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FAQ for Faculty

WE NEED YOUR INPUT!

Academic Affairs would like to continue developing this FAQ for all faculty, and we need your input and questions in order to make it a helpful resource.


If there's a question that you think all faculty could benefits from having the answer to, please send an email to academicaffairs@cca.edu with the subject "Portal FAQ Suggestion." We'll add to this page as we hear more from you about what would be the most helpful.

Portal vs. Workday

What is Portal and how is it different than Workday?

Workday is CCA's system of record for all employee and student information. All employees (faculty, staff, and workstudy) are hired and paid through Workday. All employment related benefits, job or title changes, promotions, payment elections, etc. are managed through Workday. All student records, course and source section information, grading, transcripts, etc. is also generated and maintained within Workday.

The Portal functions as an internally and externally facing resource with information about the college, our programs, and courses. Much of the course-specific information that appears on Portal is pulled from Workday. Portal also contains help documentation and instructions guides for how to complete Workday tasks.

What kind of information do I enter in Portal?

You should use Portal to update your profile and add relevant information about your professional practice and educational history.

You will also use Portal's section pages to upload your syllabus each semester, link to resources for enrolled students, and to connect to any external LMS sites you choose to use for your class (Moodle or Google Classroom).

What kind of information do I enter in Workday?

You will use Workday to sign contracts, appointment letters, and acknowledge receipt of other employment related documents. Instructions on finding and viewing signed documents are available here.

Personal information, emergency contact information, name and address changes, and education details are all entered in Workday.

All payment elections (direct deposit, withholdings, etc.) are also made in Workday. If you have reimbursement request, you would enter this in Workday.

You will submit student grades during the midterm grading period only for students who are at risk of not passing the course, and will submit grades at the end of each term for all enrolled students.

You can view current course schedules and rosters from the Teaching dashboard, as well as future and past schedules/rosters. If you need to request a change to a course section's title, description, or materials, this would be entered through Workday, and once it takes effect, the updates would be reflected in the information that's fed to Portal.

Workday Resources

Am I required to sign my teaching contract?

Yes, you are required to sign your contract each term you receive one, prior to teaching.

When reviewing your contract, please make sure to read each page. When viewing the document in Workday, use the arrows that appear on the left and right sides of the window to navigate from one page to the next - scrolling will not work. Alternatively, you can download the document and use the viewer of your choice to read all of the terms and details.

I signed/acknowledged/accepted my contract/appointment letter/other document in my Workday inbox and it disappeared!

Nothing disappears! :)

Instructions on getting to your documents, once they leave your inbox, are available here.

Where can I find more help documents about how to do things in Workday?

The Faculty Orientation and How To's page has links to how-to's for the following:

  • Contracts
  • Appointments
  • Direct Deposit
  • Personal Information
  • Education Details
  • Activity Pay

The Workday Resources for Faculty page has links to how-to's for the following:

  • Navigating the Teaching Dashboard
  • Viewing your Teaching Schedule and Roster
  • Submitting Grades
  • Printing Rosters
  • Requesting changes to course section title, description, or materials

It also includes broader training materials and overviews of different terminology used within Workday.

Portal Resources

Where can I find information about how to use the course section pages?

This page has information about how to use the section pages, how they operate, as well as instructions for setting up a Google Classroom or Moodle page, adding resources for your students, uploading your syllabus (required), and more.

Rosters and Contacting Students

Where can I find my roster?

You can view your class roster in Workday or on Portal.

Please bear in mind that your Portal page is pulling roster information from Workday, and does not refresh instantaneously. The most reliable source for an up to date roster is Workday, since changes to enrollment, like those happening during add/drop, are immediately reflected. Portal receives enrollment information from Workday once daily, so there may be times when your Workday roster and Portal roster are not identical if the sync has not yet occurred.

How do I email my students?

There are two ways to email all students in a course section.

You can follow these instructions for how to copy and paste email addresses from your course roster in Workday into your CCA Gmail account.

Or you can use the email tool within Portal to reach all students in your course section.

Policies and Procedures

What is the policy if I need to miss class?

Please refer to the Faculty Absence Policy and contact your chair.

What's the process for printing on campus?

Please refer to these instructions for how to print on campus.

Other Resources

Where do I get my faculty ID?

Please visit the Campus Safety desk located in the Hooper building in SF, or in the Oliver Art Center on the Oakland campus to obtain your faculty ID. Please wear your ID whenever you are on campus.

Where can I find library resources and information?

Libraries.cca.edu is a comprehensive resource.

You can also use this link to get to some itemized resources regarding library services and course reserves.

The Libraries Resources for Faculty page has additional links and information.

