Packet Info (from Fall 2023 so dates are shifted)

Welcome Back Fall 2023

Lydia Keema, Program Coordinator:  lkeema@calpoly.edu

Sienna Abreu, Program Assistant: swm@calpoly.edu

Office: 26-110A (Graphic Arts, Room 110A)

Lydia’s Cell: 619-241-3005

LAND ACKNOWLEDGMENT

Cal Poly is in tiłhini, the Place of the Full Moon. We gratefully acknowledge, respect, and thank yak titʸu titʸu yak tiłhini, Northern Chumash Tribe of San Luis Obispo County and Region, in whose homelands we are guests.

Staff Meetings:

Our first staff meeting is at 11:10 AM on Thursday, September 28th. All staff meetings are in 26-123.  Staff meetings are mandatory and require active leader participation. If you know ahead of time that you are unable to attend a staff meeting, please attend the SWS staff meeting (held Tuesday’s at 11:10am the same weeks). If it is an emergency and you are unable to make staff meeting, please notify swm@calpoly.edu, read the meeting minutes, and schedule a follow up meeting with Lydia.

·       Week 0 – September 21st

·       Week 1 – September 28th

·       Week 3 – October 12th

·       Week 5 – October 26th

·               Week 7 – November 9th

·               Week 9 – November 30th

General Reminders:

1.     All worksheets, Planning the Session sheets, and additional workshop materials should be shared with the professor prior to distributing in your workshop, especially if you are distributing mock exams and quizzes.

2.     Any old quizzes and exams from previous quarters must be approved by your professor to distribute in workshop.  Failing to do so may give an unfair advantage to students and would nullify the core values of Supplemental Instruction.

3.     Presentation – advertise your workshop during the first class session (more information listed below).

4.     Enrollment – All students who attend the workshop are expected to be enrolled. Be sure your students are enrolled in the correct workshop and are on your attendance roster.

5.     Attendance – workshop attendance is due at the end of every workshop and must be inputted on your workshop canvas page.  More than two reminders to complete your attendance will result in a meeting with Lydia.

6.     Payroll – It is your responsibility as a workshop leader to keep an accurate account of your work hours and to enter these hours in your ISA timesheet on a weekly basis. Do not enter hours which  you did not work, such as missing class or workshop due to illness. When you work additional hours as a substitute, list a note in your timesheet so these hours are not accidentally denied.  Consistent use of a late timesheet will warrant a discussion with Lydia. Inaccurate timesheets will also warrant a discussion with Lydia.

7.     Permission numbers and Time Conflicts – Permission numbers are needed after the fourth day of instruction, starting September 27th. They will email Lydia or go to the ASC with their EMPL ID and the workshop section they want to join. Students do not need a Permission code if they have an academic time conflict form. Time Conflict forms are not required for non-academic conflicts (i.e. clubs, WOW training, intramural sports).  Refer to the handout provided in your Beginning Quarter Packet.

8.     Workshop Canvas – Your sections are ready for you to publish and activate. It is a workshop leader requirement to keep an accurate and up-to-date canvas page. This is your primary mode of communication with students through the quarter.

9.     SWM Canvas – This canvas page is active.  You will find a host of resources on this canvas page alongside where to turn in your Planning the Session sheets. We will go over this more in our staff meetings.

10.  Reflections – All facilitators will complete 3 reflections through the quarter that are submitted on the SWM canvas page by 11:59pm on the following dates: October 15th, November 12th, and December 10th.  Follow the prompt on the SWM Canvas page.  These are firm deadlines and failing to complete these reflections will warrant a check-in meeting with Lydia.

Marketing Your Workshop:

1.     Touch base with the instructor before beginning your presentation. Always remember that you are a guest in the instructor’s class. Prior to the first class, let them know you would like to speak for a few minutes at the start of class to advertise your workshop.

2.     Display your name, Cal Poly email, and the time of your workshop(s) for the students. Feel free to use the Canva flyer template that we provided you.

