2017-2018 Faculty Handbook

Procedures

Broadcast Email Procedures

  1. Broadcast emails should be limited to information that has collegewide significance and is time-sensitive.
  2. The list of personnel authorized to send a broadcast is listed below. Please note that some authorizations are subject specific. Send to the appropriate supervisor.
  3. If the information is not appropriate for broadcast, forward to the Marketing and Public Relations Department for possible dissemination in another format.
Academic Affairs
Dr. Mark Paugh
General
Administration and Finance
Joe Mazur
General
Appleton Museum
Dr. Jillian Ramsammy
General
CF Foundation
Chris Knife
General
Citrus Campus
Dr. Vernon Lawter
General
Human Resources
Joe Mazur
Employee benefits
Information Technology
Henry Glaspie
Chuck Booher
KJ Vishanagra
Ron Kielty
IThelp
Computer, Internet, server information/emergencies
Levy Campus
Rayanne Giddis
General
Marketing and Public Relations
Lois Brauckmuller
Communications Center
Broadcasts approved by vice presidents, general broadcasts, emergency news
Plant Operations
Tommy Morelock
Maintenance, emergency maintenance information
President’s Office
Dr. James Henningsen
General
Professional Development
Joe Mazur
Professional development information and activities
Public Safety
Doug Prevatt
Public Safety, emergency information
Student Affairs
Dr. Saul Reyes
General

Field Trips/Off-campus Student Activities

Field trips, when appropriate to enhancing learning, are permissible methods of instruction. College policy and the appropriate administrative procedures should be followed (see Policy Manual, Rule 4.10 and Implementing Procedure for Policy 4.10 — http://pr.cf.edu/files/procedures/field_trip_procedure.pdf).

Travel forms are available on myCF portal.

Guest Speakers

There are occasions when a guest speaker may be appropriate. Such invitations must have prior approval of the appropriate administrator(s). Special parking passes and campus maps may be secured by contacting the CF Public Safety Office. They are also available on CF’s intranet at https://inside.cf.edu/forms/AF-PS5_Special_Parking_Permit.pdf.

E-Learning

E-Learning courses are available in two formats:

  • Online Courses – Online courses and programs are distributed through the Internet, allowing for flexibility in time and/or place constraints normally encountered in traditional, on-campus classes.
  • Hybrid Courses – Hybrid courses are combinations of online and traditional face-to-face classroom instruction. A designated percentage of the class is delivered on campus, and the remaining percentage is delivered in the online environment. The predetermined percentages will vary according to the needs of the particular class and/or the particular instructor.

All faculty are required to use Canvas to post syllabi and other materials for their students to access.

CF Email Requirement for E-Learning Faculty

Instructors who teach E-Learning classes are required to maintain and regularly check their CF email accounts for the duration of the registration period and the semester in which they are teaching. Students may be required to submit assignments via Canvas, but instructors must be available via CF email for other communications from students and staff.

Training for Faculty Participating in E-Learning

Faculty involved in developing E-Learning courses are provided with support in technology training, specific methodology appropriate for the medium of delivery and with systems delivery support. To this end, the Professional Development Center, in cooperation with the E-Learning and Information Technology departments, provides continuous assistance for Web-based and other forms of E-Learning instruction. The Professional Development Center offers training for effective use of instructional technology, as well as on ways to encourage communication and trust between students, their instructors and fellow students in E-Learning classes.

E-Learning Procedure for Online Class First-day Meetings

Faculty members should clearly provide introductory information to their online courses, at least equivalent to what they provide to a face-to-face section.  Although faculty members are allowed to require an orientation meeting, all on-campus meetings must be noted in MyCF at the time of registration.  The most commonly used approaches to providing this information are as follows:

  1. Utilize the course management system to provide course orientation materials, in audio, video, or written format that can substitute for materials that would otherwise be delivered in a face-to-face orientation.
  2. Offer an optional open-door orientation that is available to students who feel they need face-to-face assistance.  This may be done in collaboration with other instructors in the same discipline.  If this option is chosen, materials as described in item one should be made available to students who choose not to attend.
  3. Meet the class in person at the first scheduled meeting time.  If this option is selected, the instructor must be present at the meeting.  A technician from the E-Learning Help Desk or the Learning Support Center can assist the instructor with technical issues at the meeting, but cannot substitute for the instructor at the meeting.