Who do I contact if the media/equipment in my classroom isn't working?

If the AV equipment in your classroom or lecture hall fails, call the Media Center: SF Media Center (415) 551-9240 /Oakland Media Center (510) 594-3731.

Please note that the Media Centers are open 8AM to 8PM Monday-Thursday, 8AM to 6PM Friday.

Where possible, arrive in the classroom a few minutes early to test technology before students arrive.

Who do I contact if my classroom is locked and I can't get in?

Occasionally a building or classroom may be locked when you arrive for class. If this happens, call Public Safety and an officer will be dispatched to let you in: SF 415.726.2061; Oakland 510.385.1821.

Where can I work on campus before/after/between classes or at other times when I'm not teaching?

Please refer to the Faculty Workspaces page for information specific to the spaces available on each campus.

CCA uses so many acronyms! How can I learn what they all stand for?

We created this glossary of commonly used acronyms. If you encounter one frequently that's not in the glossary, let us know so we can add it! Email academicaffairs@cca.edu.

Faculty Pay

How/when are faculty receiving semester contracts paid?

Faculty receiving semester contracts are paid in equal increments over the course of the contract effective dates.

For fall contracts, faculty receive 7 equal semimonthly payments, processed on the 15th and last day of each month, between September 15th and December 15th.

Spring contracts are paid in eight equal semimonthly payments, processed on the 15th and last day of each month, between January 31st and May 15th.

Summer contracts are paid in equal semimonthly payments, processed on the 15th and last day of each month. The number of payments and the payment dates are based on the start and end dates of each course.

How/when are faculty receiving annual contracts paid?

Faculty receiving annual contracts are paid in equal increments over the course of the contract effective dates, which are September 1st through August 31st annually. Payments are made semimonthly, and are processed on the 15th and last day of each month.

How do I enroll in direct deposit?

Instructions for enrolling in direct deposit using Workday are available here.

PLEASE NOTE: Direct deposit may take 1 full pay cycle before enrollment takes effect. In this case, paychecks are mailed to the home address listed for you in Workday. If you have no home address in Workday, your paycheck will be held in the payroll office on your "primary location" campus (which is based on the program, not your specific course section)

How do reimbursements work?

It is important to check the most recent version of the reimbursement policy, and ask your program chair in advance for approval.

Expense reports are submitted through Workday. All receipts must be submitted within 30 days of the purchase date.

Purchases from approved vendors must be made through CCA’s Purchasing Office, and are not eligible for reimbursement.

  • Contact your chair to order from these vendors.
  • Allow adequate time for the Purchasing Office to process your request.

Can I be reimbursed for class materials I order from Amazon?

No. Amazon is an approved vendor, so all orders for class materials must go through the Purchasing Office. Plan ahead and contact your chair to order from Amazon. They can assist you in creating a purchase request in Workday. It's generally a good idea to give yourself a two week lead time between when the order is placed in Workday and when you need the items.

Faculty Handbook and Collective Bargaining Agreement

What is the difference between the Faculty Handbook and the Collective Bargaining Agreement?

The Faculty Handbook contains information, policies, and procedures related to the college, faculty administration, and the faculty body as a whole. It also contains some information that is specific to ranked faculty, visiting faculty, professor emeriti, and distinguished professors.

The Collective Bargaining Agreement, commonly referred to as the CBA, relates specifically to faculty in the bargaining unit, which includes Adjunct I, Adjunct II, and Senior Adjunct faculty. It contains the rights, policies, and procedures specific to this group.

Where can I find the faculty handbook?

The handbook is linked to from most Academic Affairs pages on Portal. You also received a copy of the handbook via Workday when you were hired, or in Spring 2019 when it was revised, whichever was more recent. If you acknowledged receipt of the handbook at that time, you can also find it on the Documents page of your Workday profile. If you did not sign it, it's still in your Workday inbox and requires you to acknowledge receipt - please do so at your earliest convenience.

Where can I find the CBA?

The CBA is linked to from most Academic Affairs pages on Portal. If you are an Adjunct I, Adjunct II, or Senior Adjunct faculty, you received a copy of the CBA when you were hired, or in Summer 2017 when it became effective, whichever was more recent. If you acknowledged receipt of the CBA at that time, you can also find it on the Documents page of your Workday profile. If you did not sign it, it's still in your Workday inbox and requires you to acknowledge receipt - please do so at your earliest convenience.

Promotion Reviews

What are the different types of promotion review?

Unranked faculty:

Information on promotion reviews is in the Collective Bargaining Agreement, available here. Adjunct I Professors are eligible for Promotion to Adjunct 2 Professor. Adjunct 2 Professors are eligible for promotion to Senior Adjunct Professors.

