Institutional Policies and General Information

Faculty Handbook

INSTITUTIONAL POLICIES / GENERAL INFORMATION

805 AUDIO-VISUAL HARDWARE AND SOFTWARE FOR CLASSROOM USE

810 CLASS FEES

815 COMMENCEMENT

820 EMERGENCIES

820.1 ACCIDENTS/ILLNESSES

820.2 EMERGENCY CLOSINGS

820.3 EMERGENCY TELEPHONES

820.4 FIRE ALARMS

820.5 SECURITY

825 FIELD TRIPS AND OUTINGS

830 HAZARDOUS WASTE

835 IDENTIFICATION CARDS

840 MAILROOM

845 OFFICE HOURS FOR ADMINISTRATIVE OFFICES

850 OFFICE SUPPLIES

855 PAYROLL

855.1 I-9 FORMS

860 PHYSICAL PLANT

865 PRINTING AND DUPLICATING GUIDELINES

865.1 COPYRIGHT LAWS

865.1(a) PERFORMANCE

865.1(b) REPRODUCTION

865.1(c) SOFTWARE USE

865.2 DESIGN

865.3 PHOTOCOPYING

865.4 PICKUP/DELIVERY OF PRINTED AND COPIED MATERIALS

865.5 PRINTING/DUPLICATING

870 PURCHASING PROCEDURES

875 REGISTRATION

880 ROOM ASSIGNMENTS

885 STUDENT HANDBOOK

890 TELEPHONES

891 CASH MACHINE

895 TRAVEL ARRANGEMENTS

805 AUDIO-VISUAL HARDWARE AND SOFTWARE FOR CLASSROOM USE

A wide range of audio-visual equipment is available for classroom use by all faculty. Since supplies are limited, you are urged to reserve (in advance) with the Audio-Visual Coordinator at the appropriate Audio-Visual Center. Semester-long (standing) reservations may also be made with the Audio-Visual Coordinator at these Centers. You are encouraged to place your orders in person or in writing, not by phone. Please note that the equipment provided by these offices is for on- campus presentations, not production use.

1. If your class meets in the Main Campus, you may reserve and pick up your equipment in Room 1204, ext. 7313.

2. If your class meets in the Wabash Campus, you may reserve and pick up your equipment in Room 105-B, ext. 7550.

3. If your class meets in the 624 S. Michigan Campus, you may reserve and pick up your equipment in Room 101, ext. 7497.

4. If your class meets in the 33 E. Congress Campus, you may reserve and pick up your equipment in Room 101, ext. 8126.

5. If your class meets in the 72 E. 11th Street Campus, you may obtain a Request form in the 3rd floor main office. You must reserve equipment 24 hours in advance.

6. If your class meets in the Dance Center, you may reserve and pick up your equipment in the main office.

We regret that personnel are not available to deliver, pickup, or operate the equipment that is available in the Audio-Visual Centers.

We have grown considerably in recent years, and as much as we try, our staff can't always recognize you. Please do not feel offended if we ask for identification to distinguish you as a faculty member. Faculty ID cards are available through the Academic Dean's Office. In the event a student picks up equipment for you, he/she must present his/her student ID card.

The College Library has an extensive collection of videotapes, films, laserdiscs and DVD's, and slides that can be used in classroom presentations. If, after checking this source, you find there is an item you want to use that is available only from an outside source, you may be able to obtain it through the Office of Instructional Media, room 1206 in the Main Campus, ext. 7126. Since the majority of these materials must be shipped and are in demand by other schools, advance notice to his office of at least two weeks is required. When these films have been rented and confirmed, arrangements will be made for their pickup and return through the Office of Instructional Media.

810 CLASS FEES

Columbia offers instruction in an unusually large number of subjects that require expensive installations of equipment and special facilities, which students may use for their individual projects. Replacement, enlargement, and maintenance are costly and highly responsive to inflationary increases. Columbia has kept tuition charges low, despite having a large part of its instruction concentrated in very expensive laboratory-type subjects, by reflecting unusually high instructional and facilities costs fairly in class service fees. Fees are assigned to those particular subjects where costs are higher than average. In addition, class fees are charged in classes where the instructor anticipates expenditures above the ordinary allocations for instructional support. Classes which require unusual amounts of duplicating, film rental, outside speakers, school bus transportation, etc., should be supported by a class fee. Such needs are carefully evaluated before a class fee is approved by the department chairpersons or the administration. It is important that you discuss these requirements for your course with your chairperson before it is scheduled. If there is a fee for your class, it is important that this be discussed and clarified with students at the beginning of the term. Finally, before making any purchases, you must obtain an authorized purchase order.

815 COMMENCEMENT

Commencement is a gala affair at Columbia and your attendance is required at either the Undergraduate or Graduate School ceremony. The College annually awards honorary degrees to outstanding persons in the arts and humanities. Participating recipients' names are displayed in the glass case in the lobby of the Main Campus near the Museum of Contemporary Photography. Faculty robes are ordered by the Academic Dean's office.

820 EMERGENCIES

820.1 ACCIDENTS/ILLNESSES

Should an accident occur in the building, notify the security officer in your building by dialing:

or contact the switchboard (dial "0"): 8am - 6pm Monday through Friday.

