Centers for Excellence
of Teaching and
Learning
Policies and Procedures
Manual
2012
Mailing Address:
Centers for Excellence in Teaching and Learning
P.O. Box 343
Normal, Alabama 35762
Physical Address
Alabama A & M University
Centers for Excellence in Teaching and Learning
Learning Resources Center Suites 308-311
256.372.8780 Phone
256.372.8782 Fax
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Table of Contents
A. Mission …..……………………………………………….…………………..…..3
B. Objectives…………………………………………………………………….……..…3
C. Services Provided by CETL …………………………………….…….....3
D. Administrative Structure……………….………………4
Administrative Assistant………………………………………….…4
Assistant to the Director………………………………………….….5
Curriculum Design Specialist…………………………………………6
Director…………………………………………………………...….7
Instructional Design and Media Specialist……………………………
Technical Production Assistant………………………….
E. Calendar Control……………………….………….…………..………..……….
F. Mail Distribution………………………………………………….………………
G. Filing Systems………………………………………………..………….………….
H. Client Relations …………………………………………..……………………...
I. Staff Confidentiality and Conflict of Interest…………..….…
J. Resources and Resource Requests………………………………….…
Appendix ………….…………………………………………………………………..
Organizational Chart……………………………………………….…
Confidentiality Agreement………………………………….…….
Loan Receipt………………………………………………………………...
Presentation Request Form……………………………………….
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A. Mission
The Centers for Excellence in Teaching and Learning (CETL) are dedicated to enhancing the
culture of teaching and learning at Alabama A&M University. CETL also sponsors professional
development programs for faculty and staff. CETL seeks to establish and nurture a culture of
critical reflection on teaching, which engages all members of the AAMU community of learners in
pursuit of our commitment to excellence, innovation and collaboration in teaching and learning.
CETL programs facilitate the teaching and learning process by providing expertise, resources and
services that foster the development, use and assessment of innovative instructional environment,
methods and technologies.
B. Objectives
The goals of CETL were to engage faculty in conversations about the most recent advances in
pedagogical approaches via in-house seminars and workshops and workshops led by outside
consultants; and offer resources to assist faculty with the infusion of technology in instruction.
C. Services Provided by CETL
Workshops on best practices in teaching
Workshops on the effective use of instructional technology
Faculty develop grants on the scholarship of teaching and learning
Workshops to enhance professional development and customer service skills
Providing faculty development workshops to ensure that faculty have the knowledge needed
to infuse the technology into their classroom teaching
Providing faculty and staff workshops on the use of learning platforms for web-enhanced or
completely online courses
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D. Administrative Structure
At any point in time the Centers for Excellence in Teaching and Learning with have one or more of
the following positions: (job descriptions and responsibilities follow immediately)
Administrative Assistant
Assistant to the Director-CETL
Curriculum Design Specialist
Director-CETL
Instructional Design and Media Specialist-Office of Distance Education and e-Learning
Technical Production Assistant-Office of Distance Education and e-Learning
Administrative Assistant
Job Description:
This assistant will manage the office for basic CETL functions (faculty development
workshops), assessment workshop scheduling and also serve as assistant to the staff
of the Office of Distance Education. Performs and/or oversees a variety of
associated administrative, fiscal, staff support, and planning activities, some of which
require advanced or specialized knowledge and skills, such as budget administration
and control, equipment, facilities, and inventory management, specialized
recordkeeping and database management, and/or specified information-gathering
projects and tasks. Coordinates and facilitates meetings, program functions, and/or
special events, as appropriate. Oversees lower graded staff and/or students. May
coordinate specified administrative activities and reporting across multiple
organizational units within a department.
Duties and Responsibilities:
Primary Responsibilities:
Oversees and/or performs a range of diverse administrative activities for the CETL
department or organizational unit; serves as a central point of liaison with other
departments and external constituencies in the resolution of a variety of day-to-day
matters concerning the unit.
