Beginning of Semester Reminders

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With classes starting, here are a few reminders about procedures that impact our students’ success, safety, and welfare:

Student Schedules. Many of you will be working with students this week to make adjustments to their class schedules or register for classes.

1. If the student is already registered for classes and needs to adjust his/her class schedule, use the Add-Drop Form. Be sure to advise students of class add/drop and refund procedures:

  • Students have 5 business days after the semester starts to drop 16-week classes and receive a 100% refund. Refunds for dropping classes on other schedules will be pro-rated based on the 16-week class refund schedule. For example, students have 2 business days to drop 8-week classes and receive a 100% refund. No partial refunds are available after these deadlines. Please refer to the Important Dates that are distributed by the Academic Records Office.
  • To add or drop classes, students take a completed Add/Drop Form to the Academic Records Office in the NTC Room 108 or Room 110.

2. If you are advising a student who is just now enrolling in classes and has not been pre-registered, use the Enrollment Form located on EagleOnline/Student Info/Student Forms and Publications and follow the Article Student Advising Procedures for Registering Current Students in Classes.

3. Please send students to the appropriate Chair or Lead Instructor, not to individual class instructors, to request approval of the following class schedule exceptions:

  • Overloading class capacities
  • Waiving class pre-requisites and/or co-requisites
  • Approval of class schedule conflicts


Student Safety. Remind students of safety requirements and procedures every day to prevent accidents.


Classroom Management

  • Lock classrooms, labs, and shops when you aren’t present. Students can’t be left unattended in college facilities due to potential injuries and loss of equipment. Lack of supervision is the most frequent cause of accidents and then of colleges and instructors being sued.
  • Energy efficiency: Budgets are tight. We can save a lot of money if we turn off lights when leaving our offices and classrooms and turn off equipment when leaving for the day and/or weekend.
  • Remember that tobacco is not allowed in STC buildings. Tobacco use is permitted only in designated areas. Don’t allow students to chew tobacco in classrooms, labs, and shops. Open spit cups left in trash cans present a health hazard and can make a mess.
  • Food is not allowed in labs or shops during class due to OSHA regulations.
  • Beverages in closed containers are allowed in classrooms, labs, and shops.


Accident and Injury Procedures.

  • Report all accidents to Human Resources and complete an Accident on State Property Form. See Article Accident Reports.
  • The Accident Reporting Procedure includes detailed information about what to do in case of an accident and/or injury.
  • Both the procedure and the form are located on the EagleOnline Employee Info tab under Forms and Procedures/General Information.


Class Schedule or Location Changes.

  • If you need to relocate your class or change the meeting days and/or times, please notify the Registrar. She will update the schedule in our CARS computer system so we can locate students in case of emergency.
  • Remember that after a class has started, class meeting days and/or times can be changed only if 1) all students in the class agree to the change and 2) the new schedule meets the required number of contact hours listed on the class syllabus.


Class Lists.

  • Please take and note class attendance in Moodle each day through the last day to receive a 100% refund for dropping a 16-week class. Contact Information Technology if you need assistance with Moodle class lists.
  • Soon after the beginning of the semester, Academic Records staff will run the No-Show Report in Moodle to identify which students have not shown up for classes and process them out of those classes.
  • Thanks for your attention to the details of tracking student attendance. It’s very important due to the impact on student financial aid.


Student Retention and Reporting.

  • Early identification and intervention with students who are having academic, job readiness, and/or attendance issues increase the likelihood that they will make improvements and stay in school at STC.
  • Be sure to review and use the STC Assistance Pyramid and Student Reporting Procedure located on the EagleOnline Faculty tab under Forms and Publications/General Information or see Article Referrals.
  • So that advisors and counselors can focus their attention on students who really need it, use your judgement about applying the Student Reporting Procedure, especially early in the semester. For example:
  • A student misses two days of class the first week of school giving him/her and Attendance Percentage of 50%. You refer the student. He/she is now consistently attending class and the Attendance Percentage is increasing. Don’t refer him/her again just because the Attendance Percentage has not yet increased back to 85%. If the student’s attendance starts to slip again, then refer the student again.
  • A student gets a C on the first test in your class. You refer the student. He/she is now doing well on course work and his/her Academic Grade is trending upward. Don’t refer him/her again just because the Academic Grade has not yet increased to a B. If the student’s grades start to slip again, then refer the student again.
  • If a student who never shows up for a semester contacts you and tells you he/she won’t return, the No-Show-Non-Return Form & Procedure is located on the EagleOnline Faculty tab under Forms and Publications/Student Forms.
  • If a student drops out of the college after starting a semester tells you he/she is leaving the college, the Withdrawal from the College Form and Procedure is located on the EagleOnline Faculty tab under Forms and Publications/Student Forms.


Out-of-Class Activities Requirements.

  • When a group of students miss other classes due to an out-of-class activity, it can have a significant impact on the students’ ability to complete class requirements. This is especially true for 1) general education lecture classes that cover new material everyday, 2) 8-week classes, and 3) classes that meet only on Tuesdays and Thursdays.
  • When instructors are notified with enough lead time that most or all of their students will miss a class session, they may be able to revise their class plans of instruction to minimize the impact on their students.
  • Follow the Out-of-Class Activities Requirements located on the EagleOnline Faculty tab under Forms and Publications/General Information.


Transporting Students. When transporting students, use the Student Transportation Form and/or the Student Trip Form that are located on the EagleOnline Faculty tab under Forms and Publications/Student Forms.


Inclement Weather.

  • Sign up for State Tech Alerts on the EagleOnline Employee Info tab on the bottom left side of the page to receive messages about school late starts and/or closures due to bad weather. You will also receive a message in the event of an emergency on campus.
  • Be familiar with the Inclement Weather Policy located on EagleOnline Employee Info tab under Forms and Procedures/General Information.


Class Cancellation.

  • If a class must be cancelled, the instructor or another department member need to notify students as soon as possible once it is deemed that the class will not meet as scheduled, preferably at least two hours in advance of the scheduled class meeting time.
  • Within the first week of class, determine class notification procedures in the event of a class cancellation on short notice and post class notification procedures on the class topic page in Moodle.
  • For more information about class cancellation procedures, refer to the Class Cancellation information located on the EagleOnline Faculty Tab.


See Article Consumer Information Required to be Sent to All Students.