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Records Management and Legal Implications Syllabus
OST 1355C Class 7936, Fall 2014

Instructor Information

Judith Brierley, M.S.
E-mail: brierlej@seminolestate.edu

Phone:            407-708-2312

Office:             J-106D

Office Hours:  Mon. 11-3, Tues. 11-3 and Wed. 11-1 or by appointment

Course Information

Records Management and Legal Implications - OST 1355C Class 7936
Date: August 25 to December 13, 2014

This course is a study of the principles of effective management for paper-based, electronic and image records systems. Emphasis is placed on the systematic control of the life cycle of all records. Students will learn the basic legal background requirements for the release, retention and storing of records and laws regulating the management of such records. Principles of cost, efficiency and performance are covered as related to the management of all records. Students will also learn how to manage files on their electronic storage device. Career opportunities in records management are included.
Requisites: No corequisites or prerequisites.
Additional Class Information:
Credits: 3.00

Measurable Course Objectives

Measurable Course Objectives are outcomes students are expected to achieve by the end of the course.

  • Define records and information management (RIM).
  • Explain the objectives of an organized record management program and how databases are used in managing records.
  • Apply indexing and filing rules, terms and concepts associated with an alphabetic and subject records systems.
  • Explain effective principles in a records management program involving the retention, safety, security and disaster of recovery of records.
  • Identify laws that regulate the retention and accessibility of records.
  • Identify terms associated with paper-based, electronic and image records.

Orientation Information

There is no on campus orientation for this course.

Textbook Information

Records Management Book
Records Management Book

You may purchase the required textbook at the SSC Bookstore or visit the SSC website at www.seminolestate.bkstr.edu to order this textbook.

Required

Records Management
Type: Book
Author: Read
Edition: 9th
Copyright: 2011
Publisher: Cengage Learning
ISBN: 9780538731416
Status: Required
New: $152.25
Used: $114.25
New Rental: $106.58

- or -


Records Management: Read & Ginn
Type: eBook
Author: Read
Edition: 9th
Copyright: 2011
Publisher: Cengage Learning
ISBN: 9781111743185
Status: Required
New: $33.99

Hardware/Software Listing

Computer and Software Requirements: You are required to have access to a computer with an Internet connection. You must be familiar with using the Internet as all your communications will be sent on-line.

Your computer must have the following features:

  • You must be familiar with using the Internet as all your communications will be sent on-line.
  • You must use a software that will allow you to save the file with a doc, docx, PDF, rtf or txt extension. 
  • Adobe Reader - this enables you to open pdf files. You can download it for free at Adobe.com.
  • You must have a virus checker program on your computer such as McAfee or Norton, so that you do not transmit a virus to the professor or anyone in the class.

Free Office 365 (Office 2013) for Students

Students, have free access to Microsoft's OneDrive and a free download of Office 365 with your live.seminolestate.edu email account. Instructions are on the Sakai homepage.

Instructional Mode

DL Online
An online course is delivered entirely over the Internet and fosters remote interaction among students and instructors. Seminole State's online courses use a course delivery tool called Sakai. To learn more about Seminole State's Web-based courses, visit the Online Course Overview page.

Distance Learning Information

To succeed in an online course, you need to be:

  • motivated
  • self-directed
  • willing to work on your own

Distance learning (DL) courses are not for everyone. They are neither easier nor more difficult than on-campus courses, but they do require more dedication and self-discipline from the student.  If you like to interact face-to-face with a professor and classmates, or if you have difficulty managing your time, this might not be the best course delivery mode for you.  However, if you can read and understand technical information, follow instructions as given, and solve computer problems on your own without asking for much help, online instruction should work well for you. Good time management skills, self-discipline, and motivation are required to successfully complete an online course.

Grade Scale and Evaluation Methods

Your final grade will be based on:

Typed assignments, objective tests and quizzes.

Sakai will drop the lowest assignment and test grade.

GradePoints
A 900-1000
B 800-899
C 700-799
D 600-699
F 0-599

No Incompletes will be given in this course.

Class Assignments

Assignments: The directions for all assignments will be provided. You are responsible for all information in the text book, although you may not be required to turn in all of the exercises and problems you complete. The points allocated to assignments are specified earlier in the syllabus. In addition to accomplishing the intent of the assignment, points will be deducted from your assignment grade, if you don’t follow the directions below for each of the requirements:

  • Due dates are indicated on the schedule provided. A due date indicates the date that you should have the assignment finished and turned in to the dropbox. Assignments will not be accepted late.
  • You must type your name on all files. Files without names will not be graded. See assignment instructions for more detail.
  • Backup files: Crashed computers, corrupt or lost files will be no excuse to turn in work late so keep a backup of your files! Don't wait until the due date, if possible, to turn in assignments, in case of problems...
  • All assignments must be submitted to the correct assignment dropbox in Sakai.
  • Attendance: In this course, attendance during the first week of class is signified by completing the Getting Started Activities. This includes taking the Syllabus and Course Info Quiz and posting an introduction in the Introduction Forum. If these items are not completed, then a student may receive a W4 and be withdrawn from the class.

