to computer services so that they can create your accounts.  When your accounts are created, someone from Computer Services will come by and show you how to log in to each of your accounts.  If you do not receive your initial passwords for your email/Banner accounts within one week of hire, let your supervisor know.  The name of our email system is called “Eudora”.

Q. Can I come to campus during the evenings/weekends?

A. Yes. The main gates to the college are open from 5:30 am -11:00pm seven days a week; however, should you need to work later than this, all you need to do is contact Campus Security at (912) 449-7530 and let them know how long you will be on campus.

Q: How can I access my Waycross College email account from off-campus?

  1. From a computer, access the internet.
  2. Type www.waycross.edu into the web browser.
  3. Click on the navigation button "About Us”.
  4. Click on the link “Departments”.
  5. Click on the link "Computer Services".
  6. Click on the link “Waycross College Foxmail.”
  7. Enter your Eudora username and password and click “Login.”
  8. Note: This will NOT work if you've left Eudora open on your computer at work!  

Q: How do I sort my mail in Eudora?

Creating mail boxes in Eudora 

1: Log in to Eudora

2: At the top of the screen, you will see a menu.  Click on the word “Mailbox.”

3: Click on the word “New” in the menu.

4: The "New Mailbox" dialog box will open, type in the name of the new mailbox, click OK.

5: The new mailbox will appear in alphabetical order in the mailbox tab on the left.

To sort old e-mail into new mailboxes

1: Log into Eudora.

2: Your in box will automatically display.  Scroll up until you find the message that needs sorting.

3: When you have found a message that you want to transfer to another mail box, right click on it.

4: A menu with options will appear. Move your mouse over the word “Transfer To” and click on the name of the mailbox you want to send this message to.

Q: How do I order supplies/service as a college expense?

A. Requisitions

A requisition is the form that Waycross College faculty and staff use to order supplies and services through college funding. 

PLEASE NOTE: As a state agency, we have contracts for purchasing some items – mainly, computers, furniture, and major purchases.  This means that we must purchase those items from the vendor who has the contract.  If you are unsure if an item you want to purchase is under contract or not, check with the Procurement Assistant in the Business Affairs Office.

  1. Get a blank requisition form.  The Administrative Assistant for Academic Affairs , Tracey Davis, tdavis@waycross.edu can provide you with one, or you may also find one in the forms cabinet in the mail room.
  2. Leave the field marked “Requisition Number” blank, but put the correct date in the date form. (Note: you should use a ballpoint pen and write firmly and clearly).
  3. Leave the account code fields blank.  The Administrative Assistant for Academic Affairs will enter this information for you.
  4. On the line beside the words “Suggested Source”, write in the name of the company or web site you wish to use to order supplies.
  5. On the line beside “Date Required”, write in the date when you will need the item you are ordering.  It is a good idea to put in an order for most supplies at least three weeks before the date you need them, to allow for any possible processing and shipping delays.
  6. On the lines beside “Address”, write in the address needed to contact the company for purchases.  If you are ordering something from a web site, look for a “Contact Us” link – this is usually where the address is listed.  If no address is listed, email or call the company to obtain this information. (continued next page)
  7. On the line beside “Federal ID No.”, write in the correct Federal ID Number of the company you are ordering from (if you are ordering from an individual – not a business, the ID No. is their social security number).  The Federal ID Number is not usually displayed on web sites or in catalogs, but MUST be included on the requisition for it to be processed. The quickest way to get this information is to call the company and tell them that you need their Federal ID number to complete a purchase order.  I have included a list of our most common vendors, along with their Federal ID numbers, for your convenience at the end of this procedure.
  8. On the line beside “Phone Number”, write in the company’s phone number.
  9. On the line beside “Fax No.”, write in the company’s fax number.
  10. If it is available, write the company/sales representative’s email address on the line beside “E-mail.”
  11. If there is a particular person/sales representative you would like us to speak to regarding this purchase, please put their name beside the word “Contact” and their telephone number beside “Ext.”.
  12. ITEM NUMBER: Most catalogs and web sites assign specific item numbers (also sometimes called product numbers) to their merchandise.  Putting this information in correctly on your requisition saves a lot of time and guesswork, and will ensure that you get the supplies you want faster.
  13. QTY: This stands for quantity – how many do you want? Please write in the number you would like to order.
  14. DESCRIPTION OF ITEM/SERVICE: Be as specific as possible, and keep in mind that the person who actually orders your supplies from the company may know nothing about what you want.  If your product/service is available with different options (i.e. color, style, size), specify what you want.  Don’t be afraid to use more than one line to describe each item. 
  15. UNIT PRICE: If you order more than one of a particular item/service, this is the place for you to list the cost per item or cost per service.
  16. AMOUNT: This is the line for you to put the total cost of the particular item.  For example, if I wanted to order four weighted pens (available in blue, black, or red), priced at $3.50/pen, I would write 4 in the QTY box, weighted pens, black in the DESCRIPTION box, $3.50/pen in the UNIT PRICE box, and $14.00 in the AMOUNT box.
  17. Repeat Steps 12-16, including all items you wish to order from this vendor at this time.
  18. SHIPPING: Be sure to include the charges for shipping near the bottom of the requisition, listing “SHIPPING” in a Description box and the total amount for shipping in an Amount box.  In catalogs, there is usually a table of shipping charges on or near the order card.  Online, the charge for shipping is usually listed on the check-out page.
  19. When you have completed this portion of the requisition, please return it to the Administrative Assistant for Academic Affairs , who will then code it, give it to the appropriate Division Chair (for budget approval).  After the requisition is signed by the Division Chair, it is then routed through the Academic Affairs Office, and then through the Business office for purchasing.