Note: This document is still being revised and should not be considered authoritative. You may use it as a guide to policies past and present. Sections that have been updated and revised will always include a reference to the authoritative document for the relevant policies.

Note: Sources for this section are listed all together at this link but will be more closely integrated with Faculty Handbook text.

800 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           DISRUPTIVE STUDENTS

    820.3       EMERGENCY CLOSINGS

    820.4       EMERGENCY TELEPHONES

    820.5       FIRE ALARMS

    820.6       SECURITY

825          FIELD TRIPS AND OUTINGS

830          HAZARDOUS WASTE

835          IDENTIFICATION CARDS

840          MAIL/MAILROOM

845          OFFICE HOURS FOR ADMINISTRATIVE OFFICES

846          EMAIL, OASIS

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

866          ELECTRONIC RESOURCES

    866.1       WEBSITE

        866.1(a)  SCOPE AND PURPOSE

        866.1(b)  RESOURCES

            -   TEACHING AND LEARNING TECHNOLOGY

            -   WEB-RELATED TECHNICAL SUPPORT

            -   NON-WEB-RELATED TECHNICAL SUPPORT

            -   DEPARTMENTAL / UNIT SUPPORT

    866.2       RESPONSIBILITIES

        866.2(a)  WEBMASTER    

        866.2(b)  DEPARTMENTAL / UNIT WEBMASTER    

        866.2©    INFORMATION TECHNOLOGY DEPARTMENT

    866.3       PUBLISHING ON THE WEB

866.4       DISCLAIMER

866.5       STYLE AND DESIGN POLICY

866.6       ACCEPTABLE USE OF COMPUTING RESOURCES

866.7       WEB SITE TERMS AND CONDITIONS OF USE

866.7a     RESTRICTIONS AND RESERVATIONS

866.7b    DISCLAIMER

866.7c     LIMITATION OF LIABILITY

866.7d     DISCUSSION FORUMS/ BULLETIN BOARDS/

866.7e    LICENSE TO COLUMBIA COLLEGE CHICAGO

866.8        COMPUTER AND NETWORK USAGE POLICY

866.8a     INTRODUCTION AND PURPOSE

866.8b     DEFINITIONS

866.8c     RIGHTS AND RESPONSIBILITIES

866.8d     SPECIFIC PROHIBITIONS

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 from the Instructional Media Department.  Supplies are limited therefore you are urged to reserve A/V equipment 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 A/V equipment provided by these offices is for on-campus presentations, not production use.

Please note that the Instructional Media Department serves and operates only out of the buildings listed below. Please contact your department to obtain equipment for use in other buildings.

Name	Address	A/V Center
Alexandroff Center	600 S. Michigan	rm. 1204, x. 7313
Wabash Building	623 S. Wabash	rm. 105-B, x. 7550
Torco Building	624 S. Michigan	rm. 101, x. 7497
Congress Building	33 E. Congress	rm. 101, x.8126
11th Street	72 E. 11th St.	3rd fl. main office
Music Center	1014 S. Michigan	main office

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

Please note that the Audio-Visual Center requires a Faculty ID card to lend equipment.  Should a student pick up equipment for you, he/she must present his/her Student ID card.

The Library has an extensive collection of materials including films, videotapes, laserdiscs, sound recordings, slides, and CD-ROMs. ILLINET Online, the statewide, online public access catalog and resource sharing network, provides bibliographic access to the Columbia collection and to the collections of 45 academic libraries in Illinois.  Through several cooperative agreements and interlibrary loan services, the Library can provide materials not only from its own collection, but also from other libraries and information centers in Illinois, and throughout the country.  For more about the Library, please visit the Library's web page at this address: http://www.lib.colum.edu/library> http://www.lib.colum.edu/library

    Members of the Library staff are available to discuss your individual instructional or research needs. For

    information call 312/344-7306 or the Library Director's Office at 312/344-7125.

810    CLASS FEES

Fees are assigned to those particular classes 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 requiring 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 Associate Dean of your School.  It is important that you discuss these requirements for your course with your chair before it is scheduled. 