Red emergency phones are located on most floors in each building. These phones, which connect you directly to the building's security station, are to be used for emergencies only (for locations, please see 820.3 EMERGENCY TELEPHONES).

If emergency care is required, the security officer can arrange for an ambulance. Do not transport students to a medical facility in your private vehicle. Insurance may not cover a claim if the student did not arrive at a hospital in an emergency vehicle. All accidents or illnesses should be reported to the Lobby Security Officer or office of the Director of Administrative Services, room 403A in the Main Campus. Accident Report Forms are available at all security guard stations in each building lobby. These forms are required for the protection of both the College and its faculty and students.

First-aid kits, band-aids, Bactine, etc., are available at all security guard stations in each building for small cuts, scrapes, etc. At the Main Campus, first-aid supplies are available through the Administrative Services' office, Room 512, the 8th floor film cage, and the 10th floor photography darkroom cage. At the Wabash Campus, first-aid supplies are available through the security officer on the 1st floor, through the 3rd floor offices, and the 6th floor photography studio. At the Dance Center, first-aid supplies are available through the main office.

It is recommended that all faculty members familiarize themselves with the location of public telephones in the areas where their classes meet. Pay phones are located in the 600 S. Michigan building in the Follett Lounge (Underground CafÈ, basement level), and on the 2nd, 4th, 7th, 12th, and 15th floors; in the 623 S. Wabash building on the 2nd, 4th, 6th, and 9th floors; in the 11th Street Campus on the ground floor; in the Dance Center on the ground floor; in the 624 S. Michigan building on the 1st, 6th, and 11th floors. (See also 890 TELEPHONES.)

820.2 EMERGENCY CLOSINGS

Every effort is made to maintain College services during inclement weather. If you are unable to meet your class, please contact your department chairperson early enough so arrangements can be made for a substitute to teach your class.

Winter in Chicago can be unpredictable. When weather conditions are severe, it may be necessary to cancel classes for a day when heavy snow or extreme cold prohibits travel. On the very few occasions the College may close due to inclement weather, announcements are made on the following Chicago radio and television stations:

Radio: WBBM-AM, Newsradio 78, WBBM-FM, 96.3

WGN-AM, 720

WLS-AM, 890, WLS-FM, 94.7

WMAQ-AM, 67

WVSN-FM, US 99

B96-FM, 96.3

Television: WFLD TV - Fox 32

(Note: If the College is closed or classes cancelled, the College's answering system will have a recorded message to this effect. However, due to the volume of phone calls during these times. We ask you to call our switchboard only as a last resort.)

Other emergency closings

Should it be necessary to close any or all of the college facilities do to an emergency condition other than severe weather, announcements of such closing would be broadcast on the radio and television stations listed above.

820.3 EMERGENCY TELEPHONES

Red emergency wall phones are located on most floors in each building. These phones are connected directly to the building's security guard station, and are located as follows:

| |600 S.|623 S.|624 S.|72 E. |731 S. |540 S.|1014 | | |Michig|Wabash|Michig|11th |Plymouth |Michig|S. | | |an | |an |Street| |an |Michig| | | | | | | | |an | | |2 |2 |6 |2 |One phone|1 |2 | | | | | | |on each | | | | | | | | |floor | | | | |7 |3 |7 |3 | | |3 | | |9 |4 |8 |4 | | |4 | | |10 |5 |9 |5 | | | | | |11 |6 |10 |6 | | | | | |12 |7 |11 | | | | | | |13 |8 |12 | | | | | | |15 |9 |13 | | | | | | | |10 |14 | | | | |

820.4 FIRE ALARMS

All campuses are each equipped with sophisticated heat detecting alarm systems. All of the campus buildings' fire alarms will sound a loud buzzing throughout the building on a continuous ring. When you year this sound, please begin evacuation.

ALWAYS ASSUME AN ALARM IS "REAL"

The College is dependent upon the judgement and assistance of its faculty in an emergency. In the event of a fire alarm, please assist your class in exiting the building in the following manner:

1. Move to the nearest stairwell and proceed out of the building in an orderly fashion. There are two interior stairwells available in all buildings. Please close the door to your classroom and/or office, but do not lock doors.

2. A Floor Marshall is assigned to each floor of all campuses to assist in an orderly egress in the event of a fire alarm. Notify your Floor Marshall of any handicapped students in your class who may require special assistance in exiting the building. You may also call the security guard directly for assistance by calling from the red emergency phone located on your floor.

3. Never attempt to use the elevators during an emergency.

4. If smoke is present, stay near the floor where the air will be less toxic.

5. Upon reaching the main lobby, please exit the building through the nearest exit door. Do not congregate in the lobby, as this makes it difficult for traffic from the upper floors to continue travel down the stairs. Once outside, move to a clear area at least 500 feet away from the affected building. Keep streets, fire lanes, hydrants, and walkways clear for emergency vehicles and crews.

