Adjunct Faculty Orientation Handbook
Northland Community and Technical College


Handbook Overview



Welcome to Northland Community and Technical College!


This Adjunct Faculty Orientation Handbook was created to provide answers to commonly asked questions from new faculty.  In addition to providing information about selected college policies and procedures, this handbook also provides a brief overview of some of the usual expectations of faculty (i.e., how and where to submit grades). 

The handbook is designed to be viewed electronically but specific portions of the handbook can be printed off for easy reference. Since the handbook can be more easily navigated in its electronic version, it is suggested that only the necessary pages be printed. 


The Handbook is divided into four broad sections:  Overview, Academic Information, General Information, and Employment Information.  Within each section are many links to various college policies and documents.  You must have an Internet connection to access these links.


College Mission Statement

Northland Community and Technical College is dedicated to creating a quality learning environment for all learners through partnerships with students, communities, businesses, and other educational institutions.


College Vision Statement

Northland Community and Technical College will be widely recognized as a progressive leader in community and technical college education, responsive to the needs of our learners through the use of partnerships, innovation, and technology.


Information published in this handbook was current as of February 2010.  Please be aware that college policies and processes are subject to change.  Check the college web site for the most current information related to college policy and organization.



Questions and/or suggestions for improvement to this handbook should be directed to


The handbook is organized into the following main sections:

Handbook Section

Topics Included

Section A.  Overview 

o   Contact Information

o   Index

o   College Resources & Links

Section B. Academic Information

o   Important Dates

o   Course Syllabus & Required Texts

o   Class Rosters/ No Shows/ Withdrawals

o   Grading

o   Classroom Procedures

o   Students Rights and Services

Section C. General Information

o   Day-to-Day Operations (Office hours, reporting absence, etc.)

o   Building & Equipment Use

o   Mail and Electronic Communication

o   Information Technology Services

o   Health, Safety, and Security

Section D. Employment Information

o   Human Resources Info



Contact Information

Quick Contact Info:  This list includes the name, campus location, and phone number of some of the main offices and departments in the college.


EGF Campus Number: 793-2800 or 800-451-3441

TRF Campus Number: 683-8800 or 800-959-6282



Who to Call – EGF

Phone #

Who to Call –TRF

Phone #


Kent Hanson, Vice President of Academic & Student Affairs





Brian Huschle, Dean of Academic Affairs


 Norma Konschak, Dean of Academic Affairs


Academic Admin. Assistants

Mary Jo Bydal


Lori Johnson


Business Office

Michelle Bakken


Michelle Bakken


D2L Site Admin/ Support

Karleen Delorme


Karleen Delorme


Student Affairs

Mary Fontes, Dean of Student Services


Steve Crittenden, Dean of Student Development


Facilities Supervisor

Bob Gooden


Clinton Castle


Faculty Support

Rita Lealos


Rita Wald


Human Resources

Kristi Lane


Kristi Lane


Information Technology Services

Main Desk


Main Desk



Cynthia Jorstad


Cynthia Jorstad


Learning Services

Ellen Brehmer


Dean Dalen



Tiffanie Bieganek


Tiffanie Bieganek







Registrar's Office

Pat Amiot


Rocky Ammerman


Distance Minnesota
























A printable college directory of all employees organized by campus is usually sent out via email at the beginning of each semester To obtain a copy, contact the campus receptionist.

College Resources & Links

College Overview


Faculty and Student Resources


Human Resources


Policies Referenced in Handbook


Links to all college policies can be found at NCTC Policies & Procedures


Suggested Reading: (Obtain copies from any student services personnel or view online)

NCTC College Catalog

NCTC Student Handbook


Academic Information - Table of Contents



  1. Important Dates
  • Academic Calendar
  • Final Exam Schedule
  1. Course Syllabus & Required Texts
  • What is a Course Syllabus
  • Common Course Outline vs. Course Syllabus
  • Creating Your Course Syllabus
  • Required Texts
  • Academic Standards/ Academic Honesty
  • Class Attendance
  • Final Exams
  1. Class Rosters/ No Shows/ Withdrawals
  • First-Day Attendance Rosters
  • Class Adds and Drops
  • Fifth Day Attendance Roster
  • Official Class Roster
  • Last Date of Attendance Reporting
  • Withdrawal From a Class
  • Final Class Roster
  1. Grading
  • Academic Grading Scale
  • Posting Grades
  • Grade of Incomplete
  • Submission of Final Grades
  • Grade Changes
  • Grade Appeals
  1. Classroom Procedures
  • Classroom Assignment/ Meeting Times
  • First Day of Class
  • Student Code of Conduct
  • Early Alert Process
  • Student Evaluation of Classes
  1. Student Rights and Services
  • Student Handbook
  • Confidentiality
  • Counseling Services
  • Learning Services
  • Students with Disabiltiies



Questions about any of the information included in this section should be directed to your supervisor – in most instances this will be the Academic Dean.  Other good resources are any of the full-time faculty in the department, the program director/ department chair, or division chair.


Important Dates

Academic Calendar

Calendar Picture The Northland Community and Technical College Academic Calendar lists all dates pertinent to students and faculty including:

§  Start and end dates for each semester

§  College events (e.g. graduation) and college holidays

§  Registration dates

§  Tuition payment due dates

§  Add/Drop and withdrawal deadlines

§  Final exam week information

§  Orientation days for students


The academic calendar can be accessed from the NCTC Website – Academic Calendar   


Final Exam Schedule

Four days are set aside for final examinations at the end of each semester.  The Final Exam Schedule  should be adhered to if at all possible.  More information about final exams is provided in the Course Syllabus section.