815    COMMENCEMENT

Your attendance is required at either or both Graduate and Undergraduate Commencement ceremonies, depending on whether you teach Graduate or Undergraduate classes, or both. 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 Alexandroff Center/ 600 S. Michigan near the Museum of Contemporary Photography.  Faculty robes for Undergraduate Commencement are ordered by the Provost’s office. Faculty robes for Graduate Commencement are ordered by the Office of the  Graduate School.

820    EMERGENCIES

    820.1       ACCIDENTS/ILLNESSES

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

Name	Address
Alexandroff Center	600 S. Michigan	x. 7111
Wabash Building	623 S. Wabash	x. 7555
Torco Building	624 S. Michigan	x. 7666
Congress Building	33 E. Congress	x. 8888
11th Street	72 E. 11th St.	x. 6112
Music Center	1014 S. Michigan	x. 6222
1104 S. Michigan	1104 S. Michigan	x. 6888
Dance Center	1306 S. Michigan	x. 8326
Theater / Film Annex	1415 S. Wabash	x. 6666
Residence Hall	731 S. Plymouth	x. 6804

or contact the switchboard (dial “0”):  8am – 6pm Monday through Friday.

Red emergency phones or black call boxes are located on all floors in each building.  These phones or call boxes, which connect you directly to the building’s security station, are to be used for emergencies only (for locations, please see 820.4 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 the Office of the Director of Administrative Services, room 403A in the Alexandroff Center/ 600 S.Michigan.  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, bandages, Bactine, etc., are available at all security guard stations in each building for small cuts, scrapes, etc.  At the Alexandroff Center/ 600 S. Michigan, first-aid supplies are available through the Administrative Services’ Office, Room 512, the 8^th floor film cage, and the 10^th floor photography darkroom cage.  At the Wabash Campus, first-aid supplies are available through the security officer on the 1^st floor, through the 3^rd floor offices, and the 6^th floor photography studio.  At the Dance Center, first-aid supplies are available through the main office.

820.2       Procedures for Responding to Student Misconduct Issues

Please see Section IV of the Guidelines for Responding to Student Emergencies and Behavioral Issues in the College Community in the Section 900: Appendices for procedures for responding to student misconduct issues.

   

    820.3       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 chair as soon as possible so that arrangements can be made for a substitute to teach your class.

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 due to an emergency condition other than severe weather, announcements of such closing will be broadcast on the radio and television stations listed above.

    820.4       EMERGENCY TELEPHONES

Red emergency wall phones or black emergency call boxes are located in each building on all floors. These phones or call boxes are connected directly to the building’s security guard station.  The guard stations’ emergency numbers can be found in Section 820.6.

    820.5       FIRE ALARMS

Each campus is equipped with sophisticated heat detecting alarm system.  All of the campus buildings’ fire alarms will sound a loud buzzing throughout the building on a continuous ring.  When you hear 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:

• 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.
  
  
• A Floor Marshall is assigned to each floor of each building 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.
  
  
• Never attempt to use the elevators during an emergency.
  
  
• If smoke is present, stay near the floor where the air will be less toxic.
  
  
• 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 exit 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.
  
  
• Remain outside until you are notified 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.

      820.6       SECURITY

  Security guards are on duty in the lobbies of all campuses at all times the buildings are open.  Please refer to the following table:

  Name	Address
  Alexandroff Center	600 S. Michigan	x. 7111
  Wabash Building	623 S. Wabash	x. 7555
  Torco Building	624 S. Michigan	x. 7666
  Congress Building	33 E. Congress	x. 8888
  11th Street	72 E. 11th St.	x. 6112
  Music Center	1014 S. Michigan	x. 6222
  1104 S. Michigan	1104 S. Michigan	x. 6888
  Dance Center	1306 S. Michigan	x. 8326
  Theater / Film Annex	1415 S. Wabash	x. 6666
  Residence Hall	731 S. Plymouth	x. 6804

  Monday through Friday, 9am – 5pm report all security incidents to the Director of Security, ext. 7595 or the Director of Administrative Services, ext. 7729 in the Alexandroff Center/ 600 S. Michigan

  After 5pm and on Saturday report security incidents directly to the guard on duty

  Red emergency phones or black emergency call boxes are located on most floors in each building.  These phones connect you directly to the building’s security station.