E-Learning Procedure for Out-of-area Instructors

Faculty may teach online when out of the area, but only if they will be available to offer required online office hours and provide timely responses to students. The definition of availability in this context includes time zone considerations (i.e., be online at time periods that correspond with the college’s time zone, EST).

Training for Students Participating in E-Learning

Students new to online classes will be provided assistance to help determine if online learning is suitable for them. To assist with this, an interactive assessment for determining if a student possesses the attributes suitable for online learning has been added to the college’s website at www.cf.edu/elearning.

To help students become familiar with Canvas, an optional course entitled Getting Started in Canvas has been added to each student’s Canvas account. Any faculty member who would like to be added to this Getting Started course may contact dlhelp@cf.edu.

Additionally, the E-Learning Help Desk is available to offer assistance and training to students and faculty as requested (dlhelp@cf.edu or 352-854-2322, ext. 1317).

Development Procedure for Online Classes

The needs for online course development will be guided by collegewide goals with guidance from the vice president for Academic Affairs in conjunction with the Director of E-Learning and Learning Support Center, the E-Learning Committee, and input from the faculty, in accordance with the following procedure:

  1. All decisions regarding the need for online courses will be made within each department.
  2. At the beginning of each academic semester, each department will determine which courses need to be developed during that semester for delivery the following semester. Departments will also determine who will develop the courses.
  3. The faculty member will complete an application. Applications are available on the intranet under Forms, Faculty (see http://inside.cf.edu/forms/Application_Developing_an_Online_Course.pdf. The deadline for applications varies according to the desired start date of the course and can be found at the top of the application form.
  4. The completed application, signed by the appropriate administrator(s), will be submitted to the Director of E-Learning and Learning Support Center in both hard copy and electronic format.
  5. The Director of E-Learning and Learning Support Center will distribute the electronic copy to the E-Learning Committee members for their review and recommendation. If the committee recommends approval, the Director of E-Learning and Learning Support Center will sign the application and notify the vice president for Academic Affairs for final approval.
  6. When the faculty member is notified of approval, he/she will sign up for a series of workshops to be conducted in the Professional Development Center. During these workshops, the faculty member, along with a development team consisting of Office of Professional Development and E-Learning staff, will actually develop the designated online course from start to finish. The workshops will include, but not be limited to the following components:
    • technical training in the Canvas LMS as needed
    • instructional design training
    • review of criteria for effective online courses
    • assistance with converting traditional class materials and activities into an online format
    • training in the utilization of learning object repositories
    • assistance with the use of software designed for development of online courses (e.g., Respondus, Camtasia, etc.).
  7. The faculty member will need to complete the E-Learning Quality Standards before teaching an online or hybrid course. Exceptions to the completion of training before the course begins may be requested through the Dean of E-Learning and Learning Resources.

Procedure for Duplication of an Online or Hybrid Course

  1. Head of subject-area department or campus dean/provost (in cooperation with the appropriate department chair or program manager) approves the need for additional sections of an existing online or hybrid course.

  2. The department head, campus dean, vice president or provost will determine which faculty member will teach the additional section. If the new faculty member desires to use content from the previously developed course (in accordance with the content duplication guidelines below), that faculty member should then consult with the developer as a professional courtesy before proceeding.

  3. Once duplication of an online or hybrid course has been approved in the originating department, that department head, campus dean, vice president or provost will notify the E-Learning Help Desk at dlhelp@cf.edu. The E-Learning staff will then duplicate the course shell according to the content duplication guidelines below, and make it available only to the faculty member. The developer's personalized information will be removed from the course listing and welcome page.

  4. The faculty member who will use the duplicated shell will customize the shell as needed.

  5. According to the annual E-Learning Plan, course management system quality standards training is required for any faculty member assigned to teach an E-Learning course.

Content Duplication Guidelines

Basic core for duplication could include, but not be limited to, the following components:

  • the basic timeline

  • the syllabus (to be modified as needed)

  • student lessons and assignments (to be modified as needed)

  • lecture notes (if these were included in the development process)

  • publisher content

The following components may be duplicated only with permission of the developer:

  • instructor-developed question database

  • instructor-designed tests/exams

  • discussion forum items

Testing Accommodations: Make-up Tests and/or Tests for Distance Learners

The Ocala Testing Center is located on the second floor of the Student Bryant Union in Room 205. To schedule, call 352-291-4419.