6. Remain outside until you are notifies that it is safe to re- enter the building.

Note: If you are unable to exit the building because of fire, and a window is available, place an article of clothing (shirt, coat, etc.) outside the window as a marker for rescue crews. If there is no window, stay near the floor where the air will be less toxic.

820.5 SECURITY

Security guards are on duty in the lobbies of all campuses at all times the buildings are open. To reach the guard directly, dial 7111 in the Main Campus, 6222 in the 1014 S. Michigan Campus, 6112 in the 11th Street Campus, 6666 in the 1415 S. Michigan Campus, 7555 in the Wabash Campus, 427-0280 in the 33 E. Congress Campus, 7666 in the 624 S. Michigan Campus. Report all security incidents to the Director of Security, ext. 7595 or the Director of Administrative Services, ext. 7729 in the Main Campus, 9am - 5pm Monday through Friday. After 5pm or on Saturday, report security incidents directly to the guard on duty.

Red emergency phones are located on most floors in each building. These phones connect you directly to the building's security station (for locations, please see 820.3 EMERGENCY TELEPHONES).

The metropolitan emergency number for fire, police, paramedics, etc., is "911." (Remember to dial "9" first to get an outside line if calling from a campus phone other than a pay phone.) You may dial "911" direct from any pay phone without charge (for specific locations, please see 890 TELEPHONES). If you call "911," please also notify the security guard on duty so the guard can greet and direct emergency personnel to the proper location.

Faculty are advised not to leave valuables in the classroom or in an unlocked office. The college cannot assume responsibility for loss or damage to personal property such as cameras, purses, finished art pieces, coats, tools, or supplies. If a theft, damage, or vandalism occurs, contact the security guard immediately.

825 FIELD TRIPS AND OUTINGS

A field trip constitutes any off-campus activity that is planned, organized, involves faculty participation, and takes place during scheduled class meeting times. In addition to securing approval from your chairperson, the College must be informed at least 48 hours in advance of any field trip you plan for your class. A FIELD TRIP FORM (see Appendix 915.4) may be obtained from your departmental secretary or from the information/cashier window in the main building. This form is required by the College's insurance company and must be completed so that students and faculty can be located in the event of an emergency. Failure to file this form may expose faculty members to unnecessary risk. Return the completed form to your department secretary. Faculty members are prohibited from transporting students in private vehicles.

If you take short trips or tours, e.g., the library, 11th Street Theater, Hokin Center, or Ferguson Auditorium, please inform your department secretary and/or leave a note on your classroom door stating where you are.

While the College supports other planned off-campus activities that do not take place during class time, participating faculty members should notify their department chairperson and are urged to exercise the necessary judgment and prudence that will ensure safe and productive outings.

830 HAZARDOUS WASTE

Faculty members who handle toxic or hazardous substances in the course of performing their routine duties are required to maintain, use, and dispose of such substances in accordance with applicable federal, state and local laws and regulations as a condition of their employment. The employee may obtain assistance in ascertaining his/her obligations under these laws and regulations from the Provost/Executive Vice President's office. Any faculty member who violates any such laws, unless such violation occurs despite reasonable reliance upon advice given by the College, shall be deemed to have acted outside the scope of his/her authority.

835 IDENTIFICATION CARDS

Faculty identification card applications are available in the Office of the Academic Dean. The cards are required to pick up payroll checks, to check materials out of the library, and are also needed to secure audio/visual equipment.

840 MAILROOM

The College mailroom is located in Room 508 in the Main Campus. Both incoming and outgoing mail is handled through this office.

Incoming mail is sorted here and distributed to departmental mailboxes located in side the mailroom. Faculty in Marketing, English, Fiction Writing, Art, Computer Literacy, Radio And Television, Film/Video, Graphic Arts, Journalism, Science and Math, Liberal Education, Theater/Music, and Dance have individual mailboxes in their respective department offices. Check your mailbox frequently for important communiquÈs, including class lists, newsletters, telephone messages, grade deadlines, memos, etc.

Outgoing mail relating to College business may be brought to the 5th floor mailroom in the 600 S. Michigan building where it will be metered and delivered to the US Post Office. Each department has its own outgoing mail bin. Please be sure to drop your mail in the appropriate bin. Postage expenses are changed to your department's budget, to the permission of your chairperson is required when doing a large mailing. A MAILROOM REQUEST FORM (see Appendix 915.5) must accompany any mailing in excess of 200 pieces, and five days prior notice is required in order to ensure that adequate mailroom personnel will be available to prepare your mailing. College postage may be used for college-related business only. The Internal Revenue Service prohibits use of College postage for personal mail.

The mail chute located in the Main Campus is not functioning. Please do not drop your mail into this chute.

The Columbia College mailroom does not sell stamps or money orders. Mailroom personnel will be happy to weigh your personal packages or oversized mail, but cannot wrap packages or prepare large personal mailings. For additional information or further clarification of mailroom policies, call ext. 7239 in the Main Campus.

845 OFFICE HOURS FOR ADMINISTRATIVE OFFICES

Normal administrative office hours are from 9am - 5pm, however, there are exceptions (i.e., Admissions, Student Services, Financial Aid, Records, Cashier, Bookstore, and Library do have later hours -- contact these offices directly for their hours).