  The metropolitan emergency number for fire, police, paramedics, etc., is “911.”  (Remember todial “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 department chair, 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 Appendices) may be obtained from your department secretary.  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, 11^th Street Theater, Hokin Center, or Ferguson Auditorium, please inform your department assistant and/or leave a note on your classroom door stating where you are.

  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 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 from Human Resources.  Please bring this application with you to obtain your card in the Records Office. The cards are required to collect payroll checks, to check materials out of the library, and are also needed to secure audio/visual equipment.

  840    MAIL/MAILROOM

  Faculty have individual mailboxes in their respective department offices.  Check your mailbox frequently for important communiqués, including class lists, newsletters, telephone messages, grade deadlines, memos, etc.

  Postage expenses are charged to your department’s budget. College postage may be used for college-related business only.  Outgoing mail relating to College business may be brought to the outgoing mail bin in your department.    When doing a large mailing, the permission of your department chair is required.  A MAILROOM REQUEST FORM (see Appendices) 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. 

  The Columbia College mailroom does not sell stamps or money orders.  The College mailroom is located in Room 508 in the Alexandroff Center/ 600 S. Michigan.  For additional information or further clarification of mailroom policies, call ext. 7239.

  The mail chutes in the campus buildings DO NOT always function. If you have personal outgoing mail, you may drop it in the mailboxes on the main floor of the buildings.

  845    OFFICE HOURS FOR ADMINISTRATIVE OFFICES

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

  Hours for summer and vacation breaks are posted in each building and/or may be obtained from the receptionist window on the 5^th floor of the Alexandroff Center/ 600 S. Michigan.

  846    EMAIL, OASIS

  While under construction,  please  contact Rebecca Courington or Bernadette McMahon. You can also go to the link OASIS Help - Faculty

  850    OFFICE SUPPLIES

  Office supplies are charged to your department’s budget. In most cases, your department assistant can procure for you general office supplies (pens, pencils, message pads, staplers, paper clips, folders, typewriter or computer supplies, etc.) The permission of your department chair is required when ordering a large quantity of supplies for special projects.

  855    PAYROLL

  Columbia College Chicago 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 5^th floor of the Alexandroff Center/ 600 S. Michigan building or in your department (see your department for details). Direct Deposit stubs will be in your department.  Contact the Human Resources 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.  If you would like the current rate, please contact Human Resources.  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 where 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) available 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 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 Executive Vice President’s 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

  The Creative and Printing Services Office provides faculty and staff with several services:

• Concept, design, and production of print, web, video, PowerPoint, signage, etc.
  
  
• Purchasing of printing for department-designed pieces or instructor-provided camera-ready or digital files;
  
  
• Large quantity photocopying of materials provided by the instructor.
  
  

  Please note that a Print Request, Ad Request or Signage Request Forms must be filled out for every job request. Please call extensions 7400 or 7759 for more information.

      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 nonprofit 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 authorizes 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 nonprofit 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]:

• These guidelines were developed to apply only to off-air recording by nonprofit educational institutions.
  
  

  A broadcast program may be recorded off-air simultaneously with broadcast transmissions (including simultaneous cable transmission) and retained by a nonprofit educational institution for a period not to exceed the first 45 consecutive calendar days after the 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.guidelines does not assure nonliability[3].  The consensus of the negotiating committee, which promulgated the guidelines, was that[4]:

  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[5].  The consensus of the negotiating committee, which promulgated the guidelines, was that[6]:

• These guidelines were developed to apply only to off-air recording by nonprofit educational institutions.
  
  

  A broadcast program may be recorded off-air simultaneously with broadcast transmissions (including simultaneous cable transmission) and retained by a nonprofit educational institution for a period not to exceed the first 45 consecutive calendar days after the 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.guidelines does not assure nonliability[7].  The consensus of the negotiating committee, which promulgated the guidelines, was that[8]:

• These guidelines were developed to apply only to off-air recording by nonprofit educational institutions.
  
