Faculty: Faculty members who expect to be absent for any reason should notify the college by calling their service center, their department, or their supervising administrator. If none of these is available, the instructor should notify campus police. The absence should be posted for students. If a faculty member is absent from work, he/she must complete and return a Notice of Absence form. A form may be obtained from either the department, Academic Affairs, or Human Resources.

Classified Staff: Classified staff who are absent should call their supervisor. Staff members must complete a Notice of Absence form and submit it to their supervisor. Forms are available in the department or in Human Resources.

Faculty are responsible to submit accurate attendance and grading information for their classes.  The Admissions, Records and Enrollment Development Office prints attendance and grading guidelines, which are attached to all rosters/grade sheets.  Please review the printed guidelines and/or call 527-4780 if you have questions or need further assistance. Policies regarding grading are in the District Policy Manual and printed in the College Catalog.

The Purchasing Department maintains a daily Courier Service that connects the Santa Rosa campus, the Petaluma Campus, and the Public Safety Training Center at Two Rock.

The schedule is:
• 1:15 p.m. depart Bailey Hall
• 1:30 p.m. depart Plover Library
• 2:15 p.m. depart Petaluma Campus
• 2:50 p.m. depart Training Center
• 3:45 p.m. arrive Plover Library
• 4:00 p.m. arrive Bailey Hal

Phone numbers
District Police: 707-527-1000 or, (if no answer, dial 522-2770).
The answering service will contact the available officer(s) on duty and dispatch them to provide assistance.
If no answer, dial 911.

Whenever any college-related emergency occurs, medical or not, your first response should be to call the District Police at 527-1000 (ext. 1000 from college phones). By reporting all emergency incidents or student and staff injuries to the District Police immediately, you will not only help those individuals who need expert assistance, but you will also help the college avoid unnecessary lawsuits.

The District Police are directly linked to the countywide 911 emergency response system, so one call to 527-1000 will bring the appropriate emergency response to those needing assistance without delay. (Cell phones can also readily access 527-1000.)  You will soon find colorful fliers in your college mailboxes to post in visible locations as a reminder of this instruction.

When you call the District Police to report an incident, they will take your name and information about the location and nature of the emergency. This information will help the District Police determine the appropriate emergency response:

Medical Emergency

• An ambulance will be immediately dispatched by District Police.
• When an ambulance arrives within minutes of your call, the paramedics are well equipped to fully assess the situation, will provide needed treatment, and will determine whether transport to a hospital is needed.
• A conscious person has the right to refuse recommended ambulance transport if he or she chooses, and can elect alternative care.

Never attempt to respond to an incident by personally transporting a person needing medical services or allowing another person to do so.
Note: Student Health Services does not respond to medical incidents on SRJC campuses or sites.

Safety Emergency - In the event of a safety emergency, the District Police will contact the closest officer to the incident to quickly respond and assist.

Threat or Injury - If an incident involves an injury or threat to a student or another employee, call District Police immediately.

It is essential that you file an Incident Report immediately following any injury that occurs on District property or during a college-sponsored event. Incident Report forms are available in all First Aid Kits and department offices, and can also be obtained from Student Health Services. Incident Reports should be filled out on the day of any injury and sent to Student Health Services to initiate SRJC’s incident review

Preparing for an Emergency

It is important to be prepared for emergencies which may arise during the course of your teaching assignment. Improve your emergency IQ by planning ahead:
• Locate emergency instructions (on the SRJC flip chart in every classroom and department office), telephones for emergency use, first aid supplies, emergency or alternative exits, and colleagues in the area where you teach
• Keep your SRJC Emergency Services card handy
(available from Health Services)
• Form a plan for evacuation and communicate it to your students
• Take advantage of the CPR and First Aid training offered by Environmental Health & Safety.
• Review the Santa Rosa Junior College Emergency Preparedness Plan and the Crisis Intervention Manual for detailed and specific emergency procedures

Documenting an Emergency

Incident Reports: Incident Report Forms can be found in all first aid kits or can be obtained from Student Health Services. Any emergency situation should be documented on one of these forms. Students injured on campus may qualify for insurance benefits to cover medical costs, and can be referred to Student Health Services for assistance with this.