Ranked Faculty:

The faculty handbook, available here, has details information about the promotion review process.

Non-Tenure Faculty:

There are two main types of review - promotion within rank and renewal, and promotion to rank and renewal.

Assistant professors are eligible for promotion to rank after 6 years in a ranked position, and must successfully be promoted to rank after 9 years.

Associate professors are eligible for promotion to rank after 12 years total in a ranked position, including 6 as an associate professor. They are not required to go through promotion to rank when eligible.

Full professors are eligible only for promotion within rank (there is no rank above professor within the RNT category).

Promotion within rank occurs every 3 years, or when optionally not going through promotion to rank.

Tenure/Tenure Track Faculty:

There are two main types of review - promotion within rank, and promotion to rank.

Tenure track faculty go through a pre-tenure and promotion within rank review typically in their third year as an assistant professor. They subsequently go through a tenure and promotion to rank review typically in their sixth year.

Associate professors are eligible for promotion to rank after 12 years total in a ranked position, including 6 as an associate professor. They are not required to go through promotion to rank when eligible.

Full professors are eligible only for promotion within rank (there is no rank above professor within the tenured category).

Promotion within rank occurs every 3 years, or when optionally not going through promotion to rank.

When am I eligible for promotion review?

Ranked faculty:

You are eligible on a three year cycle, unless your appointment specifies otherwise.

Unranked faculty:

Adjunct 1 faculty are eligible after 6 semesters of teaching. Adjunct 2 faculty are eligible after 12 semesters of teaching at the Adjunct 2 level.

When will I be notified about my promotion eligibility?

Ranked faculty:

You will receive an email from the Manager of Faculty Affairs and Records notifying you of your eligibility, as well as application requirements and deadlines, in mid to late spring they year prior to your review (i.e. if you will go through review in 2020-21, you will be notified in March/April 2020).

Unranked faculty:

You will receive an email from the Manager of Faculty Affairs and Records notifying you of your eligibility, as well as application requirements and deadlines, once you meet the eligibility requirements defined in the CBA.

When will I find out the results of my review?

You will be notified of the outcome of their review via Workday. Because of the volume of files being reviewed by the Appointments, Promotion, and Tenure committee and the Provost every year, and the number of administrative processes that occur after a candidate turns their file in, you may not hear the results of your review until the end of faculty week in the spring, even if your materials were due the previous August.

How can I get promoted to a tenure track position?

There is no path for promotion into tenure track positions from any non-tenure track positions.

The only way to move from a non-tenure track position (unranked, visiting faculty, RNT, etc.) into a tenure track one is by submitting an application to an open tenure track position.

Information on the hiring process for tenure track faculty is available in the faculty handbook.

Where can I get more information?

Please refer to the Promotion Review Process page for more information.

Faculty Record Report (FRR)

What is the Faculty Record Report (FRR) and what is it used for?

The Faculty Record Report (FRR) is a file used by all ranked faculty, which is evaluated as part of their promotion review process.

Academic Affairs provides each faculty with a unique digital file via Google Drive in which to record their information and activities. The Faculty Record Report is a cumulative document, and should be comprehensive of each faculty’s career accomplishments. The FRR should be updated regularly to include current information and accomplishments. An updated FRR is required for all promotion reviews.

Where can I find my FRR?

Search this term in your CCA Google Drive: "YourLastName_YourFirstName_FRR."

Or, search "FRR" in your Shared with Me tab in your CCA Google Drive.

As a reminder, the FRR will only be accessible to you from your CCA Gmail account.

If you cannot find your file after trying these methods, please email Christian Castaing, Manager of Faculty Affairs and Records at c.castaing@cca.edu.

Sabbaticals

Who is eligible for a sabbatical?

All tenured and tenure-track faculty are eligible to apply for sabbatical consideration. Ranked non-tenure faculty whose initial regular ranked appointment began prior to academic year 2011-12 are also eligible to apply. Ranked non-tenure faculty whose initial regular ranked appointments began in academic year 2011-12 or later are not eligible for sabbatical.

Tenured faculty must undergo promotion review at least every six years in order to be eligible to apply for sabbatical leave. If more than six years have elapsed due to a leave or other unexpected circumstances, the faculty member may not apply for sabbatical until after completing a promotion review on a regular cycle.

Please refer to the faculty handbook for additional information.

When can I apply for sabbatical?

Applications are due the fall semester prior to the academic year in which you're applying to take either a full or half sabbatical.

For example:

To take a half sabbatical in Spring 2022, apply in Fall 2020.

