Curriculum Committee Guidelines OLLI at LSU LAGNIAPPE STUDIES UNLIMITED CHAPTER 2168 Pleasant Hall Baton Rouge LA 70803 578-6763 FAX: 578-7533

Welcome to the Curriculum Committee of Lagniappe Studies Unlimited. This committee consists of coordinators who determine types of courses, select instructors, and establish schedules. A coordinator is a very important and prestigious member who works with the entire committee to produce an exciting and stimulating term for all Lagniappe members.

e-mail address: [email protected] website: http://www.outreach.lsu.edu/Olli

Contents: 1. Overview of curriculum committee member duties 2. Guidelines for coordinators 3. Standard configuration and estimates of chairs, tables and equipment for each room at BUMC 4. Evacuation procedure from Adult Education Building 5. Green sheet

Created 5/3/2008 11:20 a.m. Have for coordinators at first Curriculum Committee meeting for a new semester and every meeting after that

Overview of Curriculum Committee Member Duties Members of the Lagniappe Studies Unlimited Curriculum Committee have a wide variety of responsibilities, one of which is to assure the success of the program of classes through skillful management. Advanced planning As the committee determines the particular courses that are desirable for the upcoming term, each course is assigned to a committee member known as the coordinator. (In rare cases, the coordinator may not be a committee member.) The coordinator is initially responsible for the following activities: 1) Identifying and contacting a potential instructor(s). 2) Describing the program and assuring that he/she is aware of the dates of term and the times of classes. 3) Discussing preferred time and location for the course. 4) Determining equipment needs, if any. 5) Filling out the "green sheet" completely and providing it to the office on or before the prescribed deadline. When all green sheets have been received, the “scheduling facilitator” will assign times and locations to each class. Each responsible committee member must verify class time and equipment needs with the instructor. During class term Normally, the coordinator enrolls in his/her course. The class fee is waived for coordinators. One week prior to the beginning of the term, the office staff will inform the coordinator if the proposed course fails to meet the minimum enrollment criteria. The coordinator will inform the instructor. The requirement is to have at least eight enrolled, or seven if the instructor is agreeable. If the course has sufficient enrollment to proceed, the coordinator shall: 1) Collect the packet from the second floor closet at Broadmoor United Methodist Church on the first day of class. 2) Arrive at the class location in advance to see that the classroom is set up properly and needed equipment is in place. 3) Introduce the instructor to the class and make necessary announcements. 4) After class, restore the furniture arrangement in the classroom according to the design requested by Broadmoor United Methodist Church. This arrangement is included in the Coordinator Packet. 5) Inform the office manager of any changes in dates and times that occur during the term. This might involve cancellation of a class. 6) Make sure that everyone in the class can hear the speaker. This is one of the most important responsibilities of a coordinator. If people in the far corner of the room cannot hear the speaker, ask them to move to the center front as much as possible. A portable speaker system is available and is often needed in large classes. 7) Find a volunteer to carry out any duties that the coordinator cannot perform.

Created 5/3/2008 11:20 a.m.

GUIDELINES FOR COORDINATORS I.

Attend monthly Curriculum Committee meetings. If you miss one, keep in touch with another committee member. Great ideas are always being discussed.

II.

III.

Use your ideas and/or those suggestions of the Curriculum Committee to contact a potential instructor for a course. Plan the dates and the time for a particular course:

A. Consult with the instructor on class size and a tentative time and day for the course, which is usually a two-hour class that meets one day a week, Monday through Friday, for the length of the term. Morning sessions are 9:30 a.m. to 11:30 a.m.; afternoon sessions are 1:30 p.m. to 3:30 p.m. Art classes are three hours in length: 9:00 a.m. – 12:00 noon or 1:00 p.m. to 4:00 p.m. Try not to vary from this schedule. Urge the instructor to provide an alternate day and time for the class. This helps to avoid conflicts and to present a more balanced schedule of courses. B. Consult with the instructor on the location of the course if it is not to be held at Broadmoor United Methodist Church. C. Stress how important it is for the instructor to adhere to the class schedule (date, time, and location) as it is published in the bulletin. The office will notify each instructor by e-mail before the bulletin is published and request that the instructor make any changes at that time. The office will e-mail green sheets and tax information to the instructor and/or coordinator if requested to do so. IV.