Testing Center — Instructor Responsibilities

Instructors who wish to utilize the Testing Center at the Ocala Campus for make-up tests or tests for distance learners are required to make the following preparations:

  1. Submit the paper and pencil test , testing instructions and guidelines, and a roster of the examinees, scanned and sent to testing@cf.edu.
  2. Submit a password for online tests , testing instructions and guidelines, and a roster of the examinees to testing@cf.edu
  3. Testing@cf.edu serves as the hub for all test centers on each campus (Levy, Citrus, Ocala).

The Ocala Testing Center is located in the Bryant Student Union, Building 5, Room 205.

Testing Center — Student Responsibilities

Students must create a user name and password for the Testing Center at www.cf.edu/mytests this user name and password will be used for any/all testing conducted at the testing center.

Testing Schedule - Ocala Campus

Monday - Thursday

8:30 a.m.-9 p.m.

Friday

8:30 a.m.-4 p.m.

NOTE: There is no testing on Fridays during the summer four-day work week.

All testing is on a walk-in basis with the exception of an instructor who may want to have the entire class test at one time, which will require the use of an entire testing room or rooms.

Evening examinations can be taken any time the Testing Center is open in the evening; however, to ensure adequate time for testing, the following guidelines need to be adhered to for evening testing:

  • If the exam is untimed, students must start no later than 5 p.m.

  • If the exam is 2 hours, students must start no later than 6:30 p.m.

  • If the exam is 90 minutes, students must start no later than 7 p.m.

  • If the exam in 1 hour, students must start no later than 7:30 p.m.

  • If the exam is 30 minutes, students must start no later than 8 p.m.

  • All testing must be completed by 8:30 p.m.

Testing Schedule - Citrus Campus

Monday - Friday

8:30 a.m. - 2:30 p.m.

Students must call for an appointment. Direct line: 352-249-1213.

Testing Schedule - Levy Campus

Tuesday and Thursday

9 a.m.-noon, 2-5 p.m., 5:30-8 p.m.

Students must be present, with their photo ID, at the beginning of each time slot listed in order to test (except on Wednesdays).

Wednesday - 8:30 a.m.-4:30 p.m. Call 352-493-9533 ext. 2113 for an appointment. Testing must begin no later than 3:30 p.m.

Marketing and Public Relations

The Marketing and Public Relations Department offers a multitude of services to faculty, staff and administrators looking for innovative ways to promote programs, special events and other news to external and internal audiences.

The department ensures that the website, brochures, advertisements and other materials intended for external audiences have uniformity in language usage and style, as defined in the CF Style and Media Guide, and that college, state and federal requirements are met. Any nonclassroom materials to be printed by Printing and Postal Services or an outside vendor must be approved by Marketing and Public Relations as well as the appropriate dean or vice president.

Advise the Marketing and Public Relations Department immediately if you are contacted by the media for an interview that was not arranged through the department, or in the event of an emergency on campus (after calling 911 and/or the Public Safety Office as needed). ONLY the college president or a designee may serve as college spokesperson for the media.

The department has a limited number of table covers, retractor banners and display boards which may be reserved for special events such as College Preview Nights, etc.

To request Marketing and Public Relations Services (assistance with a news release, photography, ITV, social media, proofing, changes to a form, etc.), complete the form at www.cf.edu/mprservices.

Emergency Crisis Procedures/Guidelines

Employee Information Line: 352-291-4499

Classrooms are equipped with telephones at the teaching stations that can call 911, other extensions on campus and receive emergency broadcasts from the emergency notification system.

In case of an emergency, notify the Public Safety Office via 352-854-2322, ext. 1472 or ext. 1422, or use the emergency telephones located in various buildings on campus. In addition, the blue emergency call boxes, which have been strategically placed in parking lots on campus, can be used. For identification purposes, the call boxes are numbered in conjunction with the specific parking lot. (Emergency Call Box No. 4 is located near parking lot No. 4 and so on.) For further emergency crisis procedures/guidelines, see Appendix G.