Evening Incidents: Report all incidents occurring in the evening to Academic Affairs (707-527-4687).

Work Related Injury: If you experience a work-related injury, your department chair or immediate supervisor must be notified immediately. A faculty member may go to campus Health Services during their regular hours to receive first aid and/or assessment, or may go to their own primary care physician or to any immediate care facility. After treatment, the injured person should go to Personnel to fill out the necessary Worker’s Compensation injury forms which must be completed within 24 hours after the injury. (Reminder: Worker’s Compensation covers not only our regular staff but also student workers, approved volunteers, and Health Sciences students). If you have any questions, call Human Resoures at 707-527-4688.

back to top

Location:
Bailey Hall, Information Desk/Switchboard

Phone:
Dial 0 when on campus; dial 707-527-4011 from off campus

Outgoing: Complete FAX request form and cover sheet located at the Information Desk, or bring your own. Submit forms and the document to be sent to the Information Desk. The District FAX machine may be used for District business only.

Incoming: Our FAX number is 707-527-4816. The Information Desk will notify you upon receipt of a FAX. Please remember to have your name and department included on incoming FAXes.

The policy regarding field trips can be found in the District Policy Manual Section 3.1.4g. Within the limitations of the budget, class field trips requested by instructors will be approved by the Vice-President for Academic Affairs, when, in his/her opinion, the educational program can thereby be enriched. All field trips must be for purposes directly related to the curriculum. These purposes are generally defined as educational experiences which cannot be duplicated on campus and are directly related to course content. Field trips outside of California require Board approval.

Student Responsibility: Students are responsible for work missed while participating in a field trip. Moreover, while it is hoped that there is a degree of cooperation, instructors are not obliged to provide make-up opportunities.

Notice: Notice of an impending field trip must be sent out to students’ other instructors at least two weeks prior to the trip. Such notice should include the name of the class, the instructor, and the date and duration of the field trip.

Supervision: The supervision responsibilities of an instructor in charge of a field trip extend through the entire trip, and are not confined to that portion of actual teaching.

Illegal Substances: The use, possession, sale or distribution of narcotics, alcohol, hallucinogenic drugs, or any poison on college property or at any college sponsored event is prohibited.

Vehicle Requests: For vehicle request information, see Maintenance listing.

back to top

Instructors are expected to maintain a complete and accurate record of student achievement (District Policy Manual Section 3.10).  Policies regarding grading are stated in the College Catalog and in the District Policy Manual.  For further questions or assistance, please contact the Admissions, Records and Enrollment Development Office at 527-4780.

To obtain a faculty or staff identification card you must go to Human Resources and show identification. Personnel will provide you with the appropriate card and send you to the Doyle Student Center Lounge to have your picture taken. The card is ready for immediate use. You need the card in order to borrow books from the library, to pay for your purchases with a check in the bookstore, and as identification for accounting. Identification cards can also be used to obtain theater, music and sports tickets and to have access to other campus activities.

The District maintains a key control system to ensure the safety and security of buildings and occupants. Ordinarily, classrooms are unlocked and locked by Facilities Operations staff. However, if you need a key to a specific area, the procedure is as follows:

Key Request: To obtain a key, fill out a Key Request form (available in most departments or from the Instructional Office). The department chair or program supervisor must approve the request and will then forward it to the appropriate Supervising Administrator for approval. Forms proceed to Facilities Operations for entering into the key control system. The key and the form are then sent to District Police. You will be notified by District Police when your key is ready to pick up at the District Police Department.

Return of Keys: Return keys you no longer need to District Police in the appropriate return envelope provided. The key will be forwarded to Facilities Operations to complete the key control system.

Locked Out: If you are locked out of a classroom or office, call the District Police at 524-1000 for assistance.

back to top

Most faculty on campus and at some off-campus locations are assigned mail boxes. Your mail box may be located in your department, in the service center, or in a central location. Please direct your incoming mail to your department. For those faculty for whom it is not convenient to pick up mail on campus, information can be sent to your home address. Notify Admissions and Records at 707-527-4780 if you are having problems receiving information in a timely manner.