Course Syllabus & Required Text/s 

This section includes information about the following topics:


What is a Course Syllabus

A Syllabus is a Contract   

It allows you to spell out course expectations and assignments early in the semester. As a written document, a syllabus presents fewer ambiguities than a spoken presentation would (and you can refer students who missed early classes to the syllabus).


A Syllabus is a Central Reference for Students

Students like to refer to a central document containing detailed assignments, readings and schedules throughout a semester in order to keep themselves on track.


A Syllabus is an Effective Planning Document

A detailed syllabus stating course learner outcomes can help instructors better plan the most effective presentation of course content.


Common Course Outline vs. Course Syllabus

The Common Course Outline is the document approved by the College's Academic Affairs and Standards Council and includes the:

The common course outline is an official college document and cannot be changed by a faculty member without review by the Academic Affairs and Standards Council. 

The Common Course Outline forms the basis for developing the Course Syllabus.  Each faculty member prepares their own course syllabus to provide to the students.  The syllabus should include the elements of the common course outline along with the standards for evaluation of student learning and any additional course information.  The syllabus reflects the creative work of the faculty member and is considered to be the academic property of that faculty member. 

The Syllabus and Common Course Outline Policy (Policy 3060)  requires that students be given a copy of the course syllabus on the first day of class.  This can be provided either as a paper copy or electronically.  In addition to giving students a copy of the syllabus, faculty members are typically asked to provide an electronic copy of the syllabus to the Academic Dean where it will be maintained in a master file.  

An electronic copy of all approved Common Course Outlines can be found in the Virtual Office.  To access, login to the Employee Portal (look under the Common Course Outlines heading or go to 

Search for the appropriate course using the course prefix and number (i.e. BIOL1004) 


Creating Your Course Syllabus 

Question mark

Adjunct faculty must prepare a syllabus that is consistent with the Common Course Outline for the course.


It is suggested that the syllabus include, at a minimum, the following information:


The article Creating Stellar Syllabi includes more detailed information about how to create a great syllabus.


Required Text/s

If the course you are teaching uses a textbook, it has most likely already been selected.  (In certain cases, the Department Head, Division Chair or Academic Dean will consult with you about text selection.)  You are expected to use this text as the primary content of the course, although you are free to add material from other texts and outside sources.    Students are legitimately concerned if a text they have been required to purchase is not used on a regular basis.   If you have not been provided an instructor's copy of the text, please check with the Dean/ Division Chair, Department Head for assistance in obtaining a copy as quickly as possible.  You may also obtain a teacher's guide and other teaching support materials in this manner.


Academic Standards/ Academic Honesty

The Academic Dishonesty Policy (Policy 3072)  describes academic dishonesty as

"…misconduct related to academic assignments or examinations, plagiarizing or other misconduct directly related to the academic learning experience."


Your course syllabus should refer to the policy on academic honesty and should be reviewed with students during the first meeting of the class.  Providing students with examples of plagiarism and the penalties as applied to your course is helpful. For example:   Does a student fail the course or only the assignment if an entire paper is plagiarized?  Is there a difference between plagiarizing a 2-page paper and a 15-page paper when it comes to determining if a student passes or fails the course?  What about inadvertent or minor cases of plagiarism?   

All instances of academic dishonesty or plagiarism are to be reported to the campus Academic Dean. 


Class Attendance

Students are expected to attend class(es).  You may determine your own attendance policy and how it will affect grades, but state it in your syllabus and communicate it at the first class meeting.   Keep attendance records and if a student's attendance is poor, send an "Early Alert" form (form available from the Student Services Department) to alert the student and others to the problem even if you do not make attendance a factor in grading.


Whether or not to have a class attendance policy is up to the individual instructor but, if attendance has a bearing on the final grade, attendance should be regularly taken and the policy/ grading standard for attendance must be provided as part of the syllabus.  A policy for make-up exams should also be announced at the beginning of the course (or ideally be included in the syllabus.)


Final Exams


Four days are set aside for final examinations at the end of fall and spring semester.  While you are not required to give a final examination, consider using the final exam period that has been set aside for presentations, course evaluations, returning course papers/ projects/ etc, even if you are not giving a final.  During finals week, the regular class times are not used.  The final exam schedule is can be found on the Final Exam Schedule page.  This schedule should be adhered to if at all possible.


Please Note:  All one and two credit courses will have their final exams scheduled on the last regularly scheduled class meeting before finals week and do not meet during the four-day final exam week


Class Rosters/ No Shows/ Withdrawals


Clipboard Picture

A class roster lists all of the students who have registered for a course.  Class rosters are distributed to instructors three times during the semester (Day 1, Day 5, and Final) and are also available online at any time throughout the semester (see login instructions below).  Instructors are expected to review the rosters for accuracy, to report NO SHOWS as directed on the forms, to contact the Registrar's office to make any other necessary changes, and to submit final grades.  This page includes information about the following topics.


