Part-Time Affiliate Faculty

Getting Acclimated to Your Department and Asking for Help from Administrative Assistants

Your department’s Administrative Assistant can help you in many ways:

• Help you get acquainted with the College community and where to go for what and to whom.
• Copying class materials - Each instructor must complete a form for all copying jobs that are submitted to Central Duplicating.  Your Administrative Assistant can instruct you on how to complete these forms or may even do this for you. Turnaround time is two to three days.  While this oftentimes seems impractical, it is less expensive for departments to use Central Duplicating than locally placed copy machines.  Try and plan ahead for classroom materials that you might need that could be copied in advance.
• • Rush jobs can be accomplished if a machine in the building is available for use and if the job is not too large.  Sometimes Central Duplicating is able to accommodate rush requests; however, it is strongly recommended that you do not wait until the last minute to get your copying done, especially for exams and syllabi. You never know when a copy machine might be out of order when you need it, and running around at the last minute to get documents copied is no picnic. Take advantage of Blackboard and upload as many documents as you can to your course sight, and instruct students to download copies.  If they need to bring the item to class, instruct them to do so.  This will save a lot of copying on your behalf
  • When you want to make your own copies, your Loyola ID Card serves as your copy card (departments also have department copy cards as well).  Either of these may be used in copy machines throughout the College campus.  If you are teaching at either the Timonium or Columbia Campus, you can also use your Loyola ID card to make copies.  
    
• Obtaining copyright permission.  The College respects copyrights.  If the material that you want copied is copyright protected, please ask your Department Administrative Assistant how to obtain permission to copy the material through the Copyright Clearance Center website: http://www.copyright.com/. The Department Chair must approve this expense.  In most cases, copyright charges are passed on to the students.  Beware of sending materials to Central Duplicating that might be copyright protected.  They will not duplicate them. 
• Typing of Class Materials.  Your department’s Administrative Assistant can type class materials for you.  The turnaround time will vary according to their individual workload and the rules under which your department operates.  Many part-time affiliate faculty members prefer to program their own materials on their personal computers.
• Reserving and Obtaining AV Equipment.  Overhead projectors are provided in every classroom and most classrooms are equipped with permanent TV/VCRs.  In addition, most classrooms are technology ready with computer facilities, Internet access, document cameras, screens and projectors.  It is a very good idea to check your room before class starts and be sure you know what equipment is there and how it works.

In the event that your classroom lacks equipment that you need to teach, your Administrative Assistant can help you obtain this equipment. You can also call the AV Department directly to reserve your equipment.  The number is 410-617-5555 (CHECK THIS!!! - option 1).  If you are teaching at either Columbia or Timonium, the receptionist can also help you.

While your department’s Administrative Assistant can be a valuable resource for you, College policy has determined that it is not appropriate to ask your Administrative Assistant to perform any of the following tasks: proctor exams (request another member of the faculty to do this, if you are unable), record grades or deliver grade sheets to the Records Office, hand out graded work to students, make trips to the library (During the fall and spring semesters, work study students are available to go to the library and to pick up items that you have reserved.  Please give at least a day’s notice so that this task can be worked into the student’s schedule.), or do a faculty member’s personal work.