Formats for Submitting Assignments

  • All assignments must be turned in to the Sakai assignments tool.
  • College-level, business-quality work is expected.

Academic Integrity

As members of the Seminole State College of Florida community, students are expected to be honest in all of their academic coursework and activities. Academic dishonesty, such as cheating of any kind on examinations, course assignments or projects, plagiarism, misrepresentation and the unauthorized possession of examinations or other course-related materials, is prohibited.

Plagiarism is unacceptable to the college community. Academic work that is submitted by students is assumed to be the result of their own thought, research or self-expression. When students borrow ideas, wording or organization from another source, they are expected to acknowledge that fact in an appropriate manner. Plagiarism is the deliberate use and appropriation of another's work without identifying the source and trying to pass-off such work as the student's own. Any student who fails to give full credit for ideas or materials taken from another has plagiarized.

Students who share their work for the purpose of cheating on class assignments or tests are subject to the same penalties as the student who commits the act of cheating.

When cheating or plagiarism has occurred, instructors may take academic action that ranges from denial of credit for the assignment or a grade of "F" on a specific assignment, examination or project, to the assignment of a grade of "F" for the course. Students may also be subject to further sanctions imposed by the judicial officer, such as disciplinary probation, suspension or dismissal from the College. Students may also be subject to further sanctions imposed by a judicial officer, such as disciplinary probation, suspension or dismissal from the College.

  • Although students are encouraged to seek assistance from their instructor, fellow students, and lab assistants, each student MUST submit his/her own work. You may not use another student's work as your own. Do not allow another student to use your work. Do not obtain work from previous semesters' for your own use. Students who submit duplicate work will receive a zero for the first infraction, and an automatic"F" in the course for their second infraction (even if the second infraction is found on the same day as the first).  Both the student providing the assignment and the student receiving the assignment will receive the same disciplinary action.

Sakai Learning Management System Information

Sakai is the official online learning management system used at Seminole State College.  If you are enrolled in an online, online/campus, hybrid, or web-enhanced campus class, you will need to log in to Sakai to access the site for your course.  

Sakai course sites will not be available until the first day of class.  If you register during the add/drop period, there may be a slight delay (approximately 24 hours) in the activation of your user ID and password. If you are unable to log into Sakai after the add/drop period, please complete the eLearning Online Course Problem Form, and the eLearning staff will check on your account.

The login page for Sakai is:  https://dl.seminolestate.edu/portal/

Your Sakai login information is:

  • USERNAME = same as your MySeminoleState username
  • PASSWORD = first and last initial in UPPERCASE followed by your birthdate in YYMMDD format

Recommended browsers for Sakai include Firefox, Chrome, Safari, and Internet Explorer (Note: IE9 users will need to enable compatibility mode).  Your browser must be set to accept cookies.

Sakai Test-Taking Tips - In order to avoid potential problems during an exam, we recommend that you:

  • Use a supported web browser such as Firefox 4+, Google Chrome, or Internet Explorer 7+.
  • Make sure that you DO NOT have multiple windows or tabs open while testing.
  • Make sure you have a dependable internet connection; WIRED rather than wireless if at all possible.
  • DO NOT use your browser back and forward buttons. Always navigate within Sakai.
  • If your test is displayed all on one page, use the "Save" button often! The "Save" button is always at the bottom of the page, so you may have to scroll down to find it.
  • For timed tests, remember that once you begin the test, the timer will continue to count down.  This is true if you lose internet connection, your browser crashes, or you simply exit and close your browser window.
  • Make sure that you only click on the "Begin Assessment" button ONCE when starting a test.
  • Make sure that you only click on the "Submit for Grading" button ONCE when submitting a test.
  • Do not take tests between 4:00AM and 5:30AM.

Calendar/Schedule: A calendar (click on Assignment Schedules and select the current term) is provided to help you organize your time and create some structure in the course. It does not provide 'slack' time. You may choose to work ahead, but it is important that you adhere to the due dates. It is suggested that you post a copy of the schedule where you will see it, so that you do not forget due dates. Work not submitted by the required date will not be accepted unless prior arraingements have been made.

If you have special circumstances which will require you to be absent from the course for an extended period (such as health complications, surgery, family emergencies, etc.), you must contact the instructor to discuss when and how you will make up any missed work and obtain approval for your absence PRIOR TO your lapse in attendance. Documentation of absence may be required by your instructor. Please be aware of this policy.