Utilizes knowledge and understanding of underlying operational issues to create,
compose, and edit technical and/or administrative correspondence and
documentation. Assists in administrative problem solving, program/project
planning, development, and execution of stated goals and objectives. Researches
information, compiles statistics, and gathers and computes various data; prepares
special and/or one-time reports, summaries, or replies to inquiries, selecting relevant
data from a variety of sources. Monitors, reconciles, and assists with fiscal
administration for the unit, including but not limited to budgets, funding, grants,
contracts, payroll, employment, travel, and/or purchasing; may assist with fiscal
planning, including participating in seeking alternate sources of funding.
Provides and/or oversees support activities for the unit such as answering
telephones, assisting and resolving problems and inquiries of visitors, review and
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control of incoming and outgoing correspondence, and follow-up on operational
commitments.
Provides administrative assistance with faculty and/or staff searches, as appropriate,
to include Assessment information for their units/department and Professional
development ideas
Schedules appointments and maintains calendars; schedules, coordinates and
facilitates meetings, facilities usage, events, and/or travel arrangements, as required.
Establishes, updates, and maintains unit's files, inventories, and records; implements
and maintains data management systems, as required.
Leads and guides the work of lower level staff, and supervises student employees as
appropriate; may participate in hiring decisions and performance appraisal.
Performs miscellaneous job-related duties as assigned.
Required Knowledge/Credentials:
Bachelor’s degree in office administration or related area; at least 3 years of
experience that is directly related to the duties and responsibilities specified.
Essential Functions:
Ability to communicate effectively, both orally and in writing.
Skill in the use of personal computers and related software applications.
Records maintenance skills.
Ability to gather data, compiles information, and prepares reports.
Database management skills.
Knowledge of human resources concepts, practices, policies, and procedures.
Skill in organizing resources and establishing priorities.
Ability to supervise and train assigned staff.
Ability to analyze and solve problems.
Demonstrated ability to maintain confidentiality.
Ability to make administrative/procedural decisions and judgments.
Ability to create, composes, and edits written materials.
Knowledge of computerized information systems used in financial and/or
accounting applications.
Knowledge of general accounting principles.
Assistant to the Director
Job description:
Will manage the day-to-day operations of the office, serve as workshop facilitator
and supervise the secretary and graduate assistant. He/she will plan, organize,
perform and direct general administrative functions for the Director of CETL.
He/she will supervise CETL work programs and as appropriate, provide input to
CTL director. He/she will also provide training or the SPOL software for faculty
and staff and maintain the SPOL database.
Primary responsibilities:
1. Manage day-to day operations of CETL Office
2. Supervise CETL staff
3. Facilitate and coordinate faculty development workshops
4. Train faculty and staff on SPOL software
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Required Knowledge/Credentials:
At minimum, the candidate should possess a master’s degree in relevant area (e.g.,
education, counseling, business). The candidate should have advanced knowledge of
functions on Microsoft Office and other relevant software programs. Three to five
years of experience in office management and teaching is required.
Curriculum Design Specialist
Job Description:
The following statements are intended to describe the general nature and level of
work that is to be performed in the identified position. The statements are not
intended to be construed as an exhaustive list of all responsibilities, duties and skills
required of personnel so classified as other duties may be assigned. Performance is
evaluated in terms of adherence to University and Unit policies as defined in the
Staff Handbook. Incumbent is also evaluated in term of correctness and timeliness
of work performed.
Primary Responsibilities:
Conduct needs assessments, and gap analyses to develop and/or enhance training
classes, programs and instructional materials.
Assess target audience’s learning needs and identify gaps in knowledge and/or skill.
Research, evaluate, and prepare recommended curriculum materials to specific
classes and training programs
Confer with members of educational committees, advisory groups, and industry
experts to identify and obtain knowledge of subject areas in recommended classes
and training programs, and to relate curriculum materials to specific classes and
training programs, individual student needs, and occupational areas.
