Faculty Center – Ready for Fall 2013

As the start of the fall semester approaches, now is a good time to look into the CUNYfirst Faculty Center and make sure your classes are listed correctly in the system. During the semester, you won’t need to login to CUNYfirst for too many reasons related to your teaching (unless you use CUNYfirst to email your class), other than for submitting attendance and grade information. But even before you’re required to login to submit attendance, why not take a moment now to check that everything is ready for the fall semester? It’s easy.

You can log into CUNYfirst from the login menu in the upper right corner of the QC homepage:
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Or you can point your browser to this link, https://home.cunyfirst.cuny.edu,
which will take you directly to the CUNYfirst login page.
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If you don’t have a CUNYfirst account yet, you will need to claim your account by clicking on the First time users link.
If you are having problems claiming or accessing your CUNYfirst account, the best source of support is the Help Desk (718-997-4444, help@qc.cuny.edu).
Once you are in the system, navigate to the Faculty Center by choosing HR/Campus Solutions from the Enterprise Menu. Then, choose Self Service/Faculty Center.
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The Faculty Center is where you can get your class rosters, check your class schedules, and enter textbook information. Later in the semester (after the third week of classes), you will use the Faculty Center to access and submit Verification of Attendance and Grade Rosters.

my-schedule

1. Choose my schedule to check your scheduled room and meeting times for your courses. If any of this information is incorrect, if any of the courses you’re teaching are missing, or if you’re incorrectly listed as an instructor for a course you don’t teach, contact the person responsible for scheduling in your department right away. Errors in this information have many negative consequences for attendance verification, for grade submission, and even for the teaching evaluations you receive from students at the end of the semester.

2. While viewing your schedule, click on each course number to see full details for a course. Verify that your Instruction Mode (also called “Mode of Instruction” in other CUNYfirst modules, like the public schedule of classes) is correctly identified for your course(s).

courses-instruction-mode

What is Instruction Mode?

CUNY has defined categories to identify how courses are taught. Properly identifying instruction mode for a course in CUNYfirst provides students with a clear understanding of the extent to which technology is used in a course, including whether scheduled face-to-face time is replaced by online work. Each of your courses should be identified using one of the following codes:

  • Online. More than 80% of scheduled class meetings are replaced with online activities or virtual meetings. (Some departments use the Fully Online classification for this category of course, which should be used only for courses that don’t require any in-person meetings, not even for exams or office hours.)
  • Hybrid (Blended). Between 20% and 80% of scheduled class meetings are replaced with online activities or virtual meetings. (Some departments use the Partially Online classification for this category of course, but the classification Hybrid is a little more precise, because it specifies that some class meetings are replaced.)
  • Web-Enhanced. No scheduled class meetings are replaced, but some of the course content and assignments, as well as required or optional activities, are online. If your course is completely in person, but you require your students to submit assignments through Blackboard, to set up and maintain a blog, to collaborate in a wiki, etc., your class should be designated as web-enhanced.
  •  In-Person. No course content or assignments delivered online.

Instruction Mode is assigned at the department level. If your course is not accurately coded, please consult with your department chair or with the person who enters your department schedule into CUNYfirst. To quickly access a list of online, hybrid, or web-enhanced courses at Queens College, visit http://courses.qc.cuny.edu, click on the Schedule tab, and select the mode of instruction you’d like to see.

3.    Enter your Textbook information for each course. State and federal laws in effect for several years now require CUNY to provide pricing information for textbooks and other course materials. CUNYfirst is the way we collect and display this information.

To add a textbook to a class, choose my textbooks from the Faculty Center.

my-textbook

Enter your textbook information. If you have not assigned textbooks to a class, check No textbooks assigned to class.

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If you have more than one textbook assigned to your class, click the + to add other textbooks or course materials.

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(*Note that if you are using the same textbook for multiple sections, or using a textbook from a previous semester, you can copy the information from one section to another. Click the copy textbooks icon, and follow the prompts to search for your textbook information from other sections or from previous semesters.)

So that’s all it takes to check that everything is in order in CUNYfirst. Here is a summary:
1.    Log in and browse to the Faculty Center
2.    Check that your course information is correct: course number, room, schedule, instruction mode.
3.    Add your textbook information, if it’s not already there.
Now that you’ve read to the end of this tech tip and checked out your courses in CUNYfirst, print this handy flowchart for future reference. You’re now a CUNYfirst faculty center expert – please share with your colleagues and have a great start to your fall 2013 semester.

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Why should I email my class from CUNYfirst?