CF uses the Rave Alert system for emergency notifications to students, faculty and staff. A Rave account has automatically been set up for you if you have provided an email address to CF.

Within your Rave account, you may choose to receive CF emergency communications via text messages, email or recorded voice messages. You may also use the link to opt out of the communications, if you prefer.

For more information, see Emergency Alert Notification on the portal home page.

Curricular Change Process

Any changes made to credit courses, degree granting and technical certificates, or postsecondary adult vocational training programs require approval from the college Curriculum Committee. The non-credit courses, workshops or seminars taught by the college do not require Curriculum Committee approval.

Approval Process

  • A faculty member or group makes a proposal to the appropriate administrator in the area responsible for the course or program.

  • The administrator requests appropriate faculty input and recommendations.

  • The proposed curricular change is submitted to the CF Curriculum Committee in the approved format. Forms are requested directly from the coordinator of Curriculum Services and Faculty Credentialing, who will also provide instructions and guidance to those individuals who are completing the forms.

  • If no action is required from the CF Curriculum Committee, an item may be brought to the CF Curriculum Committee for information purposes only.

  • After the CF Curriculum Committee has acted on the recommendation, the chair of the CF Curriculum Committee signs the appropriate paperwork. The coordinator of Curriculum Services and Faculty Credentialing records the action and submits recommendation to the vice president for Academic Affairs for approval.

  • The vice president for Academic Affairs submits the recommendation to the college president for approval and placement on the agenda for the District Board of Trustees’ approval.

  • Upon approval by the District Board of Trustees, new course information is submitted to the Statewide Course Numbering System office for review and approval as required by statute. New program information is relayed to the director of Institutional Effectiveness, who seeks approval for the program from SACSCOC.

  • Notices of curricular changes made by SCNS are disseminated to the appropriate administrators by the coordinator of Curriculum Services and Faculty Credentialing.

NOTE: New programs must receive approval from SACSCOC prior to implementation, which can take up to six months. Program changes will be effective for Fall only, unless an exception is approved by the vice president for Academic Affairs.

Curricular Review and Evaluation

  • Each division conducts curriculum review and evaluation on a three- to five-year cycle or more often if necessary. This review and evaluation is often conducted in conjunction with textbook adoption. Outside agencies review the curriculum in certain program areas.
  • Faculty review and evaluate courses/curriculum using a number of assessment techniques, e.g., changes in state requirements, changes in technology, results of needs assessments, information from advisory committees.
  • The Curriculum Committee and coordinator of Curriculum Services and Faculty Credentialing annually review all courses and delete those that have not been taught within the last five years, with approval of the appropriate instructional supervisor and the vice president for Academic Affairs. The annual purge must be approved by the president and District Board of Trustees.

Curriculum Committee Composition

The Curriculum Committee consists of the following members:

Voting Members

Dean of Enrollment Management

Vice President for Academic Affairs

Representatives from Instructional deans

Faculty representatives from:

  • Academic Foundations

  • Business and Technology

  • Citrus Campus

  • Communications

  • Criminal Justice/Public Service

  • Health Sciences

  • Humanities

  • Mathematics

  • Nursing

  • Sciences

  • Social Sciences

  • Teacher Education

  • Visual and Performing Arts

  • Wellness

Nonvoting Members

Representatives from:

  • Faculty Senate

  • Financial Aid

  • Learning Resources

  • Institutional Effectiveness

  • Registrar's Office

Coordinator of Curriculum Services and Faculty Credentialing

Campus Manager of Levy Center

Vice President for Student Affairs

Vice President for Regional Campuses

Chair

The chair is a nonvoting member (except in the case of a tie vote, when the chair may break a tie) and will be elected from the Curriculum Committee membership in even-numbered years to serve a two-year term of office. A vice chair will be elected from the membership of the committee in odd-numbered years to serve a two-year term.

Coordinator of Curriculum Service and Faculty Credentialing

The coordinator of Curriculum Services and Faculty Credentialing is a nonvoting member who coordinates the curriculum process for the college and serves as a resource person and secretary to the College Curriculum Committee.

The coordinator of Curriculum Services and Faculty Credentialing maintains a website for Curriculum Services. This website serves as a clearinghouse for all curriculum related information. It can be found on the intranet at: http://inside.cf.edu/departments/curriculum/index.html. The coordinator of Curriculum Services and Faculty Credentialing also serves as the institutional contact for the Statewide Course Numbering System.