Please keep in mind that it is your responsibility to make sure that you have the ability to connect to the Internet and access the course and have the required software for the class. If you were taking a course on campus, you would be responsible for your transportation to and from the college to attend class and turn in your work. Similarly, you are responsible for working around any difficulties that you may encounter with your computer during the term and making sure that course work is completed and turned in on time. Computer difficulties are not an excuse for failing to log in to the course and/or turn in work or to meet due dates.

Forums: I have created a discussion area for you to use to communicate with the students in the class. It is under Forums. You must check Forums and your e-mail (under Messages) at least twice a week for participation points. Forums will serve as your immediate support system to help alleviate the disconnected feeling distance learning students might experience. Forums is restricted to comments or questions regarding class material.

Forums is a way you communicate with the instructor and other students in the class. If you have a question or problem, post it in Forums. Hopefully, another student will answer your questions or create a dialogue with you concerning the issue. It is possible to have a threaded discussion in Forums. (Be sure to read the Sakai tutorial so that you know how to do all of this). Many questions can be answered by students in the class in Forums and it also helps to cut down on the number of e-mails I must answer directly.

When posting in Forums, be sure to type a subject in the post title box that is relevant to your message. Use complete sentences and no texting code. All capital letters should not be used. Do not reply to a post that you receive that is not about the same subject. Create a new post and put the subject in the post title box.

Distance learning is about learning, not a classroom. The instructor is a facilitator. Learning is your responsibility, and will be accomplished by working within the virtual environment created with the students in the course. Not participating in Forums will hinder your learning process.

Messages: You may e-mail me or any student in the class using Sakai e-mail. Your e-mail is under Messages. You can access this e-mail from any computer where you can access Sakai. Simply click Messages, select Compose Message, select who you want to send the message to. Use this e-mail to correspond with me. I will check my Sakai e-mail Monday through Friday (Fall and Spring terms) and Monday-Thursday in the Summer term.

When sending an e-mail be sure to type a subject in the subject box that is relevant to your message. Use complete sentences and no texting code. All capitals should not be used. Do not reply to an e-mail that you receive that is not about the same subject. Create a new e-mail and put the subject in the subject box. Proofread your message before sending it.

Withdrawal Policy

A student desiring to withdraw from a course after the add/drop period should initiate withdrawal procedures with an instructor or counselor. Withdrawals are not official until the withdrawal form is completed and given to the Office of Enrollment Services and Registrar. Withdrawal deadlines are published in the official College Catalog Academic Calendar.

http://www.seminolestate.edu/catalog/calendar/college/

If you encounter any difficulties at all or if you are considering withdrawing from the course for any reason, please contact your instructor without delay. The instructor may have suggestions that will allow you to successfully complete the course. Students may withdraw from any course and have a "W" recorded for that course provided certain conditions are met: the withdrawal must occur before the deadline noted in the Seminole State catalog. Students who do not submit their assignments on time and who do not officially withdraw from the course will receive a F as a final grade. As an instructor, I can also deny you access to Sakai and withdraw you from the class if you have not turned in your assignments each week.

Collegewide Student Learning Outcomes

The Collegewide Student Learning Outcomes assessed and reinforced in this course include the following:

  • Communication
  • Critical Thinking
  • Information Literacy
  • Global Sociocultural Responsibility

URL of Online Syllabus

https://www.seminolestate.edu/portal/ed-services/catalog/courses/syllabus/dl/pdf/2147/7936/OST1355C

Attendance Policy

The instructor will keep an accurate record of attendance at all class sessions and activities. In distance learning courses (online or online/campus), professors define expected interaction within the course and/or with other students and expected use of the class website and/or media. Inconsistent interaction and/or inconsistent use of the website or media, regardless of cause, reduces the opportunity for learning.

The professor may withdraw from the course any student who is not interactive or responsive in a timely manner, as specified by the professor. Professors who have mandatory orientations for distance learning courses may withdraw students who do not attend the required orientation.

Simply logging in to an online class does not count as attendance. Students must engage in an academically related activity.

In this course, attendance during the first week of class is signified by completing the Getting Started Activities. This includes taking the Syllabus and Course Info Quiz and posting an introduction in the Introduction Forum. If these items are not completed, then a student may receive a W4 and be withdrawn from the class.

Accommodation Statement

Seminole State College abides by Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA), which stipulates that no student shall be denied the benefits of an education 'solely by reason of a handicap.' Disabilities covered by law include, but are not limited to psychiatric impairments, learning disabilities and hearing, sight or mobility impairments. If you have a disability that may have some impact on your work in this class and for which you may require accommodations, contact the Disability Support Services Office (DSS) to facilitate the accommodation process.