Login Instructions to View Class Rosters

1.       Go to

2.       Click on eServices on the top right of the home page.

3.       Click Northland College faculty and staff sign in here (link at top of page)

4.       Select your campus.

5.       Enter your username(this is your Tech ID number)

6.       Enter your password (this is your birth date YYMMDD, unless you have changed it).

7.       If it is your first time logging in, you will have to change your password.

8.       Once logged in, click on Class Management on the left hand side of the page.

9.       Then click on Class Lists.



First-Day Attendance Rosters

The first-day attendance roster is distributed on the first day of the semester.  The instructor should call roll from this roster and any students not appearing on the roster should be reminded to register for the class (unless it is full).  It is important that accurate attendance be taken, especially for the first five days of the semester, as all NO SHOW students must be correctly reported on the "Fifth Day" Attendance Roster (see below).


Class Adds and Drops

During the first five days of a semester, the class rosters are not official.  During this time period, students can add and drop classes without penalty (without it being recorded on their permanent record).  Students must secure instructor permission to add a course that has no open seats remaining.  Instructors can, at their discretion and space permitting, allow up to two students into the class beyond the published course capacity.  Courses dropped after the first 5 days and before the 60% point of the semester will be recorded on the transcript as a "Withdrawal" (see the "Withdrawal from a Class" section for further information).  Courses cannot be dropped after the 90% point of the semester.


Fifth Day Attendance Roster

The second roster is distributed on the 5th day of the semester.  This is the last day during which students can register for a course (without special permission).  The instructor must review this roster, mark any students who have not shown up for any class meetings as NO SHOWS on the roster, and return the form to the Registrar's Office by the requested deadline. (If a student has attended at least one class, he/she is not marked as a NO SHOW). Any students who are not on this roster should be sent to the Registrar's office. 

Review and submission of this roster to the Registrar's Office is particularly important for reflecting the NO SHOWS.   This information is very important in determining financial aid awards.  The 5th Day Attendance Roster MUST be returned on time and MUST be accurate!


Official Class Roster

Faculty can access their class roster through e-services.  This list will reflect those students who are officially enrolled in the course (no shows and students who have been academically suspended will have been removed from the list).  Students who are not on this list may not attend class per college policy.

Current class lists (Official Roster) can be found at any time on the Web.  Logging into this site requires your Faculty ID (also known as a Tech ID) and password.  From this site, faculty members can access class lists, enter Last Date of Attendance Information, and enter Final Grades.  This site can be accessed from the Northland College Page (Faculty & Staff page) or by using the following links:


Last Date of Attendance Reporting

At the 60% point of the semester, faculty are notified via email to post the Last Date of Attendance for students that are no longer attending class.  The Last Date of Attendance should be entered for any student that has not attended class from the midterm date through this 60% point of the semester.  Faculty are asked to enter the Last Date of Attendance on the ISRS Grade Entry screen (ISRS Web Services).



This request from the Registrar is federally driven and required to be in compliance with Federal policies governing Title IV Financial Aid regulations.  At the 60% time-period of the semester, a student's financial aid is re-calculated and adjusted accordingly based on their attendance. 


Withdrawal From a Class

When a student drops a class during the first 5 days of a semester, it's as if the student was never registered for the class (it does not show up on a transcript and the student is not financially liable for the class).  

After the 5th day, a student may withdraw from a class by contacting the Registrar's office and filling out the appropriate form.  A student who withdraws or "drops" a class after the 5th day but prior to the 90% point of the semester (known on the calendar as the Last Day to Withdraw), is financially liable for the class and the class will appear on the official transcript.  A grade of "W" will appear on the transcript for classes a student has withdrawn from.


Final Class Roster

Faculty can access their class roster through e-services.  Final grades should be reported on these rosters, and the completed, signed rosters should be returned to the Registrar's Office.  Grades for courses should be recorded as A, B, C, D, F or I (Incomplete).  Students who have stopped coming to class but have not officially withdrawn from the course are given the grade earned (which is usually a grade of F).  

Please proofread your roster carefully before you turn it in.  You may want to make a copy of the roster for your records prior to submission.  Submitting the roster by the requested deadline is very important since all grades for each campus must be reported before time-sensitive reports related to student probation/ suspension can be processed.


Additional information about grading is included in the section titled Final Grades.




Grade Book Picture This section includes information about assigning student grades and how those grades are then submitted within the college grading system.  Specific topics include:


Academic Grading Scale

The college grading system recognizes grades A, B, C, D, F; it does not recognize pluses or minuses.  For tests and assignments, faculty members may use pluses or minuses; they just cannot be entered for a final grade.  Check with other faculty in your department to determine if the department uses a standard range for letter grades (for example, 90 – 100 = A; 80 – 89 = B; etc.)  It is suggested that you include your grading scale on your syllabus.

Grading (Policy 3090) defines the meaning of the letter grades that are used to document student academic achievement on the official transcript as follows:


Commonly Used Letter Grades

Other Letter Grades

A = Excellent 

P/ NP = Pass/ No Pass

B = Above Average

CR = Credit by Exam

C = Average

AU = Audit

D = Below Average

I = Incomplete

F = Failing

NC = No Credit


Z = In Progress


W = Withdraw


R = Repeat


Posting Grades

Posting of grades by social security number (partial or full) or by their NCTC student ID violates the students' rights to privacy.  In general student grades should not be posted in a public location such as on your office door or classroom bulletin board.  Using the Gradebook feature in D2L is one suggested method for posting student grades on exams and assignments and for keeping the students aware of their overall course grade. 


