16 Sr. Administrative Assistant Support/Office Procedures

A. Typing and copying service:

1. Typing and copying services are available through the Nursing Program Senior Administrative Assistant. Materials to be typed must be submitted one (1) day in advance.  Quizzes, tests, and examinations need to be submitted one (1) week in advance.  When materials have been typed, the Nursing Program Senior Administrative Assistant will return them to the faculty member for proofing prior to printing.  Faculty need to proof and return tests as soon as possible.
2. All faculty-requested copy projects will require 1 week turnaround time. Copyright laws will be strictly enforced.  All requests are to be submitted via the Nursing Senior Administrative Assistant.
3. When revised course materials are due for future courses it is essential that they be turned in by the due date and saved electronically in the appropriate file share.

B. Room Scheduling:

1. Rooms are assigned for Nursing Courses when the Course Schedule is submitted for the Master Schedule. Room assignments are based on class size. To the extent possible, consideration is given to teaching team classroom preferences.
2. Classrooms in the Meyer Health Sciences Building are used for other college courses and for college meetings, workshops, etc.
3. Learning Labs scheduling is done through the Senior Administrative Assistant.
4. Additional room needs, i.e. early in the semester before clinical labs begin, resource hours, testing sessions, advising, etc., must be scheduled through the Nursing Division Senior Administrative Assistant

C. Communication:

1. Faculty mailboxes are located in MHS 259. Campus mail is delivered daily to faculty mailboxes.
2. Changes in faculty schedules, class, offices hours, etc., should be communicated to the Nursing Division Senior Administrative Assistant, so she may accurately respond to inquiries. She should also be notified if circumstances result in an altered schedule for the day, i.e. car trouble, illness, etc.

D. Record Keeping:

1. 1. Current Students’ Permanent Files:
      1. The permanent files for currently enrolled nursing students are housed in the vault.
      2. The permanent file contains admission materials, completed course performance evaluations, anecdotal notes, a summary of grades and correspondence/ communications.
   2. Current Students’ Resource Files:
      1. Resource files for current students are kept in a file cart in the vault for the first- and second-year classes.
      2. Contents of the resource file for each student include written assignments, test results and other communications.
   3. Student Progress Notes:
      1. Progress Notes are kept in an electronic file. The student may request a copy of their Progress Notes from an instructor at any time.
   4. Graduates and Former Students’ Files:
      1. Permanent records, i.e. transcripts are housed in the Office of the Registrar.
      2. Anecdotal Notes and Final Semester Evaluation Forms are filed in the vault for a period of seven (7) years after which they are destroyed.