  
• A broadcast program may be recorded off-air simultaneously with broadcast transmissions (including simultaneous cable transmission) and retained by a nonprofit educational institution for a period not to exceed the first 45 consecutive calendar days after the 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.
  
  
• 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.
  
  
• 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.
  
  
• 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.
  
  
• 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.
  
  
• 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.
  
  
• All copies of off-air recordings must include the copyright notice on the broadcast program as recorded.
  
  
• 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:

• 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 nonprofit educational purposes;
  
  
• The nature of the copyrighted work;
  
  
• The amount and substantiality of the portion of the original work used in the reproduction;
  
  
• 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 copyrighted 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 exceeds 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 same 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”:

• Fair use applies only to reproduction for such purposes as criticism, comment, news reporting, teaching, scholarship, or research;
  
  
• Copying portions of a news article may be a fair use, but copying form a workbook designed for a course of study is not;
  
  
• 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;
  
  
• 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;
  
  
• 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;
  
  
• If resulting economic loss to the copyright owner can be shown, even making a single copy of certain material may be a violation;
  
  
• 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 the 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:

• Instructor prepares manuscript;
  
  
• Instructor secures approvals on final manuscriptfrom all individuals who ultimately will pass approval on the final proof before printing;
  
  
• 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;
  
  
• Creative and Printing Services designs the proposed piece, specifies and sets type from approved manuscript, supplied on disk;
  
  
• 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;
  
  
• Instructor proofreads comp against manuscript, corrects 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);
  
  
• Creative and Printing Services corrects any errors, and provides revised proofs;
  
  
• Instructor approves final proof;
  
  
• 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 the Production Coodinator, Room 1317, or the Creative and Printing Services mailbox on the 5^th floor, Alexandroff Center/ 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 24 hours, depending upon demand.  During peak periods at the beginning and end of each term, turn-around times may be two working days.

  Submit photocopy jobs as far in advance as possible, to help alleviate peaks and valleys in demand.

  For large copy jobs (5000 to 30000 copies) or for reproductions of books or manuals, allow two to three 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, 5^th 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-run 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 of chapters of books) require permission from the copyright owners.  Instructions on the PRINTING/DUPLICATING REQUEST FORM (See Appendices) 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

• 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.”
  
  
• 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.
  
  
• Do not combine different size originals into one request for collated materials
  
  
• Do, whenever possible, provide photocopies of book spreads rather than providing original books.
  
  
• 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.
  
  
• 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.
  
  
• Do leave at least 3/8” margin around all sides of original pages.  Information nearer edges of originals may not reproduce.
  
  
• 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 Creative and Printing Services complete delivery instructions for a finished printing job when the job is initiated.

  All printed material will be delivered to you. The customer must give Creative and Printing Services complete delivery instructions on the Print Request Form (street address and room number).

      865.5       PRINTING/DUPLICATING

  Creative and Printing Services prints pieces from materials produced within the department or from customer-provided camera-ready art or digital 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 Printing Services, Room 1317, or leave the request and materials in the Creative and Printing Services mailbox on the 5^th floor, Alexandroff Center/ 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.

  866    ELECTRONIC RESOURCES

      866.1      WEBSITE

          866.1(a)SCOPE AND PURPOSE

• To support the mission of Columbia College Chicago by providing Internet users with good quality, well presented, and current information on the College, and by facilitating and enhancing the teaching and learning experience at Columbia which includes providing its faculty, staff and (eventually) students with Internet research and publishing skills.
  
  
• Content provided should consider several audiences including potential students, Columbia College Chicago undergraduate and graduate students, alumni, full-time and part-time faculty and staff, as well as the general Internet community.
  