Committee Responsibilities

It is the policy of College of Central Florida to submit all proposed changes in curriculum and instructional policy to a comprehensive review by the CF Curriculum Committee. Programs and courses referred to in this document are intended to be credit programs and clock hour program courses. Policies and procedures for noncredit programs and courses may come before the Curriculum Committee. The responsibilities and procedures to be followed by the committee are:

  • All proposed courses for addition into the curricular offerings must be brought to the CF Curriculum Committee for approval (see the Process for Curricular Change).
  • New programs must be approved by the CF Curriculum Committee and SACSCOC.
  • Current and projected needs for new courses and programs must be determined by one or more of the following: surveys, self-studies, technical reviews, needs assessments, use of consultants, graduate follow-ups and advisory committees.
  • Major changes in programs must be approved by the CF Curriculum Committee.
  • General education requirements and core curriculum requirements must be approved and periodically evaluated by the CF Curriculum Committee to ensure the college is staying abreast of the trends and requirements of the instructional program.
  • Graduation requirement changes must be approved by the CF Curriculum Committee.
  • Practices or requirements which affect the instructional program at College of Central Florida will be acted upon/approved by the CF Curriculum Committee.
  • Proposals for changes in policy related to the instructional program at College of Central Florida must be brought to the CF Curriculum Committee.
  • Suggested items for action/approval may be brought to the CF Curriculum Committee by subcommittees, individuals, or other groups, via the department supervisor, vice president for Academic Affairs or designee, who have followed the Process for Curricular Change.
  • Prepared materials must be submitted via email to the coordinator of Curriculum Services and Faculty Credentialing a minimum of two weeks prior to the scheduled Curriculum Committee meeting. All items to be placed on the agenda must be processed through the coordinator of Curriculum Services and Faculty Credentialing.
  • The coordinator of Curriculum Services and Faculty Credentialing emails all agenda items campuswide one week prior to the scheduled meeting to allow input from faculty in all disciplines.
  • Once approved, the Curriculum Committee will submit the curriculum to the vice president for Academic Affairs. The vice president will submit the recommendation of the Curriculum Committee to the president for District Board of Trustees approval.
  • Curriculum changes will not be entered into Jenzabar or the college catalog until all approvals are complete.
  • Members of the Curriculum Committee are responsible for dispersing the minutes of the Curriculum Committee to the group(s) they represent.

Travel

All travel on behalf of the college must be documented and approved in advance. Forms are available on the intranet. All travel requires a Travel Authorization Request be completed at least three weeks prior to departure. (Allow more time if your preregistration or airline requires an earlier deadline.) Faculty members who need assistance completing these forms should contact the division staff assistant, the Office for Academic Affairs or Financial Operations/Travel.

The faculty member is responsible for ensuring that travel requests have been approved prior to departing. In the event of accident or injury, the college employee who travels without an approved Travel Authorization Request is at risk concerning liability insurance coverage.

Employee Travel

Authorization forms must be typed, completed in detail, signed by the traveler and/or supervisor, and submitted to the appropriate administrator three weeks prior to the trip. If it is less than three weeks prior to the trip, the faculty should consider the request urgent. Urgent requests should be walked through to each appropriate office for approval prior to the impending trip date. The authorization request must provide documentation of the meeting/activity to be attended (attach agenda). Include a copy that provides information concerning trip expenses. When an overnight stay is requested, check the appropriate box on the travel form and fill out required information. This serves two purposes:

  1. Employees do not have out-of-pocket hotel charges.
  2. By paying with a college check, we are not required to pay tax in the state of Florida.

Airline tickets may be purchased through any reputable local travel agency. The travel agent will indicate how to use a purchase order number or check to hold the ticket at the quoted price. When completing the leave request, include the amount of the ticket on the travel form.

If a faculty member requires assistance with Travel Authorization Requests or Reimbursement Requests, please contact the appropriate division staff assistant or Financial Operations/Travel.