Grade of "Incomplete"

It is possible to assign a grade of Incomplete ("I") under certain narrowly-defined circumstances.  The following is the college policy on incompletes:  

Students may request of the instructor that they be assigned a grade of incomplete (I).   A grade of "I" may be assigned at the discretion of the instructor in exceptional circumstances and is a temporary grade.  It is to be given only to students who cannot complete the coursework on schedule because of illness or other circumstances beyond their control.  An incomplete grade will automatically become an "F" grade at the end of the next semester if requirements have not been satisfactorily met.  Instructors have the option of setting an earlier completion date.  NCTC Policy 3090 Grading Policy 

The form for requesting a grade of Incomplete can be found in the Student Services Department on campus or on the Web in the Employee Virtual Office. (Look under Forms = Student Services = Request for Incomplete Audit Pass/ No Pass Grade)


Submission of Final Grades

The registrar sends faculty members information about the final grade submission process near the end of each semester.  Grades for the semester have specific due dates that are included with this information.  (Grades are usually due within 1-2 days of the end of the semester.)

Grades can be entered by filling in the Final Grade Roster and submitting it to the Registrar's office or by entering grades directly to the Web.  If grades are entered directly to the Web, remember to print a copy for your files as you will not be able to access the grade screen once you have submitted the grades.  Whether submitting final grades on paper or on the Web, the Final Grade Roster must be submitted to the Registrar's office.

Do not give a grade of "Incomplete" without submitting the appropriate form to the Registrar's office. 


Grade Changes

On those rare occasions when a grade must be changed (e.g. changing a grade of "I" to the letter grade earned), the instructor must complete a Grade Change form.  This form can be obtained from the Student Services Department or on the Web in the Employee Virtual Office.  (Look under Forms = Student Services = Grade Change)


Grade Appeals

Occasionally a student may appeal a grade they are given on an exam or in a course.  The NCTC college policy on grade appeals:

Students may appeal a final grade or any grade received on cumulative work calculated into the final grade. All grade appeals must be directed first to the instructor who assigned the disputed grade, as within the College, the faculty retains the responsibility of assigning grades.  The College cannot change the grade assigned by an instructor unless presented with clear and convincing evidence that the instructor's grading procedure was biased, did not reflect sound educational practices, or was inconsistent with the common course outline and course syllabus.


The Grade Appeals Policy (Policy 3430) provides further information related to how a student files a grade appeal.


Grade Books  

Faculty are expected to keep a written record of how students are progressing through a course.  The usual ways of doing this are either through the use of a paper grade book (which can be purchased in the college bookstore) that lists the student's names and scores on assignments or by using a computer program to keep track of this information. 


If you want to use a computer based program, you have several choices.  You may use the gradebook feature within the online course delivery system (known as D2L or Desire2Learn).  It already has your student's names listed and can securely store this information.  The gradebook within D2L is part of a secure system that is backed up regularly at the state level.  Another option is to create an electronic gradebook using an Excel spreadsheet or one of the many gradebook programs that are available commercially.

Classroom Procedures

 The classroom procedures section includes basic information related to day-to-day class procedures.


Classroom Assignment/ Meeting Times

Class meeting times and classroom assignments are listed on the Semester Schedule.  The time and location of each class is also listed on the class roster.  This information can also be found on the Web under NCTC Class Schedules.  If you have a question about the room assignment/s for your class or to request a different classroom, please contact the Administrative Assistant to the Academic Dean on the campus.  (In TRF, contact Lori Johnson @ 681-0839;  In EGF, contact Mary Jo Bydal @ 793-2462.)

Unless agreed upon/ approved by the Dean, your contract runs for the entire semester.  The semester system anticipates that a 3-credit lecture class will meet 150 minutes per week for fifteen weeks PLUS the final exam week.  Class periods are typically 50 minutes in length (e.g. 9:00 AM – 9:50 AM, 12:30 PM – 1:20 PM).  It is suggested that classes begin and end promptly since often another class is scheduled in the same room immediately following your class time.


First Day of Class

The Academic Calendar provides important information including the dates for first day of class, withdrawal dates, and final exams.  The first class meeting sets the pace and tone for the semester.  The atmosphere should be friendly and caring, yet show the value of student responsibility.  It is extremely important to get a very accurate accounting of who is present and who is absent.  This accounting is the basis for the NO SHOW reporting discussed in the CLASS ROSTERS section. 

The syllabus should be duplicated and ready for distribution on the first day if possible, but no later than the end of the first week of class(es). 


Code of Conduct

All students attending Northland Community and Technical College must abide by the Student Code of Conduct (Policy 2110).  The Student Code of Conduct is published in the Student Handbook that all students are given upon enrolment.  Students violating the Code of Conduct are subject to sanctions including being suspended.  Faculty members witnessing a student violating the Code of Conduct should report the incident immediately to the Academic Dean.


Early Alert Process

If you have a student who is acquiring a large number of absences or who seems to be having some other difficulties that are interfering with his or her academic performance, you may want to direct that student to a campus counsellor.  An "Early Alert Referral Form" is available from the Student Services Department (or can be located in the Employee Virtual Office (look under Forms = Student Services Forms = Early Alert Referral Form). 


Student Evaluation of Courses

Students are asked to evaluate all courses for all adjunct and non-tenured faculty each semester (Tenured faculty have one course/semester evaluated).  The results of the evaluations are shared with you and the Academic Dean.  Your assistance is requested in the administration of the course evaluations.  Course evaluations are currently being provided to students via online delivery using the Desire2Learn Learning Management System.  These evaluations are typically administered at about mid-semester in order that feed-back obtained can be used to make course adjustments if necessary. 

