Administering Courses

Building the Annual Schedule

The annual schedule of classes, or teaching matrix, is planned late Fall/early Winter quarter by the History Undergraduate Committee. The Committee has a representative from each field group and the groups meet in advance of the overall teaching matrix planning meeting to go over field group needs and plans. 

Guidelines for Building the Teaching Matrix [PDF]

Scheduling Your Class Time and Room

Overview

The Undergraduate Student Affairs Advisor (UGA) is responsible for implementing the schedule, creating the scheduling request for the History department, and sending the scheduling request to the Office of the Registrar: Scheduling. The department's scheduling request is due to the Registrar's Office six-nine months in advance of the quarter, so please keep this in mind when thinking about your teaching plans for the coming academic year.  Although we will try our best to accommodate your scheduling and room preferences, please know that the Office of the Registrar: Scheduling makes the final determination. If you have any special requests (film or computing needs, classroom preferences, mobility issues) be sure to let the UGA know so that the right room is arranged for you. 

Understanding the Scheduling Process

The Undergraduate Student Affairs Advisor requests three scheduling preferences (day/times) from you and uses those options to build the schedule for the department.  Only one of the three options is sent to the main scheduling office in the department’s scheduling request.  The scheduling office uses a program to place all of the scheduling requests from each department. If your class is not placed by the scheduling program, we must pick and choose from the options that are left.

Help Your Class Get Placed

Request a Standard Teaching Time

The algorithm used to place courses will skip courses that are non-standard teaching times.  If you need to offer a course at a non-standard time, plan on teaching it after 5:00 pm.

Standard Teaching Times: https://blink.ucsd.edu/instructors/courses/schedule-of-classes/times.html

Request enrollment limits that reflect the exact number of seats in a classroom and past enrollments

The algorithm used to place courses looks for the best fit. If you request an enrollment limit that doesn’t perfectly match the number of seats in a classroom, it will place other classes that fit better before yours. Additionally, the registrar’s office looks at past enrollments and will swap classrooms to better match past enrollments.

Classroom Details: http://acms.ucsd.edu/faculty/classroom-support/classroom-details.html

Consider teaching on MWF

Most of our upper-division lecture courses have enrollment limits set at 50-75. As of Spring 2017, there are 14 classrooms on campus that can accommodate class sizes in that range.  In the past ten years (2007-2017) we’ve increased our undergraduate student population by roughly 7000. The number of classrooms/seats has remained the same.

Ordering Books and Course Materials

Faculty are responsible for ordering books and desk copies for thier classes. Faculty teaching lower-division courses order their books and other course materials, while staff will order desk copies (required books only, not Course Readers) for HILD TAs. 

Book Orders-Faculty place book orders for their course with the UC San Diego bookstore. Orders are usually due by the second week of the preceding quarter but are accepted later. 
https://ucsandiegobookstore.com/t-faculty.aspx

Library Book Reserves-Place course materials on reserve at the Geisel Library. This service is often used if you have a list of recommended books or articles in addition to required texts for the course.
http://libraries.ucsd.edu/resources/course-reserves/for-faculty.html

Course Readers-If you plan to use a course reader (i.e., a collection of photocopied articles and other materials), there are a variety of options(some are listed below) on campus with different types of products. All entities will need to request permissions from the copyright holder, which can take up to six weeks. 

  • Bookstore
  • A.S. SoftReserves

Course Syllabus

A syllabus for your course should be handed out to students on the first day of class and posted to courses.ucsd.eduCourses.ucsd.edu is a central directory for course resources for all courses at UC San Diego, providing links to a website, TritonEd site, Library E-reserveres, and more.

The syllabus should provide:

  • a schedule of topics to be covered throughout the quarter
  • list all required readings and other requirements, if any (e.g., viewing films, etc.) as well as
  • all assignments on which grading will be based -- exams, papers, projects, class participation, and the like, with the relative weight you will assign to each in the final grade. 

