office administration program handbook

West Burlington Keokuk 1500 West Agency Road 335 Messenger Road West Burlington, IA 52655 Keokuk, IA 52632 319-752-2731 319-524-3221

OFFICE ADMINISTRATION PROGRAM HANDBOOK

Administrative Assistant Administrative Assistant, Accounting

Administrative Assistant, Legal Administrative Assistant, Medical

2017-2018

Non-Discrimination Statement It is the policy of Southeastern Community College not to discriminate on the basis of race, color, national origin, sex, disability, age, employment, sexual orientation, gender identity, creed, religion, and actual or potential parental, family or marital status in its programs, activities, or employment practices as required by the Iowa Code §§ 216.6 and 216.9, Titles VI and VII of the Civil Rights Act of 1964 (42 U.S.C. §§ 2000d and 2000e), the Equal Pay Act of 1973 (29 U.S.C. § 206, et seq.), Title IX (Educational Amendments, 20 U.S.C. §§ 1681 – 1688), Section 504 (Rehabilitation Act of 1973, 29 U.S.C. § 794), and Title II of the Americans with Disabilities Act (42 U.S.C. § 12101, et seq.). Individuals having questions or complaints related to compliance with this policy should contact Tina Young, Title IX / Equity Coordinator, Southeastern Community College, 1500 W. Agency Road, West Burlington, IA 52655, email [email protected], phone number 319/208-5101, fax 319/208-5005 or the Director of the Office for Civil Rights, U.S. Department of Education, Citigroup Center, 500 W. Madison, Suite 1475, Chicago, IL 60661, phone number 312/730-1560, fax 312/730-1576.

mailto:[email protected]

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Table of Contents Introduction ........................................................................................................................................... 1

Administrative Assistant Program Curriculum ..................................................................................... 2

Administrative Assistant Program Tracks ............................................................................................. 4

Administrative Assistant ....................................................................................................................... 5

Administrative Assistant, Accounting ................................................................................................... 7

Administrative Assistant, Legal ............................................................................................................. 9

Administrative Assistant, Medical ...................................................................................................... 11

Philosophy ............................................................................................................................................ 13

Equipment and Obligations (Required) .............................................................................................. 14

Internships ........................................................................................................................................... 15

NOCTI ................................................................................................................................................... 17

Grading Policy ...................................................................................................................................... 18

Cheating Policy ..................................................................................................................................... 19

Ethical and Professional Conduct ........................................................................................................ 20

Disciplinary Policy ................................................................................................................................ 22

Attendance/Tardiness Policy .............................................................................................................. 26

Professional Organizations .................................................................................................................. 27

Industry Certifications ......................................................................................................................... 28

Administrative Assistant Program in Social Media ............................................................................ 29

Medical Insurance ................................................................................................................................ 30

Network Storage for SCC Students ...................................................................................................... 31

Library Information .............................................................................................................................. 32

Acknowledgment Form ....................................................................................................................... 33

Introduction Welcome to Southeastern Community College and the Administrative Assistant Program! We hope that you will find your studies rewarding and challenging.

The college experience, for most of you, is a totally new experience which includes many adjustments. You are now responsible for many things you have not experienced before. How YOU manage these responsibilities – personal and academic – is very important to your future success and will influence and determine the remainder of your life.

The program staff has prepared this handbook to serve as a guide for you during your preparation for a career in the field of Administrative Assisting.

One of the goals of this handbook is to mirror the type of policies you will encounter in an office setting. The guidelines will help you develop excellent work habits, reliability, responsibility, and maturity necessary for professional office employees. Another goal is to make students aware of the expectations of the instructors for developing the skills needed to be successful in an office setting.

The overall goal for the instructor and students is to develop reliable, competent, mature, employable office professionals.

Administrative Assistant Program Handbook – Page 2

Administrative Assistant Program Curriculum The Administrative Assistant Program is designed to prepare students for employment in various office positions. Students in the Administrative Assistant Program earn an Associate of Applied Science degree.

Students in the Administrative Assistant Program have the opportunity to become an active member of the Business Club, which is affiliated with the Business Professionals of America*. This organization provides students with leadership training, field trips and competitive opportunities with other clubs throughout the state and nation. Many activities are also done at the local level. These activities provide opportunity for learning, fun, and fundraising experience.

Students who need additional work in English, mathematics, or keyboarding may want to consider one or two semesters of preparatory work prior to entering the Associate in Applied Science program. Prospective or incoming students must be tested for placement before registering for administrative assistant classes.

Prerequisites COMPASS: Score Course

Writing 43 Business English or Composition I w/Lab Reading 61 Principles of Accounting Pre Algebra 50 Business Math/Calculator & Principles of Accounting

Recommended High School Level Background Courses Keyboarding Business Math General Business Bookkeeping/Accounting

English Secretarial Practice Word Processing Intro to Computers

Reading Competency Grade Level 12.5

Articulation (transfer) agreements are in place for various administrative assistant courses.

Basic Skills on the Job Office professionals use reading for procedures manuals, equipment and software manuals, documentation, reports and expanded documents as well as formal and informal correspondence. Office professionals write letters, memos, messages, and take notes of meetings. They must be able to use standard business forms and transcribe from spoken to written word. Office professionals use computers extensively in the completion of their day-to-day duties and tasks.

Math skills used include: using a calculator with basic functions; decimals and percentages for payroll, extending invoices, figuring increases and decreases in prices, interest rates, commissions, and taxes; and dealing with bank reconciliation.

* The South Campus Business Club in Keokuk is currently not affiliated with Business Professionals of America.


Employment Entry-Level Skills Work as part of a team Set specific goals and manage self and time to accomplish these goals Accept direction and follow procedures Work independently to solve problems and make decisions Demonstrate self-discipline, initiative, creative insight, and good judgment Work with minimal supervision Keep all information confidential Work accurately

Program Coordinator/Instructor Trisha Hopper (West Burlington) 319-208-5212 [email protected]

Program Instructor Carla Pilkington (Keokuk) 319-313-1986 [email protected]


Administrative Assistant Program Tracks The Administrative Assistant Program offers a choice of three specialized options and one general program track. The three specialized program tracks are Administrative Assistant, Accounting; Administrative Assistant, Legal; and Administrative Assistant, Medical. The general program track is Administrative Assistant. The specialized tracks will prepare you for work in the corresponding field; however, many students who specialize find employment in other areas as well. The following pages list the required courses for each of the four tracks and general information about each one.


Administrative Assistant West Burlington and Keokuk Campuses

Associate of Applied Science Degree Requirements

Fall Semester I Lec. Lab. Credit ADM-114 Keyboarding Applications 2 2 3 ADM-133 Business Math/Calculators 3 0 3 ADM-162 Office Procedures 3 0 3 BUS-102 Introduction to Business 3 0 3 CSC-110 Introduction to Computers 3 0 3 ENG-131 Business English 3 0 3 17 2 18

Spring Semester I ACC-131 Principles of Accounting I 4 0 4 ADM-116 Keyboarding II 1 4 3 ADM-171 Records Management 1 2 2 BUS-121 Business Communications 3 0 3 MAT-062 Elementary Algebra 2 2 3 SPC-112 Public Speaking 3 0 3 14 8 18

Fall Semester II ACC-310 Computer Accounting 2 0 2 ADM-119 Keyboarding III 1 4 3 ADM-149 Transcription 2 2 3 BUS-180 Business Ethics 3 0 3 MGT-101 Principles of Management 3 0 3 Elective *Business Elective 3 0 3 14 6 17

Spring Semester II ADM-129 Keyboarding IV 1 4 3 BUS-290 Employment Search & Workplace Success 1 0 1 BUS-932 Business Internship 0 15 3.7 ENG-105 Composition I 3 0 3 Elective *Business Elective 3 0 3 Elective Psychology or Sociology 3 0 3 ___ ___ _____ 11 19 16.7

Program Total 69.7

* Select from: BUS-185 Business Law I FIN-121 Personal Finance MGT-130 Principles of Supervision MGT-170 Human Resources Management MKT-110 Principles of Marketing MKT-160 Principles of Retailing


What will I learn? The Administrative Assistant Program is designed to prepare students for employment in various office positions. Students in the Administrative Assistant Program earn an Associate of Applied Science degree.