Instructions regarding the process for administration of the Course Evaluations are provided at the appropriate time in the semester via email.



Student Rights and Services

This section includes information specific to student issues and resources:


Student Handbook

The current Student Handbook along with the handbook from previous years can also be found online at NCTC Student Handbook/Planner.

 The handbook includes the policies most pertinent to students along with a student planner.  Important college deadlines and dates are published in the handbook. 



Student records are subject to the Family Educational Rights Privacy Act (FERPA).  Before sharing information pertaining to individual students, adjunct faculty members should review the Data Privacy Policy (Policy 2015).  FERPA sets forth specific requirements regarding the privacy of student records, governs the release of records maintained by an educational institution and who has access to those records. 


In compliance with FERPA, the college may release information classified as "Directory Information" to the general public without the written consent of the student.  Directory Information includes:


  • Student Name
  • College Assigned Email Address
  • Hometown
  • Dates of Attendance
  • Enrollment Status (enrolled, graduated, withdrawn, part-time, full-time)
  • Program of Study


  • Honors and Awards Received
  • Participaiton in Recognized Campus Activities/ Sports
  • Height and Weight of Athletic Team Members
  • Photographs and Computerized or Videotaped Images









Directory Information is public data unless the student has filed a request that any of the data be treated as private.  This request must be on file with the Registrar's office and must be completed annually.

No transcript of academic record is released without written consent from the student, except as specified by law.  No one outside of the college may obtain data regarding a student's performance or attendance unless the student provides authorization in writing.  (This means that grades cannot be discussed with parents and/or significant others!)

You are trusted to keep in confidence sensitive personal information, as well as reports and correspondence which are not for general circulation.  Do not have conversations about private student or personnel matters on cellular phones in hallways, restaurants or other places where you are likely to be overheard.  Information should not be shared with anyone (including other faculty members) unless there is a bona fide need to know.  Questions concerning the confidentiality of any information or if the person requesting information really has a "need to know", should be directed to your supervisor or the Dean of Student Services.


Counseling Services

Licensed counselors are available on each campus to assist students with career, academic, and personal concerns.  Adjunct faculty should always refer students to the appropriate college personnel for assistance in these areas. Counseling and advising students are not within the professional scope of faculty duties.


Learning Services/ Tutoring

Learning Services are available to every student on campus. This may include students requesting tutors or those with disabilities needing services. In addition, Personal Education Plans are available for students who lack English proficiency. Learning Services also accommodates testing by arrangement with instructors. All services are provided free to Northland students.


East Grand Forks Learning Services

Thief River Falls Learning Services

Contact Person:

Ellen Brehmer

Dean Dalen


(218) 793-2382

(218) 683-8560


Rm. 580D, EGF campus

Rm. 205, TRF campus


Students with Disabilities

Northland Community and Technical College, in compliance with the Rehabilitation Act (Section 504) and the Americans with Disabilities Act (ADA), provides reasonable accommodations to otherwise qualified students with disabilities.  According to the Students with Disabilities Policy (Policy 2035), students with disabilities must make their requests for accommodations to the Learning Center on the campus.   

If a student requests any type of accommodation (i.e. extended test time, test reader, note taker, alternate test format, testing out of the room), they should immediately be referred to Learning Services.  Personnel in that department will work with the student to develop an appropriate accommodation plan based on documentation provided by the student.  Once a student has been provided an accommodation plan, it is the student's responsibility to provide the information to each faculty member. 

In order to receive accommodations, the student must present their instructors with a letter from Learning Services that describes the accommodations that are to be provided for that particular student.  Students requesting accommodations from an instructor without this letter need to be referred to the Learning Center to begin the procedures for requesting accommodations.  To assist you and the students, it is important that you place a notice in your syllabus similar to this example:


Example Syllabus Statement regarding Support Services: 

Support services for students with documented physical or psychological disabilities are available. Students with disabilities must request reasonable accommodations through the Learning Services Department on the campus where they expect to take the majority of their classes.  Students are encouraged to meet with Learning Services personnel three weeks before the start of the semester.

Students who are requesting accommodation must provide the instructor with a letter of accommodation from the Learning Services Department at the beginning of the semester.   Accommodations can only be made after the instructor receives the letter of accommodation from the student.



General Information - Table of Contents



  1. Day-to-Day Operations
    • Absence – Faculty
    • Bookstore
    • Business Cards
    • Cost Center Code
    • Faculty IDs
    • Library
    • Office Hours
    • Office Assistance
    • Personal Property on Campus
    • Supplies & Equipment
  2. Building and Equipment Use
    • Office Assignment
    • Keys
    • Parking
    • Smoking
    • State-Owned Vehicle
    • Telephones
    • Use of College Property
  3. Mail and Electronic Communication
    • Campus/ US Mail
    • Email and the NCTC Computer System
    • Virtual Office
  4. Information Technology
    • Computer Network
    • Technology Training
    • Desire2Learn (D2L)
  5. Health, Safety, and Security
    • Campus Closing
    • Campus Security
    • Children on Campus
    • On-the-Job Injuries
    • Safety




Day-to-Day Operations

Absence – Faculty

All employees are asked to report an absence due to illness or other unanticipated reasons to their immediate supervisor prior to the start of their scheduled shift/day. In addition, an "Absent from Regular Duty form must be completed and submitted.   This form can be found in the Employee Virtual Office (look under Forms = Human Resource Forms = Absent From Regular Duty). 