  

          866.1(b) RESOURCES

  Policies regarding the use of the College website exist. Please contact the department listed for the following types of issues (where available, the URL for standard policy and procedure for each entity is listed):

  - TEACHING AND LEARNING TECHNOLOGY: Director of Center for Instructional Technology

              - WEB-RELATED TECHNICAL SUPPORT: Webmaster

              - NON-WEB-RELATED TECHNICAL SUPPORT: IT

              - DEPARTMENTAL / UNIT SUPPORT: Departmental/Unit Webmaster

      866.2      RESPONSIBILITIES

          866.2(a)WEBMASTER    

  The Webmaster is responsible for the development, management and on-going technical maintenance of documents published on the website.  Centralized web development and technical maintenance are two discrete functions.  Therefore, the Webmaster coordinates astaff whose responsibilities include:  supervising day-to-day operations of the site, maintaining quality and consistency of site appearance, publishing HTML documents provided by Departmental / Unit Webmasters, functioning as liaison to Departmental / Unit Webmasters, and providing avenues for Internet training and support to faculty, staff, and administrators.  The Webmaster reports to the Associate Provost.   These responsibilities enumerated above do not include review of information content unless a complaint is brought to the attention of the Webmaster.  In such a case, the policies set forth in the “Columbia College Chicago Computer and Network Usage Policy” shall obtain.

          866.2(b)DEPARTMENTAL / UNIT WEBMASTER    

  Departmental / Unit webmasters are any members of the College community who develop content for the website.  They are designated as such by their department or program head and must sign an agreement before they can publish files.  These agreements are filed with the Webmaster.  The Departmental / Unit webmasters are responsible for the integrity and the accuracy of their information.  A standard disclaimer must be included with any published document.

          866.2(c)INFORMATION TECHNOLOGY DEPARTMENT

  Technical management of the computer network and website is the responsibility of the Information Technology Department (IT).  IT maintains browser applications for all users and an internal webserver.

  866.3     PUBLISHING ON THE WEB

      For information please contact IT or Matt McClintock.

  866.4     DISCLAIMER

      For information please contact IT or Matt McClintock.

   

  866.5     STYLE AND DESIGN POLICY

  A variety of templates are available from Creative and Printing Services for use in designing web pages. Please keep in mind the following guidelines as you prepare materials for the College website:

•     All undergraduate and graduate departments and programs, as well as all administrative units, should use these templates to display their information, announcements, and other documents on the College website.  This includes departmental homepages, course listings, and faculty information. 
  
  
•     Creative work, such as web galleries and multimedia works of art, may use a different style, but should be clearly identified as being part of Columbia's web presence by employing our logo and links to the Columbia College Chicago homepage. 
  
  
•     These templates may be modified only within certain boundaries, as outlined by our Webmaster team.
  
  
•     The templates facilitate future changes and updates to your website information.
  
  

  These new guidelines will help to provide a consistent format and design and serve to further connect all of the constituencies to the College.

   

  866.6      ACCEPTABLE USE OF COMPUTING RESOURCES

• The website exists on the College-wide computer network.
  
  
• The conditions in the documents entitled “Website Terms and Conditions of Use” and the “Computer and Network Usage Policy” are operable for the website.
  
  
• The conditions in the documents entitled “Computer and Network Usage Policy” is operable for the College-wide network since it is an integral part of our shared resources, and misuse of the system (i.e., loading illegal software, spreading viruses, altering network settings, etc.) by one user can have unintended, wide-ranging consequences for the system and its users.
  
  

  866.7      WEBSITE TERMS AND CONDITIONS OF USE

  866.7(a) RESTRICTIONS AND RESERVATIONS

  WWW.COLUM.EDU is owned and operated by Columbia College Chicago and contains information which is posted and maintained by the Columbia College Computer and Web Site Steering Committee.  The information contained herein is “official information” as that phrase is defined in the Columbia College Chicago Computer and Network Usage Policy. WWW.COLUM.EDU and the Columbia College Chicago Computer and Network Usage Policy page are the only electronic sites at which official information can be found.  Users may not modify, copy, reproduce, republish, upload, post, transmit, or distribute in any way any material from WWW.COLUM.EDU including code and software. Users may download material from WWW.COLUM.EDU for personal, non-commercial use only.