An extra-curricular activity for students in the Administrative Assistant Program is the Business Club. This organization provides students with leadership training, field trips, and competitive opportunities with other clubs throughout the state and nation.

Students who desire a lighter academic load or who need preparatory work in English, mathematics or keyboarding may want to consider one or two semesters of preparatory work prior to entering the associate of applied science program. Prospective or incoming students must be tested for placement before registering for administrative assistant classes.

Where will this take me? Data Entry Clerk Administrative Assistant Administrative Office Manager Marketing Secretary Office Planner Bookkeeper

Clerical Services Executive Office Assistant Receptionist General Manager Secretary Office Manager




Administrative Assistant, Accounting West Burlington and Keokuk Campuses


Fall Semester I Lec. Lab. Credit ADM-114 Keyboarding Applications 2 2 3 ADM-133 Business Math/Calculators 3 0 3 ADM-162 Office Procedures 3 0 3 CSC-110 Intro to Computers 3 0 3 ENG-131 Business English 3 0 3 ___ ___ ___ 14 2 15

Spring Semester I ACC-131 Principles of Accounting I 4 0 4 ADM-116 Keyboarding II 1 4 3 ADM-171 Records Management 1 2 2 BUS-121 Business Communications 3 0 3 MAT-062 Elementary Algebra 2 2 3 SPC-112 Public Speaking 3 0 3 ___ ___ ___ 14 8 18

Fall Semester II ACC-132 Principles of Accounting II 4 0 4 ACC-310 Computer Accounting 2 0 2 ADM-119 Keyboarding III 1 4 3 BUS-180 Business Ethics 3 0 3 ENG-105 Composition I 3 0 3 ___ ___ ___ 13 4 15

Spring Semester II ACC-161 Payroll Accounting 3 0 3 ADM-129 Keyboarding IV 1 4 3 BCA-157 Intermediate Spreadsheets 2 2 3 BUS-290 Employment Search & Workplace Success 1 0 1 BUS-932 Business Internship 0 15 3.7 Elective Psychology or Sociology 3 0 3 ___ ___ _____ 10 21 16.7

Program Total 64.7

Optional Course Work FIN-121 Personal Finance 3 0 3


What will I learn? The accounting administrative assistant option is designed to prepare students for employment in various accounting office positions. Students pursuing the accounting administrative assistant degree in the Administrative Assistant Program will earn an Associate of Applied Science degree.

Where will this take me? Accounting Clerk Clerical Services Data Entry Clerk Executive Office Assistant Accounts Payable Clerk Receptionist

Inventory Clerk General Manager Secretary Administrative Office Manager Office Manager Office Planner Bookkeeper




Administrative Assistant, Legal West Burlington and Keokuk Campuses


Fall Semester I Lec. Lab. Credit ADM-114 Keyboarding Applications 2 2 3 ADM-133 Business Math/Calculators 3 0 3 ADM-162 Office Procedures 3 0 3 BUS-102 Introduction to Business 3 0 3 CSC-110 Introduction to Computers 3 0 3 ENG-131 Business English 3 0 3 ___ ___ ___ 17 2 18

Spring Semester I ACC-131 Principles of Accounting I 4 0 4 ADM-116 Keyboarding II 1 4 3 ADM-171 Records Management 1 2 2 BUS-121 Business Communications 3 0 3 MAT-062 Elementary Algebra 2 2 3 SPC-112 Public Speaking 3 0 3 ___ ___ ___ 14 8 18

Fall Semester II ADM-119 Keyboarding III 1 4 3 ADM-149 Transcription 2 2 3 BUS-180 Business Ethics 3 0 3 BUS-185 Business Law I 3 0 3 Elective Psychology or Sociology 3 0 3 ___ ___ ___ 12 6 15

Spring Semester II ADM-129 Keyboarding IV 1 4 3 ADM-186 Legal Documents 1 2 2 BUS-186 Business Law II 3 0 3 BUS-290 Employment Search & Workplace Success 1 0 1 BUS-932 Business Internship 0 15 3.7 ENG-105 Composition I 3 0 3 ___ ___ _____ 9 21 15.7

Program Total 66.7


What will I learn? The legal administrative assistant option is designed to prepare students for employment in various legal office positions. Students pursuing the legal administrative assistant degree in the Administrative Assistant Program will earn an Associate of Applied Science degree.