The Purchasing Department manages a dual program for office supplies:
• Stores
• Stockless-Stores

Stores: Supply items that are housed in the warehouse on Campus for departmental use. These items consist of a variety of paper, envelopes and latex gloves. A detail listing of the items by stock number is available through the Purchasing Office. It can be sent either via e-mail or through the Campus mail.

Supply Requisition forms, used for ordering supplies, are available through the Accounting Office. All spaces are to be filled in on the form except the shaded areas. Then submit the form directly to the Warehouse. The Warehouse staff will fill in the quantity (Qty.) filled column and deliver the items to your department. The signed requisition is returned to the Purchasing Office where the Unit Price and Extended Price is filled in at the time the form is processed with the cost charges.

Stockless-stores: This program is for office supply items not carried in our warehouse and is currently under contract with Office Depot/Business Services Division (Office Depot/BSD) located in Rohnert Park. Order forms and catalogs may be obtained by contacting the Purchasing Office at 707-527-4422 or by calling Office Depot/BSD at 707-585-9229. All orders are to be faxed to the Customer Service Center listed on the requisition form and those entered before 2:00 p.m. will be delivered the following business day. If you need instructions on how to complete the order form you may contact the Purchasing Office, Office Depot/BSD, or obtain the instructional video from Media Services. Furniture, equipment, computer items, copier supplies and food service items may NOT be ordered under this program.

Receiving: It is the responsibility of the ordering department to check the shipment for accuracy, defects, or damage in a timely manner. All discrepancies must be reported to Office Depot/BSD within 30 days, and all packing lists must be signed and forwarded to the Accounting Office for payment. Please contact the Purchasing Office for return procedures, problems or questions.

back to top

Location:
District Police, Pedroncelli Center, 2032 Armory Drive, Santa Rosa
Petaluma Campus, Mahoney Library, Room 148

Phone: 707-524-1000

Parking is a major problem at the SRJC campus, particularly during morning hours. Both faculty and students are encouraged to share rides, walk, bicycle, or use public transportation to school. Parking permits and regulations are administered by the District Police. Parking permits are required Monday-Thursday 7 a.m. to 10 p.m. and Friday 7 a.m. to 5 p.m. Permits are not required on non-school days. Regulations are strictly enforced, 24 hours a day 7 days a week. Most faculty/staff lots are controlled by gates, although there are a few lots that are not controlled.

Faculty Parking Permits: Faculty or staff can go to District Police to purchase and pick up their parking permit. Payroll deduction is available to faculty teaching 60% or above and cost is $80.00 per year, or $40.00 per semester. (Deductions of $20.00 each will be made from four consecutive payroll checks.) Faculty Teaching 59% or less pay 1/2 the regular cost. Payroll deduction is not available to faculty teaching 59% or less. (Parking fees subject to change.)

Assignment of Spaces: Parking assignments are made on the basis of seniority (full-time), special needs and location of work. Once a faculty or staff member is assigned to a parking lot, their assignment is not changed unless requested. A memorandum is sent to all staff to give them an opportunity to request a change in parking location. As spaces are vacated, an attempt is made to accommodate requests for changes in parking prior to assigning spaces to new staff. There is no lot assignment at the Petaluma Campus.

Special Events, Guests, and Courtesy Permits: The District Police must be notified of all special events on campus, prior to the event, at which time courtesy parking permits can be provided. Any faculty member who will be having a guest may obtain a courtesy parking permit. Daily parking permits purchased from the parking machines are available to anyone.

Citations: Citations will be issued for all vehicles parked in violation of parking regulations. Citations are processed by contract with a private processing company. Persons wishing to contest a citation through Municipal Court must follow the procedure indicated on the citation. The District Police may recommend dismissal of a citation to the court, limited to the following six reasons:
1. had valid permit, not visible
2. parking permit machine or meter out of order (verified by District)
3. disability placard not displayed
4. permit lost or stolen (police report required)
5. Citing Officer’s error (as determined by Campus Police)
6. official guest of the College.