  866.7(b)     DISCLAIMER

  Columbia College Chicago has provided links and pointers to Internet sites maintained by third parties, including sites controlled or operated by Columbia College Chicago employees acting in their individual capacities and not as agents of, or within the scope of their employment by Columbia College Chicago.  Neither Columbia College Chicago, its trustees, officers, agents, or employees operate nor control in any respect any information, products, of services on these third-party sites.  The materials the third party sites are provided “as is” and without warranties of any kind either expressed or implied.  To the fullest extent permissible pursuant to applicable law and with respect to Internet sites maintained by third parties, Columbia College Chicago disclaims all warranties, expressed or implied, including but not limited to, implied warranties of merchantability and fitness for a particular purpose.  Columbia College Chicago does not warrant or make any representations regarding the use or results of any information or materials contained in third party sites in terms of their correctness, accuracy, timeliness, reliability, or otherwise.

  866.7(c) LIMITATION OF LIABILITY

  Under no circumstances, including but not limited to negligence, shall Columbia College Chicago, its trustees, officers, agents, or employees be liable for any direct, indirect, incidental, special, or consequential damages that result from the use of, or the inability to use the information contained in any third party site accessed from WWW.COLUM.EDU.  All users specifically acknowledge and agree that Columbia College Chicago is not liable for any defamatory, offensive, or illegal conduct of any third party.  If you are dissatisfied with any information addressed via WWW.COLUM.EDU, or with any of the terms and conditions stated herein, your sole and exclusive remedy is to discontinue using WWW.COLUM.EDU.

  866.7(d) DISCUSSION FORUMS/BULLETIN BOARDS

  WWW.COLUM.EDU may include discussion forums and chat rooms, which allow feedback between users and Columbia College Chicago via the Webmaster.  Except for information posted to the discussion forums by the Webmaster, Columbia College Chicago does not control the messages, information, or files delivered to discussion forums.  Columbia College Chicago neither accepts nor assumes any obligation to monitor the discussion forums.  It is a condition of your use of the bulletin boards and this website that you do not:

  1.        Restrict or inhibit any other user from using and enjoying the discussion forums.

  2.        Post or transmit any unlawful, threatening, abusive, libelous, or defamatory information of any kind, including without limitation any transmissions constituting or encouraging conduct that would violate any local, state, national, or international law.

  3.        Knowingly post or transmit any information, software, or other materials which violates or infringes upon the rights of others, including material which is an invasion of privacy or publicity rights or which is protected by copyright, trademark, or other proprietary right, or derivative works with respect thereto, without first obtaining permission from the owner or right holder.

  4.        Knowingly post or transmit any information, software, or other material, which contains a virus or other harmful component.

  5.        Post, transmit or in any way exploit any information, software or other material for commercial purposes, of which contains advertising.

  866.7(e)     LICENSE TO COLUMBIA COLLEGE CHICAGO

  By posting messages, uploading files, inputting data, or engaging in any form of communication through the bulletin boards, you are granting Columbia College Chicago a royalty-free perpetual, non-exclusive, unrestricted, worldwide license to (1) use, copy, sublicense, adapt, transmit, publicly perform, or display any such communication, and (2) sublicense to third parties the unrestricted right to exercise any of the foregoing rights granted with respect to the communication.

  This agreement shall be governed by and construed in accordance with the laws of Illinois without giving effect to any principles or conflicts of law.  If any provisions of this agreement shall be unlawful, void, or for any reason unenforceable, then that provision shall be deemed severable from this agreement and shall not affect the validity and enforceability of any remaining provisions.

  866.8      COMPUTER AND NETWORK USAGE POLICY

  866.8(a)INTRODUCTION AND PURPOSE

  OFFICIAL POLICY:  THE EDUCOM CODE:

  This document constitutes Columbia College Chicago’s official policy regarding the use of College computer and network resources.  Columbia College Chicago adopts and adheres to theEDUCOM Code with respect to Software and Intellectual rights.  The code states:

  Respect for intellectual labor and creativity is vital to academic discourse and enterprise.  This principle applies to works of all authors and publishers in all media.  It encompasses respect for the right to acknowledgment, right to privacy, and right to determine the form, manner, and terms of publication and distribution.

