III. Helping Instructors, Prepare -> Teach -> Finish

Prepare

The Instructional Support Team helps the academic community prepare for the start of the term. For example, we manage classroom logistics, obtain course assets, and happily answer "Where can..." and "How to do..." questions.

Teach

The Instructional Support Team assists the academic community in various ways throughout the term. For example, we procure assorted materials, produce and copy documents, and help plan academic events such as block weeks, residencies/intensives, defensives, and capstones. 

Finish

The Instructional Support Team helps the academic community wrap up the term. For example we can secure space for final exams, and collaborate when student grades should be changed. 

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Prepare

• Books for Instructors
  Instructional Support can order books for instructors that will be used during the course. Please make sure you are giving our team enough time (1-2 weeks in advance) to order your books so that you can have them before the first day of class. 
  
  When completing the online form, please include the following details in the description field:
  - Complete title of the book
  - First and last name of the author
  - ISBN 
  - Specific date when you need the book
  - Shipping Address (with recipient phone number) 
  - (Optional) Link to the book
  
  Important Note: The book expenses will be applied to your Program's budget. Please ensure you have acquired approval to order the books before submitting the request. Desk copies can also be acquired for free from the publisher but can take up to 3 weeks to receive.  
  

• Books for Students
  Instructors are required to input book ISBNs into the Canvas textbook tool to create a course book list in the system. This should be completed before student registration periods, or as early as possible during registration periods. Students will be able to see the list and obtain their books – either on their own or via the Columbia University (CU) Bookstore.

  The CU Bookstore normally obtains the list from Canvas to stock copies on their shelves. Given that the data feed hasn't been functioning optimally since the transition into the new Canvas system, the textbook supervisor strongly recommends that you email the bookstore directly, or submit your order online if you want to ensure they stock-specific books for your course. Please find the bookstore contact information below.
  
  [e-mail]
  [phone]

  In general, the CU Bookstore will order an amount based on historical algorithms. (Usually half the total number of students that are enrolled for the course.) The CU Bookstore may also stock “special” books (out of print, etc.) so the students can buy them there.

  Depending upon how quickly the books are needed orders can be rushed via 2nd Day Air. Otherwise, traditionally it takes 1 to 2 weeks for the books to be ordered and stocked. CU Bookstore really encourages instructors to enter the books into the system as soon as the list is confirmed.
  

• Classroom and Building Access
  Buildings and offices are generally locked during off-business hours. For example, Lewisohn Hall 502 and 504 Office Suites are unlocked between 9:00 am - 5:00 pm, Monday through Friday. Instructional Support will reach out to Columbia University (CU) Public Safety and request you have (CU ID) swipe access to enter the offices and buildings. Please be sure to submit swipe access requests 3 days in advance due to the fact that this is a compound process. Anything submitted on the day prior to when the access is needed will not be programmed as the process takes on average 72 hours for the access to be fully granted.
  **When completing the online form, please include the following details in the description field:
  - Why do you need the swipe access
  - The 9 digit "Card Number" on the back of your CU ID card
  - Your UNI
  
  Important Note: When you use your ID card for the first time to access a location, you will be required to swipe the card twice. This is only for the first time. 
  
  You will also have automatic access to the SPS Student Lounge which is located on the second floor of Lewisohn Hall.
  

• Course Packs/Harvard Business Review (HBR)
  Instructional Support can create course packs on your behalf. Our team will create a link with the articles requested for students to download, and for instructors to distribute/post to Canvas. 
  
  **When completing the online form, please include the following details in the description field:
  - Article Titles
  - Author Names
  - When you need the course pack/link by
  
  Important Note: Each course pack/link has a set expiration date of 6 months, so they will need to be renewed each semester. You must submit a new request each semester for your course pack even if you wish to use the same one.

• Copyright Licenses/Fair Use
  Instructional Support can assist you in researching how to obtain Copyrights for certain articles, books, and more. For more information on Copyright Laws and Fair Use Policies, please visit the link below. 
  
  https://copyright.columbia.edu/basics.html

• Other General Items

  Instructional Support can also help prepare you for the semester by purchasing or getting you access to the following items. 
  