It is usual to list on the syllabus what books and/or other materials (e.g., art supplies) need to be purchased and where students can buy them. Class syllabi can help promote academic integrity when you state clear standards for each of the following:

For samples of Department course syllabi, please see courses.ucsd.edu. Campus policy requires the department to maintain or have access to copies of all department course syllabi, so please see the instructions below for posting your course syllabus.

Posting Your Syllabus

To post your syllabus, just convert it to a PDF and email it to edtech@ucsd.edu

If you name your PDF using the 6-digit section number from your course's page - for example, 649451.pdf - it will them post your syllabus more quickly. If you are not sure what it is, go to courses.ucsd.edu, find your class, and note the section number used at the end of its address in the address bar of your web browser - for example:

Example only: http://courses.ucsd.edu/coursemain.aspx?section=649451

Faculty Office Hours

Office Hours Policy

Department policy requires that you be available to students for at least two scheduled office hours each week, normally held in your office.  You should have your office hours scheduled and ready to announce by the first day of classes. Many professors list office hours in their syllabus for student reference. A student who needs to meet with you (e.g., with questions about the class or discuss an exam or other assignments) and has another class or similar commitment when your office hour is scheduled may ask to schedule an appointment with you at another mutually convenient time. 

Posting Office Hours

Each quarter the Undergraduate Advisor will send out an email with pre-quarter reminders. The email will include the link to a google form that you should use to submit your office hours for posting on the department website. Additionally, Instructor Door Cards are available in the Faculty Lounge/Mailroom (HSS 5012).

Quarterly Reader Assignment

Allotment Formula for the Assignment of a Reader

  • For classes up to 49 students all grading to be done by instructor.
  • For classes with 50 - 79 a Reader will be assigned*.
  • For classes with 80 and above all grading will be done by graduate student Reader(s).

* The Department will take a snapshot of enrollments on the following days in order determine whether your class will be assigned a Rader or not.  If your class enrollment hits 50 on one of the three snapshot days listed then you will be assigned a Reader at that time:

  • Thursday before the start of Week 0
  • Friday of Week 1
  • Thursday of Week 2

TritonEd TA Authorizations

You need to authorize your TAs for access to rosters, grades, and the grading process. Please make sure you have given your TAs access to your course roster via TritonED. If you are not using TritionED, please remember to print out class rosters for your TA/Readers use.  

HILD instructors, please send (or ask one of your TAs) to send a list of your TAs names and the sections they are teaching.

If you haven't used your AD login in more than 30 email the Department Security Administrator (DSA) to regain access to TritonEd.

Photocopies

Faculty are responsible for photocopying materials for their courses. All staff have a copy card that you are more than welcome to borrow. We'd be happy to show you how to use the photocopier or troubleshoot any issues your having with it.

Classroom Technology Support

Academic Computing and Media Services, is responsible for technology in general campus classrooms and lecture halls, including help with media stations, projectors, document cameras, and other instructional classroom technology.

ACMS staff can also provide in-person orientation sessions to familiarize new users with the equipment.

How to Report Issues

  • Email classroom-support@ucsd.edu for information or issues that do not require immediate assistance.
  • Call (858) 534-5784 for immediate technical support.

What Technology is Available?

Visit the Classroom Details page to find the technology and media available in every classroom and lecture hall. Also find information about each room's seating capacity, lighting, and more.

Digital Library, UC San Diego

Mailbox

You will be assigned a mailbox in H&SS 5012 for any mail you receive.  The campus asks that you not have your personal mail delivered to your department. You may put outgoing campus and staff mail in the beige mailboxes located on the 2nd floor, to the right of the elevators.

Campus Email and Phone

UCSD Email

Needless to say, email is a critical part of everyone’s work and personal life. Faculty use email as a means of remaining in touch with students outside of office hours. For students' convenience, your email address should also appear on your course syllabus.

You are entitled to a UCSD email account, which you will need even if you already have a personal email account with an ISP (Internet Service Provider) such as Gmail or Yahoo.  A UCSD email address will preserve the privacy of your personal email address, allow you access to the campus wireless network, and allow you access to campus computing resources such as TritonLink and WebCT. Please see the department's Computer Resource Specialist, for assistance if you have any email challenges or other software or hardware issues.

Office Phone

Using your office phone: Select 8 for an outgoing call.

Complete phone services at UCSD: https://blink.ucsd.edu/technology/phones/

Your UCSD I.D. Card

You will need this I.D. card to get a parking permit, library privileges, and access other campus services.  You can pick up a Campus Card Request form from the Academic Personnel Assistant. Take it to the Student Business Services Campus Card Office, Room 355, at the Student Services Center, to get your card. 

More Information: http://blink.ucsd.edu/HR/services/new/cards/get.html#1.-Fill-out-a-Campus-Card-Reque

Reserving Department Seminar Rooms

About the Rooms

The department manages three seminar rooms on the fourth, fifth, and sixth floors of the Humanities and Social Sciences building.

Galbraith Room (4025)
Capacity: 30
Primary Use: Events, Seminars, Meetings

Ruiz Room (5086)
Capacity: 16
Primary Use: Seminars, Meetings

Marino Room (6008)
Capacity: 20
Primary Use: Meetings

Reserving Rooms

Departmental seminar rooms are booked through either the Department Events Coordinator or the Undergraduate Coordinator via a master calendar depending on the nature of room's use (see below). 

Events Coordinator
  • Event
  • Meeting
Undergraduate Advisor
  • Class
  • Class Related Activity
 

Parking

As it is with many university and colleges in Southern California, parking is an ongoing challenge. You may purchase an A level or B level parking pass. Faculty are provided with more parking options via the A level pass. Parking lots are constantly under some form of construction, so it is best to check out the maps and parking space options nearest to your classroom. Here is the link to Parking information:

http://blink.ucsd.edu/HR/services/new/orientation/parking.html

CAPS Services for Faculty & Staff

Counseling and Psychological Services is the resource for students, faculty and staff in need of ongoing support or in crisis. Please notify the History Department Student Affairs staff or MSO if you need assistance with a crisis or concerning student situation. Additional resources are listed below. It is recommended that you participate in Triton Concern Line training (formerly Red Folder training). The information about training is also contained in this section.

Contact Information

858-534-3755, FAX 858-534-2628
Galbraith Hall 190
Monday-Friday, 8:00am-4:30pm
Crisis Counseling and Consultations (after hours): 858-534-3755, Option 2

Consultations

Faculty and staff can contact the Triton Concern Line for consultation or concerns about a student. They can also request a training to help identify and work with distressed students. CAPS staff is also available to provide consultation to your questions regarding student mental health matters, campus resources, and community referrals. In addition, if you have concerns about a student, you can contact our offices for assistance. Due to confidentiality laws, we may not be able to provide specific information about the student if s/he is utilizing our services. During normal business hours, you can call our Central Office at (858) 534-3755. Your call will be forwarded to a psychologist on staff.

Referring to CAPS

If you would like to refer your student to CAPS, please have him or her contact our offices at (858) 534-3755 to make an appointment. If the matter is urgent and your student must be seen immediately, she or he can come to our Urgent Care services at our Central Offices at Galbraith Hall 190.

Emergencies

If you have an urgent matter or an emergency regarding a student during normal business ours (Monday through Friday, 8:00am-4:30pm), please call our offices immediately at (858) 534-3755. If you or your student has a life-threatening emergency, please take her/him to the nearest emergency room or call 911. For more information on Emergency and Crisis services at CAPS, please visit our Emergency page.

Triton Concern Line

Formerly the Red Folder project, the Triton Concern Line is for UCSD faculty and staff to seek consultation and training on students of concern. It is a collaborative effort among campus administrators, faculty, and Student Affairs to provide information and training on campus-specific resources and procedures in dealing with distressed students. Please go to the Triton Concern Line on Blink for more information on the program and to request a training. Or call Dr. Monique Crandal , at 858-822-2614 for more information.

History

Administering Courses

Faculty Promotions and Your Academic File

Campus Business: Reminbursements, Travel, Research Funds ETC.