Hours for summer and vacation breaks are posted on each campus and/or may be obtained from the information/cashier window on the 5th floor of the main building.

850 OFFICE SUPPLIES

General office supplies (pens, pencils, message pads, staplers, paper clips, folders, typewriter, or computer supplies, etc.) are available upon submitting an office SUPPLY REQUEST FORM (see Appendix 915.9) to the Supply Room. In most cases, your departmental secretary can procure these times for you. Office supplies are charged to your department's budget, to the permission of your chairperson is required when ordering a large quantity of supplies for special projects.

Medical supplies are available from the Supply Room in the Main Campus building during regular working hours. The security desk and other offices in each building have first-aid supplies for emergency needs (see 820.1 ACCIDENTS/ILLNESSES).

855 PAYROLL

Columbia College prepares paychecks on a semi-monthly basis for active employees whether they are salaried or paid an hourly rate. Faculty members are paid over nine, ten, or twelve months, depending upon their contractual arrangements. Faculty paychecks may be picked up on the College's regular pay dates, the first and fifteenth of each month, at the Cashier's window on the 5th floor of the 600 S. Michigan building. The College no longer mails paychecks. We now have Direct Deposit. Checks may be picked up at the Cashier's window, or in your department. Direct Deposit stubs will be in your department. Contact the Payroll Director to complete the forms authorizing Direct Deposit.

Payroll deductions are made for Federal income taxes, State income taxes, Social Security (FICA) contributions, deductions authorized by a salary reduction agreement, and for any amounts owed to the College for any reason.

The College participates in the Social Security System and payroll deductions are made according to statute. The current rate (1999) is 6.2% update on the first $72,600 or earnings, and an additional 1.45% on the full salary. The amounts deducted for Social Security are matched dollar for dollar by the College, and the combined total for each employee is paid to the Federal government, and there it is credited to the individual employee's account with the Social Security Administration.

855.1 I-9 FORMS

All employees who are hired after November 6, 1986 are required to complete an I-9 Form (Employment Eligibility Verification Form) in the Human Resources Office.

860 PHYSICAL PLANT

Problems relating to the physical plant (malfunctioning radiator, burned-out light bulbs, loss of electrical power, etc.) should be directed to the Provost/Executive Vice President's office.

The College is dependent upon the cooperation of its faculty to report problems relating to the physical plant. Please report problems you notice in your classroom, in washrooms, corridors, stairwells, studios, etc. to the Director of Administrative Services' office. Because rising energy costs represent an increasingly significant portion of the College's expenditures, every effort to reduce such costs is appreciated. Please remember to turn off lights and close windows when leaving your office or classroom, regardless of how short a time you think you will be gone (e.g., when leaving your office for lunch).

865 PRINTING AND DUPLICATING GUIDELINES

Columbia College Chicago's Creative and Printing Services Department's objective is to give you what you want when you need it. By reading and following the guidelines presented here, you will help to avoid mishaps and missed deadlines. The Print shop provides to faculty and staff several services that result in ink or toner on paper:

1. Concept, design and production of pieces to be printed;

2. Printing of department-designed pieces or instructor-provided camera-ready art;

3. Buying of printing for instructor; and

4. Photocopying of materials provided by instructor.

865.1 COPYRIGHT LAWS

865.1(a) PERFORMANCE

The Copyright Act of 1976 gives authors, including film and video producers, substantial control over various uses of their creative works. Among the rights given to the owner of copyright are the rights to perform publicly and the right to display the copyrighted work publicly.

Educators' performance rights authorize most types of performance and displays in face-to-face teaching activities in non-profit educational institutions. Broadcasting into the classroom from an outside location, even on closed circuit television, is not included as face-to-face teaching activity; however, projection of the work is permitted as long as no transmission occurs beyond the place where the copy of the work is located. The teaching activities exempted do not include performances or displays, whatever their cultural value or intellectual appeal, that are given for recreation or entertainment of any part of the audience.

Section 110 of the Copyright Act authorized the performance and display of any copyrighted work in the face-to-face teaching context if certain limitations are observed. Performances and displays of audio-visual works are not allowed as part of the face-to-face instruction if the item is not lawfully made and the person responsible for its performance knew or had reason to believe that the item was not lawfully made.

Performance, or the transmission of a non-dramatic literary or musical work, is permitted without permission of the owner if the performance or transmission is part of a systematic course of instruction and not for the recreation or entertainment of any part of the audience; the performance is given by the instructors, students, or guest lecturers of a non-profit institution; the performance is given in classrooms or in other places devoted to instruction; and attendance is limited to instructors, students and guest lecturers.

The ability to perform the material does not allow copying or reproduction of the material beyond what would be governed by the "fair use" doctrine. Thus, even though a play could be performed in the classroom for educational purposes, "fair use" would not allow making a copy of the entire script of a play over 2500 words for each student in the class.