To take a full sabbatical in 2021-22, apply in Fall 2020.

When am I next eligible to apply for sabbatical?

Academic Affairs will notify you of the first half sabbatical you become eligible to apply for after your initial hire. If you apply for and are awarded this half sabbatical, Academic Affairs will notify you of your eligibility to apply for a second paired half sabbatical (see the faculty handbook for definition of paired half sabbaticals).

All other eligibility notifications will occur only when you have accrued eleven semesters towards full sabbatical eligibility.

For any half sabbaticals after the first two, it is your responsibility to contact Academic Affairs to express an intent to apply. You should contact the Manager of Faculty Affairs and Records by the end of September in the year preceding the academic year in which you would like the half sabbatical to occur.

If you wish to apply for a half sabbatical and have accrued more than six semesters, you may do so, but will not receive specific eligibility notifications from Academic Affairs until your next eligibility to apply for a full sabbatical.

You may contact Academic Affairs at any time to confirm the total number of semesters they have accrued.

Ranked Faculty Service

What is ranked faculty service?

Service to the college is required for all ranked faculty. Some examples of service include: serving on a committee; participating in reviews; coordination of a particular project or initiative; participating in a particular event; organizing student opportunities; participating in a search committee or initial review committee; etc.

All ranked faculty are expected to meet with their chair to discuss service opportunities and load on an annual basis. Service opportunities should be discussed between faculty and program chair or dean in advance of undertaking tasks or assignments.

Paid coordinatorships, stipended work, or any work related specifically to a faculty member’s instructional duties (e.g. syllabus creation/revision, participation in assessment work, attendance at program/division/senate faculty meetings, etc.) are not considered service, and are part of a ranked faculty’s regular work expectations.

The following are expectations of all ranked faculty and are not considered service:

  • Attending commencement
  • Attending faculty weeks (fall and spring)
  • Attending faculty senate meetings
  • Attending faculty meetings at the program or divisional level
  • Attending faculty meetings called by the Provost or President's office
  • Attending opening receptions, open studios, lectures, or other events

Please refer to the faculty position descriptions for additional instructional-related work that is considered a job expectation and not service.

As a general rule, any event or meeting which faculty attend is not considered service. For example, attending a public panel discussion organized by your program is not service. Acting as a panel member or moderator is.

How much service am I expected to perform?

Service expectations are commensurate with teaching lines. For example, full-time faculty are expected to provide more service than part-time faculty, and a faculty member with an average course load of three lines per year is not expected to provide as much service as one with a five-line appointment. Faculty service constitutes 22% of the annualized evaluation of each ranked faculty member.

Where can I find out about service opportunities?

There are several ways you can find out about service opportunities.

  1. Ask your program chair.
  2. Ask your divisional dean.
  3. Refer to the Ranked Faculty Service page.
  4. Read the Service Opportunities newsletter emailed to you by Academic Affairs.

Course Evaluations

When do student course evaluations happen?

For Fall and Spring semesters, the course evaluation period begins three weeks prior to the last week of classes, and remains open for one week after classes end. For the Summer sessions, the course evaluation period opens on a rolling basis, dependent on the start dates of individual course(s), and remains open for one week after the course(s) end.

For more information about student course evaluations, please visit the Student Course Evaluations page on Portal.

How/where do I view my course evaluations?

We no longer issue any paper surveys; all student course evaluations are completed online. CCA uses the web platform EvaluationKIT to manage student course evaluations.

When course evaluations first become available to students near the end of each semester, the provost's office sends out an email to every faculty member notifying them that the student course evaluation period has begun. This email contains a personalized login link; clicking this link will take the faculty member directly to their EvaluationKIT homepage.

This email also includes full step-by-step instructions for how to create your own password so you can login into EvaluationKIT anytime, anywhere, without needing the personalized login link. The provost's office will send multiple reminder emails throughout the open course evaluation period, and each email will contain the personalized login link and the instructions for how to create your own password. We highly recommend that you bookmark or mark these emails as important so you can refer back to them when needed.

Help! I lost the email with the personalized login link, and I do not know my EvaluationKIT password. What do I do?

If you lose the email with the personalized login link and you did not set up a password, please follow the steps outlined in this section of the Student Course Evaluations page on Portal.

When can I see the completed student course evaluations?

The course evaluation period closes one week after the last day of classes, on or before the day that grades are due. This is a firm deadline; once the course evaluation period is closed, students access is turned off and no further changes can be made.

Once the course evaluation period ends, the completed course evaluations will be made available 7-10 days later for faculty who have submitted ALL of their grades for the semester. Any faculty who are missing grades will have their EvalutionKIT access disabled until all grades are submitted.