3.     Tell students about SWM – this should be about 2-3 minutes.

·       SWM is open to all students enrolled in the respective course.

·       Focus the first parts on why students should join. Appeal to their emotions.

·       1-unit CR/NC workshop based on attendance and participation (no additional homework).

·       Mention that they can attend a workshop before officially joining.

·       Students have through September 26th to enroll in a workshop without a permission code. They have until October 2nd to enroll with a permission number. They have until October 9th at 5:00 pm, to submit a Late Enrollment Appeal.

·       A normal capacity for a workshop is 24 students but more students can enroll if the demand warrants this decision. We will confirm that the classroom is large enough to accommodate or find another classroom for you, if one is available.

·       Workshops start Week one; sections fill up fast.

4.  Answer questions (now or at the end of class); be seated; start taking notes to plan for your workshop.

First Week Sessions

1.     Review your syllabus with your students. Discuss your expectations. Be sure to let them know that the workshops will meet each week throughout the quarter even if the facilitator is ill/absent. Holidays and finals week will be the only situations in which workshops won’t meet.

a.     Upload the syllabus PDF to your workshop Canvas page in the Syllabus file

b.     Create your own Workshop expectation contract with your student group

2.     Help students join workshops who are attending but haven’t officially added workshop.  Refer students to Lydia if they have trouble joining a workshop.

3.     Plan on using an ice-breaker and sharing study skills and helpful tips to succeed in the class.

4.     Share benefits of the program and begin building rapport with your group.

5.     Canvas is set up for each workshop, but you must activate it for your students to access it. Advise students how you intend to use it (emailing, posting worksheets, your syllabus, etc.). Use your Cal Poly email address rather than your personal email. Only enrolled workshop students, SWM program staff, and the Executive Director of Writing and Learning can have access to your workshop’s Canvas.  The professor to your corresponding class is not allowed access.

Adds / Drops / Withdrawals /Auditing / Partial Attendance /Enrollments

1.     Ask your professor to distribute the electronic Permission Number and Time Conflict form sheet for students who have not yet enrolled in workshop.  Refer them to Lydia if they have trouble joining a workshop.  Permission numbers are only required after open enrollment (after fourth day of instruction).

2.     Adds/Drops – Students will not be permitted to Add or Drop after the Add/Drop period ends on October 2nd. After this deadline, students must pay a $20 fee to “Late Add” until October 9th which is paid to the university in advance.  If a student has a concern about this fee, direct them to Lydia.

3.     Time Conflicts – If a student has a class that presents a 20-minute conflict, is asynchronous despite it stating it meets during workshop, or students are able to leave early from, they may complete a Time Conflict Request form to request to leave early from or arrive late to your workshop.  For example, if a student has a 7:10-8:00pm lecture but wants to enroll in your 6:10-7:30pm workshop, the student may complete the form to request to leave 20 minutes early from your workshop.  The student must add Lydia’s email and the professor’s email of the class that overlaps with workshop to complete a time conflict form. Workshop leaders never sign this form. This must be done before the Add/Drop period ends October 2nd.

4.     Withdrawals– Students are responsible for their own withdrawals. Forms are available from the Office of the Registrar; Lydia must sign the Withdrawal forms – not you.  The last day to withdraw from a course for a serious and compelling reason is November 17th (by 5:00pm).

5.     Auditing – Students are not permitted to audit (attend session without being enrolled). This is university policy.  Allowing a student to audit your workshop is subject to immediate termination.

6.     Partial Attendance – If students communicate with you that they will electively miss several workshop sessions but would still like to enroll, they must understand that they will NOT receive credit because their attendance will be too low. In addition, let them know that you will be unable to provide them with additional 1:1 tutoring or review materials that were covered during sessions they missed.

7.     Out of State/International Students – Any student who is concerned about the one-unit fee, please refer them to Lydia to discuss their questions and concerns. They may also talk with the Executive Director of Writing and Learning, Dr. Dawn Janke.

Concerns/Problems/Questions: Email or phone the Coordinator or Program Assistant. We are here to help you.