Develop training content curricula and instructional materials for learning package to
include: facilitator manuals and presentation materials; learner/participant guides
and manuals, training aids, resource materials, and other learning materials.
Update or revise training content curricula and instructional materials in response to
changing workforce development training needs and partner requests for new
materials.
Evaluate participant performance and program effectiveness and/or utilize and
refine existing training programs and materials.
Organize production and design of curriculum materials.
Essential Functions:
Must possess required knowledge and understanding of Continuing Education
programs
Must possess the ability to design and develop instructional classes and programs
Demonstrate ability to collaborate effectively with diverse constituencies
Demonstrate ability to work effectively with a diverse and multi-cultural student
body and staff.
Excellent written and verbal communications, strong analytical skills, be resourceful,
be intellectually curious, and demonstrate a high level of emotional intelligence.
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Required Knowledge/Credentials:
Bachelor’s degree or equivalent, with at least three to five years experience in a
professional training position.
Master’s degree in Communication, Education, Adult Education, Curriculum
Instruction, Instructional Design, Instructional Technologies, or a related field is
preferred.
Director
Instructional Design and Media Specialist
Job Description:
Instructional Design and Media Specialist will provide direct support and training to
faculty and students in the use of instructional media and technology to enhance
teaching and learning.
Primary Responsibilities:
Assist faculty with the development and support of their online course presence,
offering advice on the most appropriate tool(s) and advocating for instructional
design principles that enable active learning and effective and engaged instruction.
Consult with faculty and staff on instructional design principles and effective
practices and content delivery.
Perform needs analysis and determine specifications of project requirements and
learning outcomes.
Participate in collaborative, cross-functional project teams to design and develop
learning materials.
Design and deliver instructional materials for use in various modalities: classroom,
print, online
Evaluate research finding for applicability to learning materials development.
Maintain awareness of emerging technologies and their appropriate applications in
online, blended and technology-enhanced settings.
Assist with the planning for future educational technology needs by preparing
proposals and technology needs assessments.
Investigate and recommend educational technologies, applications, and/or solutions
appropriate for particular instructional needs, and will assist with the acquisition and
implementation of new technologies.
Advise various constitutes on relevant issues of copyright and other policies, and
makes policy and operational recommendations as necessary to facilitate a smooth,
customer oriented department.
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Oversee the audio and video recording, editing and distribution of lectures, courserelated events, seminars and simulations.
Collaborate with colleagues on outreach, communication, and programming for the
broader academic community on innovations in teaching and learning.
Performs miscellaneous job-related duties as assigned.
Required Knowledge/Credentials:
Bachelor’s Degree in Instructional Technology, Education or related field.
Minimum of two years experience. Comprehensive knowledge of instructional
design/technology and adult learning principles. Evidence of creating innovative and
engaging learning materials, as well as developing and delivering technical training.
Knowledge of web, multimedia, or graphic design applications. Should have
experience delivering faculty and staff training and professional development
programming in a university setting or other related experience. Must have working
knowledge of how to operate audio and video recording equipment and also course
management systems along with experience with web design software, web 2.0 tools,
including wikis and blogs, and emerging technologies in an online/blending learning
environment. He or she should be able to assist with advanced audio-visual editing
and be familiar with both Mac and PC operating systems. Should have excellent
communications skills, both oral and written; a record of providing excellent
customer service; and the demonstrated ability to work collaboratively.
Demonstrated advanced working knowledge of learning management systems and
experience assisting faculty in their pedagogically sound use are required.
Preferred:
Masters Degree in Instructional Technology, Education, or related field. Project
management, online learning and mobile technology or serious game development
experience. Higher Education experience.
Technical Production Assistant
Job Description:
S/he will assist the Instructional Design and Media Specialist in supporting faculty
adoption and integration of Blackboard and related e-learning technologies and
platforms (such as i-Tunes U, YouTube and Facebook). S/he will assist in the effort
to help faculty in the development and certification of courses for online instruction
and faculty as online instructors. S/he will assist in the delivery of online and face-toface faculty workshops and consultations that support the conversion of traditional
curricula to online format, as well as assist in helping to provide production services
in videography and editing, Flash animation, Web page development and photo
manipulation, among others. The successful candidate will maintain a working
knowledge of existing and emergent academic technologies and social media with
relevance to e-learning.
Primary Responsibilities:
1. Support of Blackboard integration and other distance learning platforms as
adopted by department (i-Tunes U, YouTube, Facebook, etc.) through technical
production as well as training initiatives;
2. Assist in the delivery of online and face-to-face faculty workshops on topics such
as the conversion of traditional course material to an online format; videography and
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editing, Flash animation, the use of academic technologies and the integration of
social networking sites, among others.
3. Support the development and production of resources and learning objects for use
by faculty in online courses.
Required Knowledge/Credentials:
Minimum education requirement: Bachelor's degree in IT, academic technology or
related field.
Experience requirement: Minimum 3-5 years in technical production and/or training
delivery in topics related to academic technology.
Critical Skills: Videography and editing; Adobe e-Learning Suite and Creative Suite
applications (especially strong Flash animation required); Web page design,
production and maintenance; audio-visual/multimedia production experience in
Web-related academic contexts.
PREFERRED QUALIFICATIONS: Master’s degree in related field; experience in
higher education and/or university environment.
Please include link to online portfolio in application.
E. Calendar Control
The idea behind the conference room calendar is to create a system that is reliable and efficient. An
effective system provides for the daily scheduling of all events, workshops, meetings in CETL. The
availability or reservation of the conference room can be confirmed by email or making a phone call
to a CETL staff members.
F. Mail Distribution
The primary responsibility of picking up the mail is that of the Graduate Assistant; however any
CETL staff member can pick up the mail as well. One person should be responsible for picking up,
opening and date stamping all the mail these duties are those of the Administrative Assistant. Every
item received in the office should be stamped with a receipt date. Once this has been accomplished,
the final step is distribution of the mail.
G. Filing Systems
Requests for consultants, leave, purchases etc. are made according to University and Title III
policies. Official documents requesting services or products that are completed are filed by the
administrative assistant using a color coded system listed below.
CETL - Yellow (Staff Information, Travel Information Time and Effort, Year End and Mid-year
reports etc.)
General – Blue (Correspondences In and Out, Standard Forms)
Consultants – Green (Consultant Request Forms, Summaries of Services, Resumes, Workshop
Abstracts, Supplementary Information etc.)
SPOL – Manila
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Assessment – Orange
Freshman Academy – Purple
Professional Development Workshop – Red (Workshop Abstracts, Sign In Sheets, Calendar of
Events etc.)
H. Client Relations
The Centers for Excellence in Learning and Teaching forges relations by way of extending an
opportunity of faculty development through workshop and professional development. All approved
consultants resumes will be kept on file as resources for future needs and will be shared with other
departments if and when requested.
I. Staff Confidentiality and Conflict of Interest
CETL staff members may not:
Use their offices for direct personal gain for themselves, their families, or businesses with
which they or family members are associated, unless specifically authorized by law.
Solicit or receive anything of value including gifts, favors, services or promises of future
employment based on the understanding that an official action would be influenced thereby.
Disclose or use confidential information gained in the course of or by reason of their official
positions in any way that could result in financial gain for them, their families, or any other
person(s).
Confidentiality Form can be found in the appendix.
J. Resources and Resource Requests
CETL offers faculty a conference room with computers, printed and audio resources. Faculty
members are invited to utilize this environment for workshops and training purposes. Faculty
members may drop by at pre scheduled times use the resources as well as borrow. CETL loans to
faculty and staff selected resources which support teaching and learning.
CETL does not loan laptops. CETL laptops must remain in house so that they are available for use
by CETL workshop participants.