Off-air Recording of Broadcast Programming for Educational Purposes

Guidelines relating to the off-air recording of broadcast programming for educational purposes have been promulgated. The guidelines do not have the force of law, and compliance with the guidelines does not assure nonliability[1]. The consensus of the negotiating committee which promulgated the guidelines was that[2]:

1. These guidelines were developed to apply only to off-air recording by non-profit educational institutions.

2. A broadcast program may be recorded off-air simultaneously with broadcast transmissions (including simultaneous cable transmission) and retained by a non-profit educational institution for a period not to exceed the first 45 consecutive calendar days after date of recording. Upon conclusion of such retention period, all off-air recordings must be erased or destroyed immediately. "Broadcast programs" are television programs transmitted by television stations for reception by the general public without charge.

3. Off-air recordings may be used once by individual teachers in the course of relevant teaching activities, and repeated once only when instructional reinforcement is necessary, in classrooms and similar places devoted to instruction within a single building, cluster, or campus, during the first ten consecutive school days in the 45 day calendar retention period. "School days" are school session days -- not counting weekends, holidays, vacations, examination periods, or other scheduled interruptions -- within the 45 day calendar retention period.

4. Off-air recordings may be made only at the request of, and used by, individual teachers, and may not be regularly recorded in the anticipation of requests. No broadcast program may be recorded off-air more than once at the request of the same teacher, regardless of the number of times the program may be broadcast.

5. A limited number of copies may be reproduced from each off- air recording to meet the legitimate needs of teachers under these guidelines. Each additional copy shall be subject to all provisions governing the original recording.

6. After the first ten consecutive school days, off-air recording may be used up to the end of the 45 day calendar retention period only for teacher evaluation purposes, i.e., to determine whether or not to include the broadcast program in the teaching curriculum, and may not be used in the recording institution of student exhibition or any other non- evaluation purpose without authorization.

7. Off-air recordings need not be used in their entirety, but the recorded programs may not be altered from their original content. Off-air recordings may not be physically or electronically combined or merged to constitute teaching anthologies or compilations.

8. All copies of off-air recordings must include the copyright notice on the broadcast program as recorded.

9. Educational institutions are expected to establish appropriate control procedures to maintain the integrity of these guidelines.

865.1(b) REPRODUCTION

Copyright laws protect against the unauthorized reproduction of printed matter or published works in all media formats. Violation of the copyright laws could place both the person responsible for the unauthorized reproduction and the institution in legal jeopardy. An exception known as "fair use" has been historically and legally recognized as an exception to the otherwise exclusive rights of the owner of copyrighted materials.

Whether reproduction without permission is permitted under the "fair use" doctrine requires a consideration of four factors:

1. The purpose and character of the use to be made of the copies, including a consideration of whether the use is of a commercial nature of for non-profit educational purposes;

2. The nature of the copyrighted work;

3. The amount and substantiality of the portion of the original work used in the reproduction; and

4. The effect of the use of the unauthorized reproduced material on the potential market for, or upon, the value of the copyrighted work.

There is an endless variety of situations and combinations of circumstances that would preclude a formulation of exact rules, and the above factors offer guidance to users of copyright material in determining whether the "fair use" doctrine may apply. To remedy the lack of exact rules, and in an effort to state the minimum application of "fair use" standards to copyrighted material in an educational context, guidelines have been created. These guidelines are the result of industry agreement on reproduction of book and periodical material and the use thereof in the classroom. The guidelines are not to be given the force of law, and have not been adopted as such, but are merely part of the official legislative history of the Copyright Act.

Under the guidelines, multiple copying for classroom use cannot exceed the number of students in the class, and the copies must meet tests of brevity, spontaneity, and remain within the parameters of limitations on copying (cumulative effect), and each copy must include a notice of copyright.

Brevity under the guidelines is arbitrarily defined depending upon the circumstances. If a poem is to be copied and that poem is less than 250 words and not printed on more than 2 pages, the entire poem can be copied. If a longer poem was to be copied, the excerpt cannot exceed 250 words. With respect to longer prose, a complete article, story or essay under 2,500 words may be copied, or if the material exceed 2,500 words, an excerpt of not more than 1,000 words or 10% of the work, whichever is less, may be copied, with a minimum copied amount of 500 words being allowed.

Spontaneity is defined as reproduction of copyrighted work at the insistence and inspiration of the individual teacher, thereby excluding requests by the institution, or anyone not directly teaching the class. The decision to use the work and the moment of its use for maximum teaching effectiveness must be so close in time as to make it unreasonable to expect a timely reply to any request for permission that might have been made. The spontaneity requirement effectively eliminates most copying of protected material in advance preparation for a class.

The cumulative effect limitation limits copying to only material for a particular course, and then for use only in the course for which they are copied. A total limitation of nine instances of multiple copying for one course during one class term is imposed. Only one complete item (poem, article, short story or essay) or two excerpts for longer articles, may be copied from the same author, and no more than three times may be taken from the came collective work or periodical volume during one class term. In addition, multiple copying may not be used as a substitute for the purchase of materials, nor may the copying be directed by a higher authority than the teacher, and the teacher may not be charged any more than the actual copying cost of the material.

All employees of the College shall conduct their activities on behalf of the College, including, but not limited to, research, teaching, or writing activities, in such a fashion as to meet and comply with existing copyright laws. Any employee who willfully, intentionally, or without good faith violates the copyright provisions shall be solely liable for all losses, damages, judgments, and costs of any nature that may be incurred as a result of said violation.