Where will this take me? Data Entry Clerk Office Manager Administrative Assistant Administrative Office Manager Legal Secretary Office Planner

Legal Transcriptionist Clerical Services Executive Office Assistant Receptionist General Manager Secretary




Administrative Assistant, Medical West Burlington and Keokuk Campuses


Fall Semester I Lec. Lab. Credit ADM-114 Keyboarding Applications 2 2 3 ADM-133 Business Math/Calculators 3 0 3 ADM-162 Office Procedures 3 0 3 CSC-110 Intro to Computers 3 0 3 ENG-131 Business English 3 0 3 ___ ___ ___ 14 2 15

Spring Semester I ACC-131 Principles of Accounting I 4 0 4 ADM-116 Keyboarding II 1 4 3 ADM-171 Records Management 1 2 2 BUS-121 Business Communication 3 0 3 MAT-062 Elementary Algebra 2 2 3 SPC-112 Public Speaking 3 0 3 ___ ___ ___ 14 8 18

Fall Semester II ADM-119 Keyboarding III 1 4 3 ADM-149 Transcription 2 2 3 BIO-163 Essentials of Anatomy and Physiology 3 2 4 BUS-180 Business Ethics 3 0 3 ENG-105 Composition I 3 0 3 HSC-114 Medical Terminology 2 2 3 ___ ___ ___ 14 10 19

Spring Semester II ADM-129 Keyboarding IV 1 4 3 ADM-212 Medical Documents 1 2 2 BUS-290 Employment Search & Workplace Success 1 0 1 BUS-932 Business Internship 0 15 3.7 HIT-211 Basic Medical Insurance & Coding 2 2 3 MAP-532 Human Body: Health and Disease 3 0 3 Elective Psychology or Sociology 3 0 3 ______ ___________ 11 23 18.7

Program Total 70.7


What will I learn? The medical administrative assistant option is designed to prepare students for employment in various medical office positions. Students pursuing the medical administrative assistant degree in the Administrative Assistant Program will earn an Associate of Applied Science degree.

Where will this take me? Data Entry Clerk Administrative Assistant Administrative Office Manager Clerical Services Executive Office Assistant Receptionist General Manager Secretary Office Manager

Medical Administrative Assistant Medical Secretary Medical Claims Clerk Records Clerk Medical Records Manager Medical Transcriptionist Office Planner




Philosophy

In embracing the philosophy and the objectives of Southeastern Community College, the Administrative Assistant Program offers the student the opportunity to develop the knowledge and skills necessary to perform successfully as an employee in the administrative assistant field.

Each student is viewed by the faculty as an individual with special skills and needs. It is the objective of the faculty that these needs and skills be directed toward obtaining competency to become employed in the administrative assistant field. To accomplish this, a variety of courses and experiences are included to prepare the student for the requirements of the position he or she will ultimately assume.

Educational development of each student is directed toward the application of accurate knowledge in practical situations, making judgments, applying reason, thinking independently, and engaging in problem solving.

The Administrative Assistant Program faculty believes that the curriculum must include a basic knowledge of all facets of the administrative assistant field followed by classroom practice and drills of basic skills utilized in the administrative assistant field. The curriculum includes an internship experience in a business organization using the skills gained from classes. The curriculum is evaluated and revised as often as administrative assistant needs change in the industry.


Equipment and Obligations (Required)

Computer access (available on campus)

Internet access (available on campus)

Microsoft Office Suite (available on campus)

One set of professional business clothing such as: Dark colored pants or skirt Coordinating blouse Coordinating shoes (closed-toe)

(A free business clothing giveaway is held during the fall semester on SCC’s North Campus in West Burlington.)

Attendance at the annual Administrative Professionals Recognition Breakfast during the second year of the program.

Completion of the NOCTI exam during the last semester of the program.