  Because electronic information is volatile and easily reproduced, respect for the work and personal expression of others is especially critical in computer environments.  Violations of authorial integrity, including plagiarism, invasion of privacy, unauthorized access, and trade secret and copyright violations, may be grounds for sanctions against members of the academic community.

  USAGE IN GENERAL:

  Access to Columbia College computer and network resources imposes certain responsibilities and obligations and is granted subject to College policies, and local, state, and federal laws.  Computer and network resource use should always be legal, ethical, reflect academic honesty and community standards, and show restraint in the consumption of shared resources.  It should demonstrate respect for intellectual property; ownership of data; system security mechanisms and individual rights to privacy; and to freedom from intimidation, harassment, and annoyance.  Appropriate us use of Columbia College computer and network resources includes instruction, independent study, research, community service, and official work of the offices, units, recognized student and campus organizations, and agencies of the College.  While Columbia College does not prohibit the use of College computer and network resources for private endeavors (in accordance with the policies outlined below), private usage must never hinder or burden the appropriate uses outlined above.

  OVERSIGHT:

  The Columbia College Webmaster Team will have primary responsibility for implementing this policy.  Except as provided below, neither the Webmaster Team nor Columbia College will assume nor accept any responsibility or obligation to monitor, approve, or regulate the content of data, files, or communications stored, created, or communicated using Columbia College computer and network resources.  Instead, the Columbia College computer and network resources shall be available as a limited public forum computerized bulletin board, subject to only minimal regulation by Columbia College designed to ensure access by authorized users.

  866.8(b)DEFINITIONS

  AUTHORIZED USE:

  Authorized use of Columbia College-owned computer and network resources is use which is consistent with the education, research, and service mission of the College.  Such use includes instruction, independent study, research, community service, communications with professional colleagues, and official business of individual departments or units.  The term “authorized use” does not preclude use of computer and network resources for private endeavors, provided such endeavors do not violate this policy or burden the uses outlined above.  The College reserves the right to extend, limit, restrict, or deny privileges and access to its computing resources.

  AUTHORIZED USERS:

  Authorized users of Columbia College-owned computer and network resources are (1) current faculty, staff, administrators, and students of the college (hereinafter, the “Columbia College Community”) and (2) any other individual, group, or business entity granted permission by an individual department chair or unit director responsible for the particular computer or network resources, provided such use is otherwise in compliance with this policy and does not unduly interfere with use by current faculty, staff, administrators, or students.

  COMPUTER AND NETWORK RESOURCE:

  Computer and network resources include all electronic data storage, retrieval, and communication apparatus owned by Columbia College Chicago, including hardware and software.  For purposes of this policy, computer and network resources also include all electronic databases made accessible via Columbia College but owned by other entities.  These databases include online services to which Columbia College subscribes on behalf of and for the benefit of the Columbia College Community.

  OFFICIAL INFORMATION:

  Official information is communication concerning Columbia College rules, regulations, and policies posted to Columbia College’s Web Page by the Columbia College Webmaster Team.  Only official information shall be legally binding on the College or represent official Columbia College policy.  No other information contained or found in Columbia College computer and network resources shall constitute official information.

  866.8(c)RIGHTS AND RESPONSIBILITIES

  IN GENERAL:

  Each person exercising the privilege of using Columbia College computer and network resources accepts certain implied obligations necessarily imposed so that all authorized users may equally enjoy the privileges made available to each individual authorized user.  Users are expected to accept limitations or restrictions on computing resources, (storage space, bandwidth, time limits, etc.).  Such restrictions are designed to ensure fair access for all users.  The failure to meet the obligations imposed by this policy may result in revocation of the privilege to use Columbia College computer and network resources.

  PRIVACY:

  Each user of Columbia College computer and network resources is entitled to a reasonable expectation of privacy.  Except when the Columbia College Webmaster Team has probable cause to believe a particular use violates local, state, or federal law, the College shall not seize or inspect data files, or communications made by authorized users or impose disciplinary action upon authorized users based upon the content of any electronic data, file, or communication maintained by an authorized user. Authorized users should be aware, however, that local, state, or federal law may provide access to any or all data, files or communications stored, received, created, or communicated via Columbia College computer and network resources, as in the case of the issuance of a subpoena duces tecum on behalf of any party to litigation, including Columbia College. In such instance, the data, files or communication may be used by any party, including Columbia College as defendant, as allowed by law.