Disabled Parking: Persons who have a permanent or temporary physical disability, are eligible to apply for an disabled parking permit. Disabled parking permits can be obtained by contacting the Disability Resources Department at 707-527-4386.

back to top

Location:
Button Building, 1988 Armory Drive, Santa Rosa

Phone: 707-527-4416

Paycheck Distribution: Paychecks may be picked up at the Accounting Office, Bailey Hall Monday-Friday 8:00 a.m. to 5:00 p.m. (except summers when campus is usually closed on Fridays). Photo identification is required.

Petaluma Campus: Faculty and staff working at the Petaluma Campus may make arrangements to pick up their checks there.

Paychecks to Home Address: Faculty may request to have their checks mailed directly to their home address by notifying Payroll. Be sure that Payroll and Human Resources have your current address.

Authorizing Another Person to Pick up Your Check: If you wish to have another person pick up your check for you, they must have a photo identification and a signed authorization from you.

Automatic Deposit: All regular employees may have their checks automatically deposited with their bank. To initiate this service, go to Payroll and fill out a request form. You will be asked to attach a voided check. It takes one month to verify the account deposit, then your checks will automatically be sent to your bank. Hourly work, including overloads, overtime, retroactive adjustments are excluded (regular end of month checks only).

back to top

Depending on the department, SRJC provides instructional aides, laboratory aides and technicians, readers and other staff to support the instructional program.

Budgets for this support are established in the spring for the following academic year, so you will need to discuss your need for readers well in advance with your Department Chair or Program Director.

Office Location:
1990 Armory Drive, Santa Rosa

Phone: 707-527-4422

Responsibilities: The Purchasing Office handles all procurement, maintenance, construction, and consultant contract functions for the District, except Food Service and Bookstore. The Purchasing Office also manages the Stockless Stores program for office supplies, the Travel program, and Warehouse operations, which include receiving, shipping, and surplus inventory.

Forms
The following forms are processed by the Purchasing Office:
• Purchase Requisition (Purchase Order)
• Travel Requisition (Expense Claim)
• Mileage Claim
• Honorarium
• Supply Requisition
• Adult Readers
• Independent Contractors
• Maintenance, Construction, and Consultant Contracts

Purchasing Procedure

Approval: All Purchase Requests or requisitions are to be coordinated and approved within each department prior to submission to Purchasing for processing.

Budget: The budget supervisor must approve all expenditures, insure that the correct budget code is applied to the requisition, and insure that sufficient funds are available.

Item and Source: The source must be correctly identified on the requisition (complete address, telephone number and fax number) and the item(s) must have complete information (stock number, description, color, size, etc.). Some expenditures may require more than one price quotation and multiple sources may be required. Specific guidance may be obtained in your department or by contacting Purchasing.

Vendor (source): All information must be sent with the Purchase Request form to Purchasing. Accuracy is very important. Purchasing will be able to assist in source information if needed.

Quoting: The procedure of quoting products is required in certain instances. If you have obtained pricing information, please forward it with the Purchase Request to Purchasing. If you need information regarding quoting procedures, please contact Purchasing. (Refer to District policy and procedures regarding quotations.)

Additional Approvals: Purchases in the following categories must receive additional approvals prior to being submitted to Purchasing:
• Audio visual supplies and equipment: Media Services
• Reference books and subscriptions: Library
• Computer equipment: CAT Committee
• Food service: Dean

Receipt of Goods or Services: All items delivered must be verified in a timely manner, but no later than 30 days, to insure that the correct item(s) have been delivered. If there is any discrepancy, contact Purchasing immediately. If all items are received as ordered, sign the pink receiving copy, and send the signed copy to Accounting, so that the vendor will be paid.

Returns: Any item that is to be returned, must be coordinated with Purchasing and be properly documented. All returns must be made in a timely manner.

Surplus: In order to move an item into the surplus inventory in the warehouse the following steps must be performed:
• Prepare a detailed list of all items for surplus, in memo form, to be submitted to your Dean for review and approval.
• After Dean approval, the memo and list are to be submitted to the Purchasing Manager for approval before any item is moved to the Warehouse.
• Note: The warehouse has limited space and unfortunately cannot store items for departments.

Office Supplies: See listing for Office Supplies.

Furniture: Contact Purchasing Office.

Copy Machines: Contact Purchasing Office.

back to top

With prior departmental approval, employees may make minor purchases of supplies (limit $100) and obtain reimbursement. To obtain reimbursement for an item purchased, complete a Payment Request Form, attach receipts and submit to the Accounting Office.