Fill out the “green sheet” completely and provide it to the office on or before the prescribed deadline. A. One section of the green sheet involves information regarding the instructor and specifics on dates, etc. 1.

In a phone call or one-on-one conversation, ask instructor for information to complete the blanks. If you are not comfortable asking for the social security number, ask him/her to call the office to give that information or give the green sheet to the instructor and ask him/her to mail it to the office. If you know the instructor has taught for us before, you may ask the office staff to fill in the social security number.

2.

Inform the instructor that an honorarium is presented upon completion of the course. The current honorarium is $420.00 for a six week course in the fall and spring semesters.

3.

Try to get an alternate date and time for the course to meet.

B. Another section of the green sheet involves a description of the course: 1.

With assistance from the instructor, write a brief, but persuasive, description of the course. Please remember this is the write-up that will be published in the bulletin, and you want to make it appealing enough and informative enough to make students eager to take the course.

Created 5/3/2008 11:20 a.m.

2.

If there is a maximum enrollment limitation, include this as part of the course description. If the number of applications exceeds the enrollment limitation, the class coordinator is encouraged to consult with the instructor in an effort to accommodate as many applicants as possible. After the semester begins, if the class coordinator determines that space is available to accommodate additional persons that space should be made available to persons on the waiting list. A listing of names from the waiting list can be obtained from the Office Manager.

C. A third section of the green sheet includes any equipment that may be needed during the class term. The “scheduling facilitator” must know what is needed in order to avoid any conflicts. Most of the equipment is owned by Lagniappe Studies Unlimited and can be found in the closet on the second floor at Broadmoor United Methodist Church. Wall-mounted equipment such as TV and VCR/DVD are available for use in some classrooms. That is taken into consideration when assigning rooms. V.

Prepare the classroom. A. Arrive early and set up any audio/visual aid or other equipment required by the instructor. We have facilitators appointed to help with this, but it is the primary responsibility of the coordinator to retrieve and set up any equipment needed. A VCR/TV, DVD/TV, O/H projector screen, slide projector, boom box, speakers, portable microphone and multimedia projector are available for our use. Some equipment is wall-mounted and some is located at the church in the closet on the second floor. The movable equipment must be returned to the place from which it was obtained. B. Introduce the instructor at the first class meeting. A biographical sketch can be obtained from the instructor or from the green sheet for this purpose. C. A sheet of announcements will be included in the coordinator packet in the second-floor closet on the first day of class. They should include the location of restrooms, time and location of coffee break, the use of cell phones, and the restoration of the room upon leaving. Enlist the aid of the students in restoring the room. Also, the emergency evacuation plan should be explained by identifying the location of the stairways and direction to the exits. Determine if anyone may need assistance accessing the stairs in case of an emergency. Please ask the person(s) to complete the form provided in your coordinator packet. Make these announcements at the first meeting. D. Make sure each student has a nametag. Ask students to notify the office by phone (578-6763) or email ([email protected]), if they need a nametag.

VI.

Check the roll during the first class meeting. Note the names of any students that don’t appear on the roll and inform the office that these students are in the class.

VII.

Make sure the lights, heating or air conditioners are turned off and the doors are closed at the end of the last afternoon class. It is the coordinator’s responsibility to see that the chairs and tables are returned to the original configuration as shown in the coordinator’s packet.

VIII.

Be aware that refreshments are usually served in Room 201. If this should change, an announcement will be posted in the lobby on the easel. Lagniappe Studies Unlimited normally provides coffee, water and lemonade, but members volunteer to provide cookies or snacks.

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IX.

Policies: A. If class registrations received by a given date exceed the enrollment limitation, enrollees will be selected by a random drawing, and a waiting list will be prepared with priority determined by random drawing. B. It is best to encourage the instructor not to establish a limitation if it can be avoided. For safety reasons, however, maximum enrollment limitations will be placed as shown on the enclosed “Standard Configuration and Estimates of Chairs, Tables, and Equipment for Each Room.” C. Any person wishing to attend a class after the semester begins can do so only with approval of the class coordinator. In the case of transfer from another course, the person must notify the class coordinator of that class. D. There are no refunds for classes except in cases of extreme illness or other emergency. E. If there are any changes in the class schedule after the term has begun: 1.

The instructor should inform the coordinator of any changes.

2.