Student Travel

Trips involving students must be documented with an Off-campus Trip Request. The Off-campus Trip Request must be signed by the instructor, instructional supervisor, the vice president for Academic Affairs and appropriate Student Affairs personnel if using Student Activity funds. Students must provide a signed Consent and Release for Off-Campus College Student Activity form, which must be maintained in a file in the division office. Every CF staff member who accompanies students on a trip must submit a completed Travel Authorization Form along with the Off-campus Trip Request. See Field Trips/Off-Campus Student Activities.

In-district Travel

In-district travel is considered to be within the three-county service area of College of Central Florida (Citrus, Levy and Marion). In-district travel requests for reimbursement should be completed at the end of each month. Completion of the form is self-explanatory. Forms are available under Travel Forms and Info at http://inside.cf.edu/forms/index.html.

Out-of-district Travel (Class C)

Class C travel refers to short trips or day trips where the traveler is not away from the college overnight. Class C travel may receive meal subsistence at the current state-approved rate provided the official college business is outside the college’s three-county district (Citrus, Levy and Marion). Class C travelers will need to request the subsistence allocation on their travel form. You are not required to request reimbursement. As with other travel, no receipts are necessary. The college is required to include Class C reimbursement in your regular paycheck. The college is also required to report the Class C meal reimbursement as wages on the employee’s W-2 form.

Mileage for Auto Travel

Mileage reimbursement for use of personal vehicles is $0.445 rounding down per mile (see the division staff assistant for the official mileage chart) or you may use map software such as MapQuest, Yahoo Travel, or something similar. If more than one employee is traveling to the same destination, travelers are expected to share rides to reduce expenses for the college. Employees wishing to use their own vehicle for personal convenience rather than sharing a ride should not request mileage reimbursement (e.g., eight employees traveling to the same conference in six different vehicles would not be individually reimbursed unless prior approval was documented).

Travel Tips and Reminders

  • Secure all necessary signatures and file travel requests at least three weeks in advance. When applying for Professional Development funds, make application as early as possible since the funding committee members must meet to evaluate all requests prior to forwarding travel requests for final approval.
  • It is to the employee’s advantage to have as many expenses prepaid as possible (hotel bill, airfare, conference registration, etc.). Having a CF check with tax-exempt certificate attached saves money for the college and avoids the need for the employee to pay charges out of pocket and wait for reimbursement.

Closing Travel

All travels must be closed out regardless of reimbursement amounts (ex: if the travel reimbursement is $0, the paperwork still needs to be closed out). Employees should save their opening travel forms electronically. Please use this form to close out the travel. (See the department staff assistant or Financial Operations/Travel for help filing the appropriate paperwork.)

  • Actual trip dates and times must be filled in. Leave the first two columns as is and fill out the last two columns.
  • All original receipts must be attached to the closing travel, (ex: tolls, gas slips, hotel receipts, car rental receipts, student meals signature list, airfare, registration receipt).
  • All expenses must be listed on travel form. Meals are based on departure and return times and whether meals were provided as stipulated on the event’s agenda.
  • Traveler and appropriate supervisor must sign travel form. If the closing travel is at least $10 more than the estimated amount, the third signature is required.
  • The mileage is based on the Official Highway Mileage chart located on the intranet or any reputable mapping website.
  • A copy of the opening travel must accompany the closing travel. All agendas must accompany the closing travel, if not attached to the opening travel request.
  • If you cancel a trip or the agency you register with cancels the forum, you still need to close out the trip.
  • All trips are encumbered and will not be released until the travel is closed out with the proper paperwork.

If you have any questions, please contact a staff assistant, the Office for Academic Affairs or Financial Operations/Travel.

Copyright Guidelines

CF adheres to the United States Copyright Law and its amendments. This law affects the duplication of copyrighted materials as well as the classroom use of all types of created works. Board Policy 3.10 states:

It is the policy of the College and its employees to adhere to all the requirements of the United States Copyright Law and its amendments. These laws affect the duplication of copyrighted materials, including performances, e.g., music, theater, sound recordings, videotapes, broadcasts, printed materials, computer software, and other applicable materials, as well as the classroom use of all types of created works.

All materials, products, objects or processes, slides, specimens, films, recordings, diagrams, books, manuals and similar instructional matter produced by an employee within the scope of his or her employment is considered "work made for hire" (17 U.S.C. 201(b)) and the College is considered the author and owner of the rights comprised in that copyright unless the parties have expressly agreed in a written instrument, signed by the employee and the College, that the employee is to have all or part of the ownership rights.