CUNYfirst is used to perform two important tasks for a class:

But did you know that CUNYfirst can also be used to send notifications to your students by email? In some situations, emailing your class from CUNYfirst can be easier and more effective than other means. Emailing through CUNYfirst gives you quick access to a comma-delimited list of your students’ emails, which you can use to send email using your preferred email client. And the CUNYfirst emailing interface allows you to  customize the subject header (somewhat possible in Blackboard) and add recipients who are not in your class (impossible in Blackboard).

Here’s how to use CUNYfirst to email your class:

From the Faculty Center, browse to my schedule and select a class. This will take you to the class roster page for that class, which contains a table listing all enrolled students. You will see a checkbox for each student in the second column, to select or unselect students.

Scroll to the bottom of the class roster page, where you will find two buttons:

  • Use notify selected students to send an email to a subset of the class.
  • Use notify all students to email the entire class (without having to select them all).

The emails used are the emails of record in CUNYfirst. You will be able to see whether they are Queens College emails, emails from the student’s previous institution, or personal email addresses.

By default, CUNYfirst sends the email to you and as a BCC to your students. This ensures you get a copy of the communication, and prevents students from using “reply all” and inadvertently emailing everyone in the class.

If you prefer to be in full control of the email (maybe you want to attach a file, or use special formatting), just copy the email addresses and use them in your preferred email client:  Click notify all students, find the BCC box listing all your students’ emails, select all emails (ctrl+A) and copy (ctrl+C).

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Taking attendance

In life, only two things are certain: death and taxes.

In teaching at Queens, two acts are an absolute must for faculty: producing attendance rosters at the beginning of the semester and producing grades at the end. Both of these acts are performed using CUNYfirst. We leave grades for a future post, focusing now—at the beginning of a new semester—on attendance.

First, let’s justify taking attendance. You teach college, so your students are adults and they’re paying to be in your class. You may think that taking attendance is “mothering” your students, that it may even discourage responsibility. We find just the opposite: taking attendance regularly encourages students to come to class regularly, by signaling to them that their presence is important to you. Also, taking attendance regularly, especially at the beginning of the semester, is a great way to learn your students’ names and to help students recognize and get to know each other.

If these reasons don’t persuade you to start taking attendance, consider this: if you don’t take attendance regularly during the first three weeks of class, and you don’t submit a Verification of Attendance Roster, you are jeopardizing your students’ financial aid and your negligence could result in serious fines for Queens College.

Verification of Attendance Rosters are submitted using CUNYfirst, after the third week of the semester (or equivalent, for shorter semesters in the summer and winter sessions). You will receive Queens College email early in the semester, announcing the period for submitting attendance rosters, and what you need to produce is simple: confirm whether each of your students has attended class at least once.

  • Step-by-step instructions for using the CUNYfirst system to submit attendance rosters are here.
  • The CUNY-wide policy on verification of student attendance is here.

There are probably as many ways to keep a class-by-class record of attendance as there are preferences for organizing any other aspect of a class. Here are some suggestions, most of them pretty low-tech:

Paper-and-pencil method (so familiar, that we hardly need to describe it!): Get a list of your students from CUNYfirst or Blackboard, and use it to make a table with your class meeting dates. A paper print-out is good enough, or you may find it comforting to use a notebook. A downside of this familiar methodology: you will have to collate your records manually to produce your verification of attendance roster or to perform any analyses of attendance records.

Passing around an attendance sign-in sheet: This method works well with large classes, for which reading a complete roster aloud would take up too much in-class time. Make a table with your students’ names and add a space for their signature. Print the sign-in sheet and ask students to pass it around during class.

Using your laptop or other device: Paper-free teaching enthusiasts will want to try taking attendance electronically. One tactic is to type directly into an Excel spreadsheet. Another is to use an app designed just for taking attendance. One we have used is Attendance (for iOS; reviewed here and here). Yet another is to use a Google Form to create an attendance survey, as described here.

Using clickers: If your class happens to use audience-response devices (“clickers”), you could use them to take attendance, but you may want to think carefully about how to incorporate the attendance task into your clicker routines, so you don’t give students the wrong impression. Rather than an “Are you here?” question, try an easy warm-up question that’s related to the topic of the class session, and use that as your attendance check.

A final note: per CUNY policy, attendance can’t be used as a factor to determine course grades, and you’re not required to take attendance beyond week three. But this doesn’t mean you can’t incorporate attendance-taking into tasks that produce in-class participation points. We will discuss these in a future post.