Employees wishing to use copies of material created by others are responsible for determining its copyright status and must obtain written permission from the copyright owner before using the material except when the "fair use" criteria stated above are met.

Following are examples of what does or does not constitute "fair use":

1. Fair use applies only to reproduction for such purposes as criticism, comment, news reporting, teaching, scholarship, or research;

2. Copying portions of a news article may be a fair use, but copying forma workbook designed for a course of study is not;

3. Photocopying or duplicating by an individual for his/her personal use, as long as it is a single copy of an article, short poem, or small portion of the work as a whole, is generally considered fair use;

4. Fair use allows teachers, acting on their own, to copy small portions of a work for the classroom, but does not allow the institution to do so;

5. Systematic duplication, whether making multiple copies at one time or single copies that in the aggregate add up to multiples, is not considered fair use;

6. If resulting economic loss to the copyright owner can be shown, even making a single copy of certain material may be a violation;

7. Copying shall not be used to create or replace or substitute for anthologies, compilations or collective works.

The Fair use doctrine only applies to reproduction or copies of copyrighted written materials. Exemption from copyright laws for the performance of copyrighted works in the educational setting are governed by other limitations.

865.1(c) SOFTWARE USE

The owners of copyrighted computer software programs generally have the same rights as owners of any other copyrighted material. Most areas of software use, and the application of that use to educational institutions, are vague. Although the "fair use" doctrine applies to the use of software, no guidelines similar to those for the reproduction of printed material have been promulgated. Generally, software programs contain a license agreement and it is prudent for educators to understand the licensing restrictions accompanying the programs and act accordingly.

Copies of software programs can be made in certain circumstances and in accordance with statutory-imposed limits. The 1980 amendment to the Copyright Act make it clear that the owner of a copy of a computer software program can make a backup copy of the program for archival purposes only. All archival copies are to be destroyed when possession of the program is no longer rightful. Copies of a software program may be sold or transferred only along with the software program from which the copies were made.

For Further Information on How to Secure Copyrights

Information about the Copyright Law (Title 17 of the United States Code), the method of securing copyright, and registration procedures may be obtained by writing to the Copyright Office, Library of Congress, Washington, DC 20559, 202/479-9100. Registration application forms may be ordered by calling the forms hotline at 202/707-9100. Reports on copyright facts found in the records of the Copyright Office may be obtained for a fee.

865.2 DESIGN

These projects, which must be initiated with the Director of Creative and Printing Services, may involve extensive custom design, review, revision, re-review, production, and finally printing, generally require four to six or more weeks. Very large projects may require several months or more for review and production. These projects, which must be initiated with the Director of Creative and Printing Services, will be assigned to a designer, who will work with the client to set up a realistic production schedule and follow through developing the piece on that schedule.

Before beginning such extensive design projects, instructors must have ready all text and available illustrations that may be included in the final pieces. Manuscript and accompanying disk, before being submitted for typesetting, must have been reviewed and approved by all individuals who ultimately will be included in the review loop. Standard procedure and sequence for this process is:

1. Instructor prepares manuscript;

2. Instructor secures approvals on final manuscript from all individuals who ultimately will pass approval on the final proof before printing;

3. Instructor merges all final changes into word processing file, saves as "text only" and provides both a double-spaced printout and a disk to Creative and Printing Services;

4. Creative and Printing Services designs the proposed piece, specifies and sets type from approved manuscript, supplied on disk;

5. Creative and Printing Services presents to instructor (if complexity of job warrants) a comp of proposed design for approval; after comp design is approved, no further alterations may be made;

6. Instructor proofreads comp against manuscript, correction only errors injected during data transfer or keystroking -- transpositions, typographical errors, dropped words or lines, etc. (Proofreading does not include revising or rewriting. The step must be completed at manuscript phase, before text is submitted for typesetting);

7. Creative and Printing Services corrects any errors, and provides revised proofs;

8. Instructor approves final proof;

9. Creative and Printing Services either prints or arranges to have printed the final products, and notifies instructor to pick up or arranges for delivery to instructor.

865.3 PHOTOCOPYING

To initiate a photocopy job, complete the top portion of a PRINTING/DUPLICATING REQUEST FORM, and submit it to Director of Creative and Printing Services, Room 1317, or the Creative and Printing Services mailbox on the 5th floor, 600 S. Michigan.

Submit to Creative and Printing Services all photocopy jobs that will result in 100 or more total copies. Normal turn-around time (non-peak periods) will be one to five days, depending upon demand. During peak periods at the beginning and end of each term, turn-around times may become as long as fifteen working days.

Submit photocopy jobs as far in advance as possible, to help alleviate peaks and valleys in demand, and to reduce buyouts during peak periods.

For large copy jobs (5000 to 30000) copies), or for reproductions of books or manuals, allow ten to twenty days minimum turn-around time. And if possible, submit these large jobs at non-peak times.