These are selected copyright guidelines which relate to educational institutions. For assistance with copyright questions, contact the dean for Learning Resources or check the government website, http://www.copyright.gov.

Limitations on Exclusive Rights: Fair Use

The fair use of a copyrighted work, including such use by reproduction in copies or phonorecords or by any other means specified by that section, for purposes such as criticism, comment, news reporting, teaching (including multiple copies for classroom use), scholarship, or research, is not an infringement of copyright. In determining whether the use made of a work in any particular case is a fair use, the factors to be considered shall include:

  1. the purpose and character of the use, including whether such use is of a commercial nature or is for nonprofit educational purposes
  2. the nature of the copyrighted work
  3. the amount and substantiality of the portion used in relation to the copyrighted work as a whole
  4. the effect of the use upon the potential market for or value of the copyrighted work (http://www.copyright.gov/circs/circ21.pdf).

The fact that a work is unpublished shall not itself bar a finding of fair use if such finding is made upon consideration of all the above factors.

The safest course is always to get permission from the copyright owner before using copyrighted material.

When it is impracticable to obtain permission, use of copyrighted material should be avoided unless the doctrine of fair use would clearly apply to the situation. If there is any doubt, it is advisable to consult an attorney.

Classroom Copying

The purpose of the following guidelines is to state the minimum standards of educational fair use under Section 107 of H.R. 2223. The parties agree that the conditions determining the extent of permissible copying for educational purposes may change in the future; that certain types of copying permitted under these guidelines may not be permissible in the future; and conversely that in the future other types of copying not permitted under these guidelines may be permissible under revised guidelines.

Moreover, the following statement of guidelines is not intended to limit the types of copying permitted under the standards of fair use under judicial decision and which are stated in Section 107 of the Copyright Act. There may be instances in which copying which does not fall within the guidelines stated below may nonetheless be permitted under the criteria of fair use.

Guidelines

For further information on single copying for teachers and multiple copies for classroom use, see (http://www.copyright.gov/circs/circ21.pdf).

Copyright Amendment Regarding Computer Programs

Making of Additional Copy or Adaptation by Owner of Copy

It is not an infringement for the owner of a cop of a computer program to make or authorize the making of another copy or adaptation of that computer program provided:

  1. that such a new copy or adaptation is created as an essential step in the utilization of the computer program in conjunction with a machine and that it is used in no other manner, or
  2. that such new copy or adaptation is for archival purposes only and that all archival copies are destroyed in the event that continue possession of the computer program should cease to be rightful.
Lease, Sale, or Other Transfer of Additional Copy or Adaptation

Any exact copies prepared in accordance with the provisions of the section may be leased, sold or otherwise transferred, along with the copy from which such copies were prepared, only as part of the lease, sale, or other transfer of all rights in the program. Adaptations so prepared may be transferred only with the authorization of the copyright owner.

Copyright and Software

Official policies and procedures on the intranet address copyright and software. Please refer to the following:

Policies

Copyright — Policy 3.10 (see http://inside.cf.edu/manuals/chapter_3.pdf). Scroll down to Policy 3.10.

Technology Use — Policy 3.21 (see http://inside.cf.edu/manuals/chapter_3.pdf). Scroll down to Policy 3.21.

Information Security — Policy 3.24 (see http://inside.cf.edu/manuals/chapter_3.pdf). Scroll down to Policy 3.24.

Appropriate Use/Information Technology Resources – Policy 3.25 (see http://inside.cf.edu/manuals/chapter_3.pdf). Scroll down to Policy 3.25.

Procedures

Website Publishing — Acceptable Use (see http://pr.cf.edu/files/procedures/SustainabilityManagement.pdf)

Appropriate Use (see http://pr.cf.edu/files/procedures/appropriate_use_procedure.pdf.

Software Policy

CF maintains the posture that only legal copies of software programs must be used on CF computers. The office of the vice president for Administration and Finance prepared A Guide to the Ethical and Legal Use of Software for Members for the CF Community that outlines the policies and procedures for software use at CF. This document is available in the office of the vice president for Administration and Finance. Please refer to this document to answer any questions regarding appropriate use of software.