  ACADEMIC FREEDOM OF SPEECH:

  Columbia College establishes its computer and network resources as “limited public forums,” This means that, except as stated below, authorized users may not be censured based upon, or otherwise limited in, the content of data, files, or communication stored, received, or communicated via Columbia College computer and network resources provided such information is related to authorized used as defined herein.

  ILLEGAL SPEECH:

  Except for Official Information, Columbia College exercises no editorial control over the content information created or published via Columbia College computer and network resources. Except for Official Information, the content of information created or published via Columbia College computer and network resources shall be the sole and exclusive responsibility of the author of such information.  Nevertheless, when it is brought to the attention of the Columbia College Webmaster Team that a user is using Columbia College computer and network resources in violation of this policy or local, state, or federal law, the Webmaster Team will screen problems and direct them to appropriate existing administrative bodies for resolution.

  INTELLECTUAL PROPERTY RIGHTS:

  All users must comply with local, state, and federal laws regarding ownership of intellectual property.  Although Columbia College accepts no responsibility or obligation to regulate, approve, or otherwise exercise editorial control over non-official information published via its computer or network resources, the College reserves the right to remove material from its computer or network resources when such material is in violation of local, state, or federal intellectual property rights.

  866.8(d)SPECIFIC PROHIBITIONS

      HARASSMENT:

  No user may use Columbia College computer and network resources to harass any other person. For purposes of this policy, harassment shall include, (1) using the computer and network resources with the intent to annoy, terrify, intimidate, or threaten another person, (2) using the computer and network resources with the intent to repeatedly communicate with another person (except via listserv to which the other person voluntarily subscribes) after that person has informed the user to no longer contact him or her, or (3) using the computer and network resources to disrupt or damage official College functions. When it is brought to the attention of the Columbia College Webmaster that a user is violating the prohibition against harassment, the Webmaster will screen problems and direct them to appropriate existing administrative bodies for resolution.

  COMMERCIAL USE:

  No user may use Columbia College computer and network resources for private commercial gain.

  MISREPRESENTATION:

  No users who creates and maintains an individual web page using Columbia College computer and network resources may represent the information contained therein as Official Information nor may such user represent that he or she is acting on behalf of Columbia College.

  VIOLATIONS OF COPYRIGHT:

  No user may use, publish, copy or store copyrighted material via Columbia College computer and network resources without the permission of the copyright owner.

  SANCTIONS:

  Upon notice and determination that an authorized user has violated this policy, the Columbia College Webmaster Team may take such actions that will prevent future violations by directing them to appropriate existing administrative bodies for resolution.

  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 chair first if you need to purchase materials, supplies, or services for class use.

  A PURCHASE ORDER/REQUEST FORM, signed by the department chair, must be submitted to the Purchasing Department (room 403 in the Alexandroff Center/ 600 S. Michigan) 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 items, 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, your 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 chair before each registration period.

  880    ROOM ASSIGNMENTS

  Room assignments for regularly-scheduled classes are assigned through the 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 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 Executive Vice President’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 related 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:

  Location	Floor
  600 S. Michigan	Basement/TTD
  	1st Floor
  	12th Floor
  	1st Floor/Ven
  	15th Floor
  624 S. Michigan	11th Floor
  	6th Floor
  	1st Floor
  	1st Floor/TDD
  1415 S. Wabash	1st Floor
  33 E. Congress	3rd Floor
  623 S. Wabash	1st Floor/Sec
  	1st Floor/TDD
  	1st Floor/Ven
  	4th Floor
  	9th Floor
  72 E. 11th Street	Ground Floor
  4730 N. Sheridan	Ground Floor
  1016 S. Michgan	3rd Floor 19 Pay Phones

  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 department chair 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 department chair, evidence of such approval must be submitted to the 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 Executive Vice President’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 from 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 chair 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.

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