Convenience copiers are stationed in most departments. Use these sparingly. The high-speed copier in the Mailroom, 5th floor, 600 S. Michigan, is programmed with access codes available from department Chairs or administrative assistants. The Mailroom copier should be used only for short-rum emergency and after hours copying. Please do not use this as a substitute for Printing/Duplicating Requests.

All material to be reproduced (by you or by Creative and Printing Services) from copyrighted originals (nearly all printed items, including newspaper and magazine articles, as well as sections or chapters of books) require permission from the copyright owners. Instructions on the PRINTING/DUPLICATING REQUEST FORM clearly state what may and may not be reproduced without permission. You must secure necessary permissions and indicate that you have them, by signing the "copyright restriction: section of the PRINTING/DUPLICATING REQUEST FORM.

Dos and Don'ts

1. Do combine several copy jobs on the same request form if the number of copies desired from all originals is the same. Clip together sets of originals as you want them collated. Under "special instructions" on the request form, write "collate and corner staple in sets as clipped."

2. Do not combine single-sided and double-sided originals in the same job. Break them apart in sets and count them separately. Count double-sided originals as two originals each. Note this in "special instructions" and preferably with Post-Its on the originals.

3. Do not combine different size originals into one request for collated materials

4. Do, whenever possible, provide photocopies of book spreads rather than providing original books.

5. Do enlarge, reduce, or mask the copier glass when making masters of book spreads to eliminate large black borders around copied pages. Reproducing these large dark borders reduces copy quality and ultimately damages copiers.

6. Do not tape or paste anything to originals that are to run through auto document feeders. If you must do this. Photocopy the pasted-up page and provide that photocopy as the master for Printing Services to work from.

7. Do leave at least 3/8" margin around all sides of original pages. Information nearer edges of originals may not reproduce.

8. Do keep master sets, and each time you reorder, submit the master. Submitting a copied set degrades reproduction quality.

865.4 PICKUP/DELIVERY OF PRINTED AND COPIED MATERIALS

Any printed material produced outside the Columbia College Print Shop will be delivered to you. The customer must give Printing Services complete delivery instructions for a finished printing job when the job is initiated.

Any material printed at Columbia College, but requiring outside binding, will be delivered to you.

Jobs printed in-house but not requiring binding, and copy jobs, must be picked up by you. Pick-up hours (Print Shop, basement of 600 S. Michigan) are 8:30am - noon and 1:30pm - 5:30pm Monday through Friday. Holiday week hours: 8:30am - noon and 1:30pm - 4:30pm.

When a printing job is completed, the Director of Printing Services either 1) will call the phone extension you put on your print request, or 2) will send a copy of your request form stamped "completed" to your department. In both instances, you will be given a job number, job name, and printer's name. Refer to this information when you pick up your job from the print shop.

When a photocopy job is completed, the Work-Aid/Study student who copied your job will call the phone extension listed on the request, and give you the job number and printer's name. You will need both pieces of information to retrieve the completed work from the print shop. Whenever you pick up a photocopy job, sign and leave with the print shop the yellow copy of the PRINTING/DUPLICATING REQUEST FORM, as proof of delivery.

865.5 PRINTING/DUPLICATING

Creative and Printing Services prints pieces from materials produced within the department or from customer-provided camera- ready art.

All printing is initiated with a PRINTING/DUPLICATING REQUEST FORM. Complete the top portion of a request form and submit white, pink, and yellow copies with your materials to the Director of Printing Services, Room 1317, or leave the request and materials in the Printing Services mailbox on the 5th floor, 600 S. Michigan. (The gold copy of the print request is for your records.)

Allow as much lead time as possible for printing. Minimum time needed during normal load periods (middles of terms) is three to five working days (from furnished art). Custom designed pieces and very long print runs will require more time. Jobs that require folding, collating, stapling, or any other bindery operation, will require five to ten additional days. Heavy volume in the print shop at the start and end of each term may increase printing lead times to as much as fifteen working days.

If you must have a job printed in less time than is needed to product in-house, Printing Services will arrange to have your job printed outside, and billed against your department's printing budget. Outside printing generally costs considerably more than in-house printing, so to keep costs to a minimum for the college and your department, plan for ample lead times.

870 PURCHASING PROCEDURES

Like any other business, the College uses a purchase order system for buying equipment, supplies, and services. The College will not assume financial responsibility for any materials or equipment you may purchase without an approved purchase order, nor will the College reimburse you for materials, equipment, or services you purchase without an approved purchase order. See your department chairperson first if you need to purchase materials, supplies, or services for class use.

A PURCHASE ORDER/REQUEST FORM, signed by the department's chairperson, must be submitted to the Purchasing Department (room 403 in the Main Campus) 3 days in advance of when the P.O. is needed. Upon receipt of the PURCHASE ORDER/REQUEST FORM, the Purchasing Department will, in most cases, issue a signed purchase order within 72 hours. This purchase order may be used to purchase specified items. After purchasing the agreed-upon times, all invoices, bills, packing slips, and/or delivery tickets that you may receive must be submitted to the Accounts payable Department (Accounting Department) for processing and payment. The College maintains a good business relationship with its vendors by honoring its financial commitments promptly. It is important to remember that unless you submit the invoice, bill, or packing slip you receive, you supplier may never be paid for the materials you purchase. Materials, supplies, and services for classroom use are charged to your department's budget and must be part of the approved budget for the current fiscal year.