Work with your Division Chair or Dean for assistance covering absences in advance, if possible. 


      If you must miss a class on short notice because of illness or emergency, notify the switchboard or receptionist who will post a notice for the students and will post a class cancellation notice on the college web site.




Northland Community and Technical College operates a College bookstore on each campus for the convenience of both our students and employees. All students and employees are encouraged to purchase books and supplies through these facilities. Textbooks and general supplies are available in the bookstores as well as tools and equipment for specific occupational programs.


Business Cards

Business cards can be obtained by submitting a completed request form to the Director of Public Relations.  The form can be obtained in the Employee Virtual Office (look under Forms = Marketing/PR = Business Card Order Form).


Cost Center Code

Each college department and program is assigned a cost center code for budgeting and purchasing.  This code is used to:

o   make copies on the college copiers (code is punched into the copier to gain access)

o   send mail (code is written on the envelope near the return address)

o   charge supplies in the bookstore (code is given to the bookstore staff)

o   order equipment/ supplies from an outside vendor (code is entered on the purchase order)


To obtain the cost center code you are to use for your classes, contact the department/ division chair or your supervisor.


 Office Assistance


Limited faculty support is available for assistance with various office duties.  Faculty support personnel are listed in the Quick Contact Info list found at the beginning of this handbook.



Office Hours

Adjunct faculty are not required to keep office hours, but students are very appreciative when adjunct faculty make themselves available outside of class.  If you know you will be on campus outside of class hours, inform the students so they can make contact with you in an adjunct office or elsewhere on campus.  If you are comfortable with students calling you at home or some alternate number, you may provide that phone number on the syllabus (but do so with caution).  If you have an email address, you may provide that address to your students as another convenient way for them to communicate with you.  It is strongly suggested that only the college email system be used if possible.


Faculty ID Cards

Faculty ID cards are used on the East Grand Forks campus to gain access to certain classrooms, offices, the mailroom, and other areas.  These photo ID cards are obtained in the EGF campus library.



Northland Community and Technical College libraries support the curriculum, students and employees of the college.  Information about the library hours and services can be found on the Northland College Library page.


Personal Property on Campus

Northland College is not responsible for your personal property brought onto campus.  The College's insurance does not cover such items; however, as a general rule, the individual's homeowner's or renter's insurance usually covers such items (less your deductible).  Check with your agent as to your individual situation.  The college cannot assume reimbursement for the loss or damage of personal items, including autos, for any cause.


Supplies and Equipment

General office supplies, such as pens, notepads, stapler, etc. can be obtained from either campus bookstore. You may not order supplies directly from a store or vendor without following NCTC purchasing guidelines.  Assistance with purchasing supplies/ equipment can be obtained from your department chair/ division chair and from the business office. 




Building and Equipment Use

Office Assignment

The Academic Dean on each campus makes the office assignments.  Adjunct faculty are assigned office space that provides access to a computer, a phone, desk space and some storage space.


To request keys, contact your supervisor.  All keys must be turned in upon termination of employment.

 All College employees will be issued keys for the areas to which they are assigned or responsible. Please see Bob Gooden on the East Grand Forks campus or Clinton Castle on the Thief River Falls campus to obtain necessary keys.  You will be required to sign for the keys received. It is the responsibility of the employee to safeguard the use of the key(s) assigned. Keys must be returned at the end of the semester or academic year if faculty or staff will not be returning during the next academic period. 

Please notify Bob Gooden at EGF or Clinton Castle at TRF if you lose your keys.   Employees will be charged $25.00 to cover the replacement cost for each lost key.



Northland Community and Technical College charges all employees a parking/access fee to support the operation, maintenance and development of campus parking facilities. Employees may request that the parking fee be taken as a pre-tax payroll deduction or they may pay by cash or personal check. 

 Northland Community and Technical College assumes no responsibility for care of, damage to, and/or protection of any vehicle or its contents at anytime while it is operated or parked on the campus. All vehicles should be locked when left unattended. The college reserves the right to ticket and/or tow at the owner's expense any vehicle in violation of established parking regulations.



All of the vehicles, buildings, offices, restrooms and most entrances to any of the college buildings are non-smoking areas.  Persons who smoke are to do so out-of-doors and only near those entrances designated as smoking entrances.  It is the intent of the college to provide a smoke-free environment for all faculty members, staff, students and guests.


State-Owned Vehicle

The college has a fleet of vehicles available for work related travel. In most cases a vehicle can be checked out from the receptionist. 

 State owned vehicles are for official state business only. Authorized drivers must comply with M.S. 16B.55 and the departments of Finance and Administration policies and procedures regarding use of state vehicles.  Drivers are required to observe all ordinances and laws pertaining to the operation of motor vehicles.  Authorized drivers are state employees; contract employees if authorization to drive a state vehicle is specifically cited in their contract; students who have been granted permission by College administration; and drivers for certain disabled employees with the permission of that employee and the approval of his/her supervisor. All drivers must have in their possession a current and valid driver's license. 

Only authorized persons are permitted to ride in state-owned vehicles. Authorized persons include state employees, other persons participating in state programs or functions, or individuals assisting disabled employees with prior approval as described in the paragraph above. Family members are not allowed in state vehicles.  State-owned vehicles are Smoke-Free.




A telephone directory can be obtained from the campus receptionist.  Updated directories for each campus are sent out via email on a regular basis.  The complete college directory can be found online.