The Lagniappe Studies office must be informed immediately of any such changes.

3.

Any students absent the day the change is announced must be informed of the change by the coordinator.

F. The office will e-mail or mail the coordinators reminders about two weeks before the semester begins.

Created 5/3/2008 11:20 a.m.

STANDARD CONFIGURATION AND ESTIMATES OF CHAIRS, TABLES, AND EQUIPMENT FOR EACH ROOM (Estimates are for lecture format only)

Room #

Configuration

# of Chairs

# of Tables

Standard Equipment

n/a 4-6 1-2 1-2 4-6 5-8 5-8 10 2-3 2-3 2-3 2-3

n/a TV/VCR/DVD TV/VCR/DVD TV TV/VCR/DVD TV/VCR None TV/VCR/DVD None TV/VCR TV/VCR/DVD TV/VCR

Maximum enrollment

101 102 103 104 105 106 107 201 202 203 204 205

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For coffee Tables Lecture Lecture Tables Tables Tables Lecture Lecture Lecture Lecture Lecture

n/a 12 27 27 20 20 20 90-100 50 35 70 65

Evacuation Procedure from Adult Education Building Broadmoor United Methodist Church for Lagniappe Studies Unlimited 1. Coordinators should refer to the evacuation plan layout at the first class meeting. Identify the location of the stairways and direction to the exits. 2. Explain the evacuation procedure to the students. The elevator may not be working and should NEVER be used during an emergency because it may lose electricity and people could be locked in. 3. Copies of the evacuation plan will be posted in the coffee break room by the facilitators. 4. Coordinators must get a list of ALL persons in their class who need assistance getting down the stairs. A form will be provided in each class packet for recording this information. Coordinators should solicit volunteers from their class who will assist students needing help to exit the building and include that information on the form. Coordinators will retain the form and destroy it when the course is completed. 5. In an evacuation, designated facilitators for each class period (Monday through Friday) are responsible for checking the bathrooms, kitchen area and closet, as well as all classrooms not being used by Lagniappe Studies Unlimited, to be sure that everyone gets out of the building. 6. In an evacuation, each class will assemble as a group away from the building near their exit. 7. After exiting the building and the coordinator has assured that everyone is safely out and/or accounted for, the group should move to the parking lot between the church building and the education building, remaining as a group with their coordinator until the emergency is resolved. 8. Broadmoor United Methodist Church officials will determine WHEN and IF it is safe to return to the building. They will be in charge at this point, and we will take orders from them.

Created 5/3/2008 11:20 a.m.

OSHER LIFELONG LEARNING INSTITUTE AT LSU LAGNIAPPE STUDIES UNLIMITED – LAGNIAPPE IN THE FELICIANAS

COORDINATOR’S CONFIRMATION SHEET (Gre en Sh ee t) 6-Week Course Today’s Date:

Semester teaching: Spring

Fall

Name & Title of Instructor:

Full Address:

Phone:

Email: The instructor will receive an honorarium? Yes:

No:

LSU Affiliate? Yes:

No:

If yes, SS#:

The following information will be published in the course bulletin. Please be specific with all descriptions Name of Course:

Instructor’s Profile:

Course Description (is as follows or is attached):

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Is there a required text?

Yes:

No:

An optional text? Yes:

No:

If yes, list name of text and author:

Are supplies required?

Yes:

No:

Are copies of handouts needed?

Yes:

No:

If yes, please attach list

LSU will not reimburse for copies made elsewhere. Copies (within reason) may be requested from the OLLI at LSU office. Copies for handouts must be picked up at the office.

Maximum # of students allowed in the class: Day of week desired (1st Choice):

Time of day:

Day of week desired (2nd Choice):

Time of day:

Most classes are held between 9:30–11:30 a.m. & 1:30 – 3:30 p.m.

Classes will be held at

Baton Rouge: Broadmoor United Methodist: St. Francisville:

Other, please list: Equipment required by instructor Sound System:

Boombox:

CD Player:

TV/VCR/DVD:

Laptop Projector:

O/H Projector:

Slide Projector:

Multi-Media Proj:

Chalkboard:

Easel:

Lectern:

Projector Screen:

Extension Cord:

Speakers:

Wall Mount DVD/TV:

Lavaliere Microphone:

Other:

Coordinator Contact Info Name:

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Phone: