New Hire Faculty Procedure

New Hire Faculty Procedure

Once the interviewing is complete and a pool is established, the Dept. Chair will advise the SOC the Associate instructor’s name, course and section # he/she will be teaching. The SOC will get the following information regarding the new instructor from the Dept. Chair:

1. 
   Full first, middle and last name
   
2. 
   Address
   
3. 
   Phone numbers(s) including cell phone number
   
4. 
   Date of Birth
   
5. 
   Social Security Number
   
6. 
   Email address
   

Once all of the above information is obtained, the SOC fills out an Associate Faculty Datatel Entry form (below). Hardcopy of forms signed by Department and Division Chair to Laurel Kinley.

HR will advise the SOC once they’ve entered the info into Datatel. SOC Prepares a 67% contract (below) using ‘Informed Filler’ for the new instructor, ensuring to choose NEW HIRE in the category box.

Send the Contract to the Division Chair electronically in Informed Filler. The Division Chair will review and sign the contract, send it to wvchrm (Laurel Kinley) cc the SOC.

PREPARE AN INSTRUCTOR LOAD SHEET

SOC

1. 
   WV Portal – Work order to IS requesting access. Include faculty name, datatel number, term.
   
2. 
   Angel – Assign the instructor to the class in datatel. Access is automatic after WV Portal access. Allow 24 hours after class is assigned to the instructor.
   
3. 
   Keys - Work order to Facilities requesting a key for each room the Instructor will be teaching.
   

• 
  Village and NWP - 2X key
  
• 
  Department Associate Faculty office key. Work order to facilities.
  
• 
  LA/SS Division Office & classrooms – Work order to facilities. Instructor to obtain smart ID Badge (programmable chip, serial number, bar code) from A&R
  
• 
  Fox classrooms - email Sandra Carter to request a specific classroom
  

4. 
   Email - Work order to IS requesting an email address.
   
5. 
   WebCRD – Create online duplicating account. Email request to Chung Lai with Instructor name, division and department.
   
6. 
   Physical mailbox
   
7. 
   Copier code
   

EMAIL TO NEW FACULTY.

New Hire,

 

Getting started at West Valley College.

• 
  WVCPortal : Your username is your West Valley ID number& your password is your birthday in the format mmddyy.
  

• 
  Email: [e-mail], Email password: I will email your password when the account set up is complete.
  

• 
  Keys: Sign out your Village classroom 2X key and Associate Faculty office xx key at facilities. You will need an ID.
  
• 
  ID Badge: Obtain a smart ID Badge (with bar code and chip) at Admissions & Records for access to the LA/SS building. The window is on the right when you walk in. Faculty can go to the front of the line. It is very busy during the first week of school so try to get there before classes start.
  
• 
  Physical Mailbox: LA/SS Division Office.
  
• 
  A/V: Training call 408-741-2032 to make an appointment.
  
• 
  Duplicating/Printing: Use WV Printing Services for student handouts. Printing Services is located in the Writing Center behind the Library. You can place your order in person or online. WebCRD is your online account. Instructions to use WebCRD are on the West Valley Website. From the homepage > Faculty & Staff /Resources > Services > OnlinePrintCenter.
  

WebCRD UserID: first_last Password: changeme

• 
  Copier Code: xxxx The copy machine in the LA/SS Office is for small jobs only and has a limit of 300 copies per semester.
  

 Support Numbers

• 
  General questions contact your SOC 408-741-2019.
  
• 
  Procedural questions about access to your class on WVCPortal contact your Department Chair name 408-741-xxxx, [e-mail].
  
• 
  Technical issues with WVCPortal call IS Helpdesk 408-741-2696.
  
• 
  Technical issues with Angel call Lisa Kaaz 408-741-2623.
  
• 
  A/V issues during class call 408-741-2032 if no answer call Scott Ludwig’s cell 408-210-0429.
  
• 
  Printing services questions contact Chung Lai [e-mail] 408-741-4151 or 2033 xt 1
  

First Day Roster: will be available on the WVCPortal, accessible on westvalley.edu, on Sunday.  Logon instructions are on the first page.  Once you sign in on the left margin you will find “Faculty Class Information”, click on that and then select “1^st Day Roster w/ Add Code..” .  Once you select the term you will be able to select the class and then print out the roster.  Each of you has a cap of 42 students so you may add up to that number if you are not already filled.  Ideally we would like each class to have 38 students by census date which should be listed at the top of your roster. 

Add Code: In order to add a student you simply give the student an add code from your roster, write down the student’s name and tell him/her to add on WVCPortal. [ Optional: I tell mine if they don’t add by the next class meeting I’m giving the number to someone else, of course if the class isn’t that full I am more flexible.  Use your own judgment.]  No students will be added after census.

Census Roster: Census rosters are also on the WVCPortal as are early progress Alerts and grade forms.

Textbooks: Place an order for your textbooks with the WV Bookstore in person or over the phone [phone]. The section number is required to place the order.

The first day is extremely busy. To ensure that your class runs smoothly verify the functionality of your passwords, keys, computer, printing service and A/V equipment prior to the first day of class. Keep the support service numbers handy in case of emergency.

Have a great semester!
End email.

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Lynn Kelly Social Science