To make long distance phone calls, a long distance ID code is required.  This code must be requested from your supervisor.  Long distance codes are issued only as needed to conduct NCTC business. 


The use of long-distance calling for personal use is strictly prohibited. For employees needing to make personal long-distance calls, use of a personal long-distance calling card is recommended. Work related long distance phone calls are to be made by using the assigned long distance ID Code. Long distance ID Codes are to be used for college business only and should not to be shared with anyone. You are responsible for all calls listed under your ID Code.  If it does become necessary to make long distance personal calls they should be reimbursed at .15 per minute plus applicable federal and state tax.  Incoming toll free lines are provided for official business only.  Personal calls using the toll free lines are not authorized.


Use of College Property

College property is provided and maintained to complete assigned tasks.  Property should be treated with care and used according to standard procedures.  You should take appropriate security measures when leaving a work area unattended.  Employees are prohibited from using State time, supplies or equipment for their private use or other non-state business uses. Misuse of the State telephone service, computer communications or State equipment and/or property can result in disciplinary action, including termination, as well as repayment for unauthorized usages. In addition, employees who violate this statute may be subject to criminal prosecution.


Mail and Electronic Communication

Campus/ US Mail

Each faculty member is given a campus mailbox.  Please check it regularly as various college/ campus announcements are delivered directly to employee mailboxes.   US Mail is also processed through the NCTC mail rooms.  In order to send out US Mail, a cost center code must be included on the envelope.  Check with your supervisor to obtain the cost center code for your department.

Campus mail is the property of NCTC and no guarantee of confidentiality can be assumed.  The employee should not receive personal mail, such as bills or magazines, at work.


Email and the NCTC Computer System

The NCTC college campuses are networked with wireless access available from almost anywhere on either campus.  Access is available to both the college Intranet and the Internet.  NCTC uses Microsoft Outlook for email, which is accessed from the Internet.  You will automatically receive an email address when hired.  It is possible to log into the NCTC Intranet from a remote location with the proper equipment, software and access codes.  Training in the use of Microsoft Outlook Mail is available through the Information Technology Department.

The email system is the property of NCTC and no guarantee of confidentiality can be assumed.


How To Access E-mail From Home

To access your college e-mail from home you must have internet access and a password set on your Microsoft Outlook e-mail account and then follow these procedures:


§  Access the internet: Type in the address bar and hit enter. 

§  Click the Employees tab from the Most Popular Links section of the home page and click WebMail sign-in.

§  Enter your username and password in the same manner as using your on-campus computer for your e-mail account at work.


Virtual Office

NCTC uses a "Virtual Office" which is a place on the Intranet where employees and students can go to access college resources from home or on campus.  There are two different Virtual Office sites.  The Employee Virtual Office is for Employees ONLY and is not accessible to students.  The Student Virtual Office is accessible to both students and employees.


Signing into the Employee Virtual Office: Employees sign into Student Virtual Office the same way.

  1. Go to the College home page.
  2. Hover over MyNCTC/Virtual Office.
  3. Click on Employee Virtual Office.
  4. Log in using your Novell log in that you use on campus.

Ø  Username is: First 6 letters of your Last Name and the First 2 letters of your First Name

Ø  Password is: The same as on campus


Detailed information about using the Employee and Student Virtual Office Sites can be found in the Virtual Office Handbook


Information Technology


Technology Training


The following sites provide information and training resources specific to NCTC related to the use of technology:


Ø  Employee Resources – Technology Training  (This site includes an "Employee Quick Start Guide", "How to Login to the Network"; info on using the various Microsoft Office products (including Word, PowerPoint, Access, & Excel); information about Groupwise and Virtual Office; and, various other resources.)



Desire2Learn (D2L) is the course management software that NCTC and all other schools in the Minnesota State Colleges and Universities System are now using. D2L allows instructors to create course web sites to supplement face-to-face courses or to provide instruction for distance learning online courses. D2L allows students to access course materials through a standard web browser. Instructors can set up their D2L courses to include a variety of materials including course calendar (schedule), news, quizzes and surveys, grades, chat and discussions, and drop box to submit assignments.


Students and faculty access the D2L site at  Faculty who are interested in training on using this tool in their courses should contact Karleen Delorme, the NCTC D2L site administrator at 218-793-2429 or via email at


Health, Safety, and Security

Campus Closing due to Weather or Other Emergency


The authority to close the college campus when weather or other emergency exists resides with the president or the president's designee. The closure of state agencies by the Commissioner of the Department of Employee Relations does not apply to MnSCU institutions.  When a college closing is declared, all employees except weather essential employees are excused from work with pay. A college closure applies to all employees, without regard to labor contracts. However, the essential emergency employees who are not excused from work will be paid at their regular rate of pay. A declaration of a college closure will clearly identify the time frame when employees are excused from work. Employees are instructed to listen to radio and television stations when storms or emergency situations might carry over from one day into two or more days.


Notification of Cancellation or Closing

The president or designee will notify radio and television stations of events such as a campus closure. The message given to these stations will indicate whether it is a cancellation or closure. Employees then must follow the state policies regarding cancellation or closure.  Whenever possible, decisions to cancel day classes will be made by approximately 6:00 a.m., and decisions to cancel night classes or activities will be made by 3 p.m. In certain emergencies, an effort will be made to announce closures or cancellations prior to the 10 p.m. television newscasts.