Location:
Community Education, Community Services building
Phone: 707-527-4372

If you need to reserve a meeting room, conference area, or room for a function other then a class, you must reserve the room through Community Education. Call to check the availability of an appropriate space. Then send a Facility Request Form to Community Education stating the date, time, number of people, and facility desired. Community Education will reserve the room and confirm your reservation. Other meeting spaces are available in Maggini Hall, Lark Hall, or the Call Child Development Center. (Call service centers to reserve.) For Pedroncelli Center, call President’s office.

The SRJC Campus maintains Service Centers which provide support services to the departments. These services include secretarial/clerical support, computer terminals, copy machines, and messages. The service centers are as follows:

Bussman Hall: App. Tech, Electronics, Physics/Engineering
8:00 am - 5:00 pm
707-527-4622

Emeritus Hall: Behavioral Science, Philosophy, Humanities, Modern & Classical Languages, and Social Science
7:30 am - 4:00 pm
707-527-4426, 707-527-4228

Lark Service Center: Agriculture & Natural Resources
707-527-4408

Race Hall: Health Science
707-527-4271

Lounibos Center: Auto/Diesel Technology, Machine Technology, Welding
Monday - Friday · 8:30 am - 12:30 pm
707-527-4757

The Travel and Conference Policy is summarized in District Policy Manual Section 3.1.4j. The Board encourages faculty and staff to attend conferences and other professional activities off campus in order to,1) improve management skills, 2) promote improvement of instruction, 3) enhance professional growth, 4) keep abreast with changes in their field, or 5) to represent the District. Regular faculty, adjunct faculty, management and classified staff are eligible for Travel and Conference funds. Travel and Conference Guidelines are summarized below.

Submitting Requests: All staff requests for conference attendance and travel should be submitted on the Travel Request form at the earliest possible date. All conference attendance and travel must receive approval prior to actual attendance or travel.

Approval: All conference attendance and travel requests are submitted to the department chair or immediate supervisor. Conference/program announcements or a description of the activity must accompany the request. The department chair or immediate supervisor is responsible for checking the appropriate budget allocation. In addition, the department chair or immediate supervisor is responsible for approving the conference or travel activity, considering the following criteria:
a) sufficient and appropriate budget allocation, b) relevance to the individual’s role at the college and, c) effect on student or college activities. Conference attendance and travel requests are then submitted by the department chair or immediate supervisor to the appropriate Dean, Associate Dean, Assistant Dean, or Vice President for approval. All requests for out-of-state travel must be forwarded to the Superintendent/President for final approval. All requests for out-of-country travel require a two month lead time for Board approval.

All approved conference and travel requests must be submitted to Purchasing for encumbering of funds by the person authorizing the activity.

Funding: All departments should plan their budget to support their conference and travel needs. Individual instructors should project their conference and travel needs for the following academic year, and should request funds from their departments during the development of the annual budget. Departments and programs should attempt to honor those requests and include additional funds for unforeseen needs. In addition, instructors are encouraged to seek funds from other District budgets or other sources which provide support for conference attendance and travel tied to special projects.

Expense Advances: Travel expenses may include transportation (including mileage), registration fees, lodging, meals, and other miscellaneous expenses. Expense advances may be arranged to cover registration fees, transportation costs, and lodging reservations. A personal advance is available to defray “out of pocket” expenses. Expense advances are limited to 75% of the estimated total approved costs for travel exceeding $100. All requests for expense advances must be submitted at the time of the initial travel request.

Use of Personal Vehicle: The reimbursement rate for use of personal vehicles shall be at the rate per mile allowed by the Internal Revenue Service. Mileage should be calculated from the vehicle odometer.

Travel Reimbursement: Travel reimbursement policies are summarized in the District Policy Manual Section 5.8.4. A Travel Expense Claim must be submitted to the Accounting Office within 30 days following your return. Receipts are required for all expenditures except meals and mileage and must be turned in with the travel expense claim. Allow 8-10 working days for processing your claim. If you have questions regarding travel reimbursements, call Accounting at 707-527-4683.