Internships

Internships are designed to provide the students with a practical experience in administrative assisting under the supervision of an approved employer prior to completion of the AAS degree. The internship is supervised by program faculty and should be taken during the last spring semester of his or her program. Individual student eligibility will be determined by the instructor. A student will work a minimum of 200 hours in an office setting. Fulfillment of this experience is necessary for completion of the Administrative Assistant Program requirements. Students are responsible for finding an internship that meets the following guidelines:

Students will be given a variety of experiences at the workplace, including as many of the following as possible: Working with a computer Answering the telephone Dealing with internal and external customers Performing records management Performing overall general office duties Handling money

Students will be given appropriate supervision to assure that they are learning from the experience.

Employers must be willing to evaluate the student near mid-term and near the end of the semester. These evaluations will provide the student with a large portion of their grade for the Internship class.

Employers must be willing to sign documents required by Southeastern Community College. Students will be given increasing responsibility as the semester continues. Students are required to work a minimum of 200 hours during the semester to complete the

internship requirement. Hours worked prior to the official beginning of the semester may not be counted.

If there are any concerns with the student or his/her performance during the semester, the employer is urged to contact Trisha Hopper, Administrative Assistant Instructor at 319-208-5212 or [email protected].

Both students and employers are encouraged to remember that this is a job and should be treated as such. Students are required to follow the rules of the individual workplace. If such rules are not followed, appropriate discipline is to be expected.

Purpose To provide an opportunity for experience in administrative assisting under the direct

supervision of a business professional. To expand the student’s capabilities through practical experience in an office setting. To integrate concepts learned in the classroom with on-the-job experience in an actual

business setting.


Placement Students are responsible for finding an internship that will provide them with a well-

rounded office experience. Students are expected to make the contacts necessary to secure their internship site. Final plans should be made and reported by the student to the Administrative Assistant

Program faculty at least two weeks prior to the start date of the internship experience.

Expectations The student, when in training at an internship site, is at all times under the supervision of

the internship site supervisor. The student is subject to the rules and regulations of the business in which they will be

training, as well as the rules and regulations of Southeastern Community College. The student will work within the regular hours of the business in which they will be training. The personnel of the affiliating business will recognize the student as a participant in an

educational program. The business will be willing to cooperate in every way to make arrangements for teaching situations for the student that will contribute to his or her growth and development.

Internships may be paid or unpaid at the discretion of the affiliating business.

Evaluation Coordinating visits to the affiliating business will be made by the Administrative Assistant

Program faculty to discuss the student’s progress. An evaluation form for use by the site supervisor and the student will be provided by

Administrative Assistant Program faculty at midterm and before the end of the semester. Results of the evaluations will be factored into the final grade for the internship experience.

Internship Dress Code Interning students must wear business attire appropriate for the particular internship

location. Clothing must be clean, pressed, and in good condition, with no holes or fraying. Tops must have sleeves and must completely cover back and midriff. Tight fitting clothing is not acceptable. Hair and fingernails must be neat and clean. Tattoos must be covered. Facial and tongue piercings must be removed during working internship hours. Students are encouraged to obtain an SCC identification badge and wear it when performing

an internship.


NOCTI

All potential graduates of the Administrative Assistant Program are required to take an end-of-program assessment exam. The assessment exam used is the NOCTI exam for Administrative Assistants (National Occupational Competency Testing Institute). It is important to note these important facts about the exam:

The NOCTI exam will be taken as a group on a day and time set up by the Administrative Assistant Coordinator with approval by the Dean of Career, Technology, and Health Education.

The exam consists of two parts – an application portion and a question/answer portion. Students are allowed three hours to complete each part with a one hour break in between.

If you are on target to graduate (as determined by the Registrar), the result of the NOCTI exam has no bearing on your graduation from SCC. You will still graduate whether or not you pass the NOCTI exam.

The minimum score needed to pass is 70 percent.

If you pass the NOCTI exam with a 90 percent or higher, you will receive the “Passed with Distinction” seal on your exam certificate.


Grading Policy

The following system is used by instructors to report course grades to students and for recording on transcripts:

Grade Meaning Grade Point

A Excellent 4 B Above Average 3 C Average 2 D Below Average 1 F Failure 0

During the first class period for each course, students will be given a written explanation on the grading scale and computation for final course grades.


Cheating Policy

Any student who is discovered to be involved in cheating may be required to meet with Southeastern Community College’s Dean of Career, Technology, and Health Programs. Program instructors will implement individual cheating policies in addition to this, which will be outlined in the syllabus for each course.