1) CETL loans equipment to workshop participants for professional use only. This means that
CETL equipment should be here on campus and should remain on campus and locked
securely when not in use or brought back and forth daily during the period of the loan.
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2) CETL equipment/technology will be on loan to you for a period of no longer than 2 weeks.
The equipment must be returned at the end of the 2 weeks, and can be borrowed for an
additional 2 weeks.
3) Each type of equipment borrowed constitutes a separate loan request form. Therefore, if
you are borrowing 3 different types of equipment at the same time, you will sign 3 separate
forms and get authorization for each.
4) Authorization for borrowing CETL equipment/technology is given by CETL staff only.
5) You must come in person to borrow CETL equipment. We will not send the equipment to
you by someone else. You must be here to sign your own name on the loan form.
6) CETL equipment should be returned on the designated day listed on your loan form.
7) Faculty who do not return equipment/technology on time will be notified ONCE by
personal email before your Department Chair is asked to remind you of your loan agreement
with CETL.
8) A resource list can be found on the CETL webpage.
9) Loan Receipt Form can be found in the appendix.
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Appendix
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Centers for the Excellence in Teaching and
Learning
Organizational Chart
President
Provost and Vice
President for
Academic Affairs
Associate Provost and
Vice President for
Academic Affairs and
Undergraduate Studies
Centers for
Excellence in
Teaching and
Learning
Centers for Faculty and
Staff Development
Instructional
Technology Distance
Learning and Extended
Studies
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Centers for Excellence in Teaching and Learning
P. O. Box 343
Normal, Alabama 35762
Phone 256.372.8780
Fax 256.372.8782
Confidentiality Agreement
This Agreement is entered into this ___ day of ________, 20__ by and between
______________________ with offices at Alabama A & M University in the Centers for
Excellence in Teaching and Learning.
In consideration for the mutual undertakings of the Centers for Excellence in Teaching and
Learning and the recipient under this Agreement, the parties agree as follows:
Confidentiality. Recipient agrees not to use the Confidential Information in anyway, verbal or
written except for the purposes set forth by supervisors. Recipient agrees to use his or her best
efforts to prevent and protect the Confidential Information, or any part thereof, from
disclosure to any person other than Recipient's employees having a need for disclosure in
connection with Recipient's authorized use of the Confidential Information.
Protection of Secrecy. Recipient agrees to take all steps reasonably necessary to protect the
secrecy of the Confidential Information, and to prevent the Confidential Information from
falling into the public domain or into the possession of unauthorized persons.
Ownership of Confidential Information. Recipient agrees that all Confidential Information
shall remain the property of Alabama A & M University, and that Alabama A & M University
may use such Confidential Information for any purpose without obligation to Recipient.
Nothing contained herein shall be construed as granting or implying any transfer of rights to
Recipient in the Confidential Information.
____________________________________
Recipient (Signature)
____________________________________
Recipient (Print)
______________________________
Date
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Loan Receipt
Centers for Excellence in Teaching and Learning
Renter
Name:
______________________________________________
School/Dept:_____________________________________________
Email:
______________________________________________
Phone:
______________________________________________
Loan Date
Qty
Return Date
Item
Description
________________________________________________
Renter Signature
________________________________________________
CETL Staff Signature
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Presentation Request Form
Centers for Excellence in Teaching and Learning
Select only one option and complete separate forms for each topic or suggestion.
I desire to present to my peers via CETL
If you desire to facilitate a workshop an abstract must be submitted along with this form.
I am in need of further development
Date Request Submitted:_________________
Name: ___________________________________________
Title: ___________________________________________
College/Department: ___________________________________________
Phone Number: ___________________________________________
Email Address___________________________________________
Workshop Topic/Suggestion:___________________________________________
Potential Audience: ___________________________________________
What resources will be used?
_____________________________________________________________________________
_____________________________________________________________________________
____________________________________________________________________________
What resources will be needed?
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
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