875 REGISTRATION

There are two periods of Student Registration each semester, Early Registration and Regular Registration. Faculty from each department serve as counselors to help students with the selection of courses within their field. Since College graduation and financial aid requirements are complex, you are urged to refer any registration- related questions of this nature to the appropriate administrative office. Schedule revisions are done during add/drop week, held the first week of each semester. Specific information will be made available from your department chairperson before each registration period.

880 ROOM ASSIGNMENTS

Room assignments for regularly-scheduled classes are assigned through the Provost/Executive Vice President's Office and are posted on College bulletin boards throughout the College's buildings on the first day of each semester. If there is a problem with your classroom assignment, contact the Assistant to the Provost/Executive Vice President. Requests for use of classrooms, studios, and lecture halls for seminars, meetings, or special class projects are also processed through this office. Assigned rooms may not be changed without prior approval from the Provost's office.

885 STUDENT HANDBOOK

It is recommended that all full-time faculty become familiar with the Columbia College Student Handbook (see copy included with this Handbook) which outlines students' rights and privileges and serves as a resource for information relation to student concerns. Additional copies of the Student Handbook are available through the Office of the Dean of Students or the Columbia College Library.

890 TELEPHONES

Telephone service or requests for repairs and voice mail are coordinated through the MIS Help Desk. Updated Columbia College Telephone Directories, instructional manuals, and Ameritech Telephone Directories are available through the mailroom. Special assistance in dialing long-distance or overseas calls can be directed to the Operator, dial "0."

It is expected that College telephones will be used for College business. Faculty are expected to reimburse the College for personal long-distance calls.

Payphones are located as follows:

891 CASH MACHINE

An ATM machine is located in the lobby of the 623 S. Wabash building, adjacent to the Hokin Annex.

895 TRAVEL ARRANGEMENTS

A Columbia College faculty member who wishes to travel to personal conferences, meetings, or seminars or to conduct other College-related business must first secure the permission of his/her chairperson to ensure that College funds are available to cover the cost of travel and related conference fees, etc. Once a faculty member's trip has been approved by his/her Chair, evidence of such approval must be submitted to the Provost/Executive Vice President's Office on a TRAVEL REQUEST FORM (see Appendix 915.12). Because airlines often extend significant discounts to customers who make their travel arrangements early, faculty are asked to submit their paperwork to the Provost's Office as far in advance as possible.

Plane/Train Reservations

Once the Provost's Office has received your TRAVEL REQUEST FORM, you may contact Columbia's travel agent directly to arrange an itinerary that both meets your needs and is economic for the College. The travel agent will contact the Provost's Office for authorization, and provided your paperwork is complete and the fare is the best available, your choice will be ticketed. Your ticket will be delivered to the Provost's Office prior to your trip, at which time you will be notified to collect it during regular business hours.

Conference Fees/Hotels/Cars

In most cases, hotel accommodations are part of your conference or seminar package and are arranged separately by you or within your department. Columbia's travel agent will also help you with these arrangements if you provide your personal credit card information. Upon return, faculty should complete a TRAVEL/ENTERTAINMENT REIMBURSEMENT FORM (see Appendix 915.3) available form the Director of Administrative Services for any business-related expenses incurred while away (please make special note: personal grooming services and entertainment expenses are not reimbursable). Be sure to attach receipts to the reimbursement form. The College will not reimburse any expense for which a receipt is not provided. Total the dollar amount due to be reimbursed to you. The Vice President of Finance may, on occasion, request written justification and/or further information concerning particular expenses incurred. TRAVEL/ENTERTAINMENT REIMBURSEMENT FORMS should be signed by your department chairperson and submitted to the Vice President of Finance with all related receipts attached. Reimbursement checks are prepared by the Accounting Office and are available for pick up from the Cashier approximately ten days later.

----------------------- [1] The guidelines were promulgated by a negotiating committee consisting of representatives of the industry and educators. Its recommendations, set out in brief form above, were submitted to Rep. Robert Kartenmeier, Chairman of the Subcommittee on Courts, Civil Liberties and the Administration of Justice, of the House Judiciary Committee, and made part of the Congressional Record in October 1981. Unlike the guidelines relating to "fair use" reproduction for classroom use, such inclusion in the Congressional Record does not include an endorsement by the House Committee that the guidelines are a reasonable interpretation of the minimum standards of educational use of otherwise copyright protected material. At least one court decision has declined to follow the guidelines for off-air broadcasting and instead applied the statutory "fair use" standard in deciding that taping and re-broadcasting of programs for use in nonprofit educational institutions did not constitute "fair use" where the programs were readily available from the owner for rent or lease, and where the allowance of an exception would substantially cut into the short term lease or rental markets for the programs.

[2] Certain groups declined to accept the guidelines, among them the Motion Picture Association of America (although significant member companies did assent to the guidelines) and the Association of Media Producers (a trade group representing procedures and distribution of educational media materials).