  - Subscriptions and Memberships
  - Newspapers, Journals, Online Advertising Fees
  - Registrations for Conferences or Seminars
  - Software
  
  Important Note: Any expenses will be applied to your Program's budget. Please ensure you have acquired approval (from your program administrator) for any paid items before submitting the request. Should you not have the approval at the time of the request, our team will reach out to your Program budget approver via the ticket submitted.

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Teach

The Instructional Support Team assists the faculty in various ways throughout the term. For example, we procure assorted materials, produce and print documents, and help plan and coordinate academic events.

• Academic Events
  Instructional Support helps plan, organize, and provide in person and or online event assistance for any academic event such as block weeks, residencies/intensives, defensives, etc. This also includes events that occur on or off-campus. For more information regarding in-person event support, please take a look at our FAQ center section here. (link to be added)
  
  

• Materials
  Instructional Support orders supplies required for academic purposes. Frequently requested materials such as the following items are kept in stock. However, you're encouraged to submit requests for typical items at least one week prior to a deadline:
     a. Blue Books
     b. Chalk
     c. Clickers
     d. Dongles
     e. Flip Charts
     f.  Markers
     g. Name Tags
     h. Tent Cards
  
  For large, unique or special orders, please submit your request at least two weeks prior to a deadline. The extra time helps ensure the materials are in-stock, ordered and delivered often via a third-party such as Staples or Amazon.
  
  If you're an instructor: Please make sure your program administrator or director has approved the order (for their budget purposes).
  
  If you're an administrator: Please check with your faculty at the beginning of and throughout the term to ensure they've submitted their requests for course materials via our online helpdesk.
   

• Printing and Scanning
  Instructional Support offers assistance with your printing and scanning needs. Generally, we prefer to receive scanning or print requests one week in advance of a deadline. Documents that need to be printed should be attached to your ticket as PDFs. Items that need to be scanned should also be provided to us in advance.

  If the print request is a large or special order (e.g., multiple copies of a document that is more than 50 pages; color copies; or special orders that include bounded documents and unique paper/card stock), then we prefer to receive those requests 2 weeks in advance of the deadline. We may be required to work with the Columbia University Print Services office.
  
  If the scan request is too large or falls under Copyright infringement, we will not be able to complete your request.  Please check the Columbia University Fair Use Policy before submitting your request. 

  https://copyright.columbia.edu/basics/fair-use.html 
  
  Important Note: Fees are incurred when orders are submitted to the CU Print Services office. However, we will obtain and forward estimates to the requester and Program Representative for review and approval before we submit the final order.

   

• Proctoring Exams
  Instructional Support team members does not proctor exams.

  Faculty members are required to proctor their own in‐class exams. If your course has a Teaching Assistant, that person may assist you in proctoring exams if his/her class schedule permits, but (s)he may not substitute for the faculty member.

  Faculty members may not ask students who are not officially assigned as student officers to assist in proctoring exams, or to perform other administrative work associated with the course.

  If you have any questions or comments regarding this policy please contact representatives of the SPS Faculty Affairs team at, [e-mail].
   

• Space Requests
  Instructional Support will help identify space for academic purposes. An important caveat is that there is a limited amount of meeting and workspace space available throughout the School. All space requests should be placed at a minimum one week in advance. The advance notice helps us prioritize and provide excellent support to the SPS academic programs and administrative business units. We greatly appreciate your flexibility and assistance as we research options. Fairly common space requests consist of asking for space for the following:  
  • Office Hours
  • Ad hoc meetings with students, faculty, and or staff
  • Program events
  • Class relocations
  • Breakout room requests 

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Finish

The Instructional Support Team helps the faculty wrap up the term.

• Change Grades
  Instructional Support can adjust grades that have already been submitted into SSOL.
  
• Obtain Evaluation Results
  Administrators looking for help with student evaluation results can reach out to Instructional Support, who can alert the OSAT team to provide with one-off requests for evaluations if not currently available in the Faculty Assessment Program Folder.
• Space (Final Exams)
  When a final exam is scheduled to take place outside of the standard class time, Instructional Support will investigate options to secure a relevant location. An important caveat is that there is a limited amount of classroom space available throughout the School. We greatly appreciate your flexibility and assistance as we research options.