The list of local and regional radio and television stations that will be contacted are:



Call Letters




Call Letters




Thief River Falls

1230 AM




1480 AM/

107.1 FM


Thief River Falls

1460 AM



Grand Forks

107.5 FM



100.3 FM



Grand Forks

1310 AM/

94.7 FM


Thief River Falls

99.3 FM



Grand Forks

97.1 FM



90.1 FM



Grand Forks

1590 AM



1410 AM



Grand Forks

96.1 FM



102 FM



Grand Forks

1440 AM



1260 AM



Grand Forks

104.3 FM



92.5 FM









Channel 11


Grand Forks/ Devils Lake

Channel 8


Grand Forks/ Fargo

Channel 4

Local Cable

Thief River Falls

Channel 3 & 13


Other Emergency Conditions

Other emergencies covered by this procedure would include such things as: fire, tornado, bomb threats, other serious problems related to mechanical or electrical systems, or any other extremely hazardous situation in or around the campus.

Campus Security

Northland Community and Technical College has made every effort to provide a safe and secure work and learning environment by illuminating its parking lots at night. When you leave the building in the evening, for your personal safety we recommend you walk to your car in pairs or in a group. If no one else is available, you may ask the on-duty security officer to escort you.  Security officers are available on each campus Monday through Thursday evenings when classes are in session from 5:00 p.m. – 10:00 p.m.  The telephone number for the security officers is as follows:


                East Grand Forks                                218-791-0469

                Thief River Falls                  218-684-5915 and 218-684-5916


Children on Campus

The following is an excerpt from Children on Campus (Policy 1075):

 Due to disruption and possible risk of harm, employees and students may not provide care for children or have another person provide care for children on the College campus.  Employees and students may not bring children to scheduled work assignments, class, computer labs, or the library.

 Children are welcome on campus for appropriate events and must be supervised.



It is the goal of Northland Community and Technical College to provide the employees and students with a safe and healthy work environment. Contact the college's Safety Officer, Julie Fenning, for concerns about physical hazards, electrical hazards, fires and explosions, means of exit from buildings and use of Personal Protective Equipment (PPE).  Northland Community and Technical College also has a Safety Committee on each campus with a purpose to promote awareness of safety on campus.


On-the-Job Injuries

All NCTC employees are covered by workers compensation provisions if they are injured during the course of official business. When you have been injured on the job, notify your supervisor immediately so that the process of caring for your injury may begin. A serious injury must be reported to the Department of Employee Relations within 48 hours after it occurs. A first report of injury is to be completed by contacting Kristi Lane on the TRF campus.  A first report of injury form must be completed and submitted to Human Resources within 24 hours of injury.  Medical practitioners must be notified that the injury was sustained on the job.

 The designated clinics for evaluating and treatment of worker's compensation related injuries for each campus is as follows:

East Grand Forks:

Altru Clinic Grand Forks

     Altru Health System

     1000 South Columbia Road

     Grand Forks, ND  58206



Thief River Falls:

Sanford Health  - Thief River Falls

     1720 Highway 59 SE

     Thief River Falls, MN  56701




Incident Reports

The State of Minnesota requires that any incident that happens on campus or off campus that could result in litigation against the State of Minnesota or any of its employees or agents be reported. The incident report should be filled out immediately or as soon as possible after the incident occurs and turned in to the Business Office on either campus.  The report should be filled out by the person(s) witnessing the event or the person to whom it was first reported.   The Incident Report Form can be found in the Employee Virtual Office (under Forms = Human Resources = Incident Report Form).


Employment Information


The best place to look for all employment information is the NCTC Human Resources web page.  It includes information that addresses some of the more commonly asked questions from new faculty.  The Employee Handbook also provides comprehensive information about various employment issues.

 The information listed in this section covers some of the most commonly asked questions from new faculty.


Employee ID Number

A state employee ID number is assigned at time of hire.  The eight-digit state employee ID number is listed on the Notice of Appointment letter that comes via US Mail from the Human Resources Department.  Your employee ID number is used for logging into the State Employee site to access payroll information.  This number is also needed for completion of any employee expense reimbursement forms.

 If you don't know your employee ID number, contact Diane Rapacz in the Human Resources department.


Please Note:  The Employee ID number is different than your Tech ID number.  The Tech ID number is used for accessing class lists and submitting grades.


Pay Day

Paychecks are distributed according to a pay period schedule set by the Department of Finance. Employees are paid bi-weekly; every other Friday is payday.


Accessing Your Pay Stub Information

Employees can access their paystub information from the state website at ( To access the information, sign in using your eight-digit employee ID number and password.  Initially, the password must be at least eight characters. Employees are able to change their own password at any time. You may receive notification when a password change is required.


Direct Deposit

All state employees receive their pay via direct deposit. Direct deposit ensures that your pay is deposited in your bank account on payday Friday. The direct deposit authorization form is available on the employee self service website ( under other payroll – payroll forms, or by contacting the Human Resources Department.


Business Expense Reimbursement

Information on mileage and meal reimbursement can be found in the Employee Handbook.  The reimbursement form is located in the Virtual Office (under Forms = Human Resources = Employee Expense Report).


Professional Development

Employees are encouraged to participate in job-related professional development activities.  Various programs are offered through the college and adjunct faculty are welcome to attend.  Professional development opportunities are announced via email and/or flyers placed in faculty mailboxes.

 Check with your supervisor to determine if reimbursement is available for attending conferences held off-campus.