Campus locations and phone numbers for DSS are:

  • Sanford/Lake Mary Campus, Room A-101, 407.708.2109
  • Altamonte Campus, Room ALT 107, 407.404.6005
  • Heathrow Campus, Room HEA 115, 407.708.4440
  • Oviedo Campus, Room OVF 102-D, 407.971.5114

Available Support Services

The following services are available to assist your learning at Seminole State:

  • Academic Success Center (ASC) offers all Seminole State students free tutoring in math, writing and the sciences, as well as an open computer lab.
    http://www.seminolestate.edu/academic-success/

  • Disability Support Services (DSS) at Seminole State offers College constituents equity and excellence in education. By working with students, faculty and staff on all Seminole State campuses, DSS ensures that appropriate academic adjustments are made to give all students equal opportunities inside the classroom and around campus.
    http://www.seminolestate.edu/dss/

  • Seminole State Library offers beneficial and rewarding services to all college students. The library is an excellent place to break from classes, meet fellow students, and reflect independently and collaboratively. It is also an environment for discovery that encourages students to seek information, engage in listening and viewing activities, and think creatively.
    http://www.seminolestate.edu/library/

College Technology Policy

Unacceptable use of College technology may result in the revocation of access to College information technology, and may subject the user to criminal and civil penalties. Unacceptable use includes students who attempt to abuse computers or software, introduce viruses, send misappropriate messages or interfere with normal network operations.

http://www.seminolestate.edu/policies-procedures/policies/it-resources/7.010.php

Computer Lab Hours

Computer labs are available on all Seminole State Campuses.  Available campus lab hours for this semester can be found at:
http://www.seminolestate.edu/cts/computing-and-user-services/computer-lab-hours.php

Seminole State Library Hours

Library hours of operation can be found at:
http://www.seminolestate.edu/library/about-us/hours.php

QEP Read to Succeed

Seminole State’s Quality Enhancement Plan (QEP) is Read to Succeed. For more information visit the QEP website http://www.seminolestate.edu/read

 

 

College Emergency Information

In case of emergency conditions (such as tropical storms, hurricanes, power outages, etc), verify the college is open and classes are being held by calling 407.708.2290 or 407.708.4722.  The Seminole State homepage will also feature updated announcements (http://www.seminolestate.edu/).

FERPA

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. Students have the right to have some control over the disclosure of information from the records.  It is Seminole State Colleges policy to comply with the requirements of FERPA and to prevent improper disclosure of personally identifiable information from the records. For more details on FERPA, please refer to the FERPA information on the Seminole State website

College Communication

Student Email Office 365

All official e-mail from the College is sent to your Seminole State Office 365 student e-mail address. When contacting the college students should use their student email accounts to ensure that communication is delivered to the appropriate party.   Be sure to check your account regularly for information important to your academic and financial records.

To access your student email account, visit http://www.seminolestate.edu/student-email/ for instructions.

Sakai Messages

Students currently enrolled in online or hybrid courses should use the Messages link within their Sakai course to communicate with the professor. It is important for students to check the Messages tool in Sakai courses regularly for important communication from the instructor.

Seminole State Text

Sign up for Seminole State Text and you will receive messages pertaining to registration dates, tuition deadlines, financial aid, emergency campus closings and changes to your student record or classes.

To sign up to receive text messages, visit www.seminolestate.edu/text/

Student Code of Conduct

It is the responsibility of a student to observe campus rules and regulations and to help maintain appropriate conditions in the classroom, on the campus, and in the community. The Student Code of Conduct is a statement of Seminole State’s expectations regarding student standards of conduct, both academic and non-academic. It is the student’s responsibility to read the Code of Conduct and follow its expectations. The Student Code of Conduct can be found at http://www.seminolestate.edu/catalog/studentinfo/code-of-conduct/code-of-conduct.htm

A Tobacco-Free College

To promote the health and wellness of the Seminole State College community, the use if tobacco of any kind and in any form is prohibited on all College-owned and/or operated facilities.  This includes tobacco use in personal vehicles while on College property.  The College Tobacco-Free Policy can be found at www.seminolestate.edu/tobaccofree

Resources

PBL (Phi Beta Lambda)

Students enrolled in Seminole State College's computer courses are encouraged to participate in the local chapter of the national student organization Phi Beta Lambda. The College's chapter has a history of success in state and national competitions as well as service to our community. For further information, contact:

Dr. Anne Matthew in J-106B or call 407.708.2179

Syllabus Disclaimer

Changes in syllabus and/or schedule may be made at any time during the term by announcement of the instructor.  A revised syllabus may be issued at the discretion of the instructor.