This policy applies to theory classes, lab practices, and internship settings. Employees of the administrative assistant field have a great amount of responsibility and accountability. Dishonesty is not tolerated within the profession.


Ethical and Professional Conduct

Southeastern Community College Administrative Assistant Program faculty expect students to comply with standards of ethical and professional conduct. Enrollment of a student in the Administrative Assistant Program constitutes student agreement to comply with the standards.

All members of this academic community are responsible for the academic and professional integrity of the program. Students must demonstrate such integrity at all times in completing classroom assignments, taking examinations, performing professional internships, and in dealing with others. It is also the responsibility of students to report acts of academic dishonesty and professional misconduct to faculty or to school administration.

Ethical and professional conduct means that the student will demonstrate the following:

Honesty and integrity Act with honesty and integrity in academic matters and professional relationships.

Trustworthiness Demonstrate dependability to carry out responsibilities.

Empathy and cultural diversity Demonstrate appropriate interpersonal interaction with respect to culture, race, religion,

ethnic origin, gender, and sexual orientation. Demonstrate regard for differing values and abilities among peers and other office

professionals.

Communication Communicate effectively with faculty, staff, students, internship personnel and other

professionals. Demonstrate confidence in actions and communications. Formulate written communications with professional content and tone.

Punctuality Demonstrate punctuality in academic and professional environments. Adhere to established times for classes, professional experiences, and meetings. Comply with established verbal and written deadlines.

Professional behavior Display professional behavior toward faculty, staff, students, and other office professionals

in the classroom and in professional settings. Show regard for persons in authority in the classroom and professional settings. Exhibit fitting behavior when representing the Administrative Assistant Program in

extracurricular activities and professional meetings.


Ethical standards Demonstrate high ethical standards related to education and practice.

Social contacts Demonstrate professionalism during social interactions with peers as a representative of the

Administrative Assistant Program.

Negotiation, compromise, and conflict resolution Demonstrate abilities of conflict resolution. Display positive attitude when receiving constructive criticism. Refrain from nonconstructive criticism of students and faculty.

Lifelong improvement and professional competence Produce quality work in academic and professional settings. Demonstrate a desire to exceed expectations. Demonstrate characteristics of lifelong learning.

Utilize educational opportunities to improve skills. Stay informed through the use of relevant publications, professional affiliations, and

networking.

Time management and decision making Utilize time efficiently. Demonstrate self-direction in completing assignments. Demonstrate accountability for decisions.

Appearance Maintain dress appropriate to classroom, meetings, internships, and other professional

settings. Maintain personal hygiene and grooming appropriate to the academic or professional

environment.

Demonstration of professional standards is an academic requirement for graduation from the Administrative Assistant Program. Failure to meet these standards will result in disciplinary action up to, and possibly including, dismissal.


Disciplinary Policy

1. General Policy. Certain behaviors, both academic and non-academic, are considered unacceptable by the Administrative Assistant Program and are grounds for disciplinary action.

2. Forms of Disciplinary Action. There are four general forms of disciplinary actions: written warning, disciplinary probation, suspension, and termination. However, these forms of disciplinary action may be imposed in combination, and special conditions may be imposed in addition to them. For a relatively minor offense, a student shall receive a written warning for the first offense, a disciplinary probation for the second offense, suspension on the third offense, and termination on the fourth offense. Students should be aware, however, that some behaviors are so unacceptable as to warrant immediate disciplinary probation, suspension, or termination.

3. Grounds for Disciplinary Action. The Administrative Assistant Program has determined that the following inappropriate behaviors are grounds for disciplinary action. This is not an inclusive list of inappropriate behavior and is intended only as a guideline. Additionally, the consequences imposed for inappropriate behavior shall be at the discretion of the administration. Disciplinary action will be decided on a case by case basis.

Written Warning Insubordination Any violation of the Ethical and Professional Conduct Policy Unsafe action in the classroom Use of tobacco products in unauthorized areas Unauthorized possession or use of property belonging to Southeastern Community College,

internship locations, employees, or peers Continued poor grooming or poor hygiene

Disciplinary Probation Cheating Plagiarism Falsifying reports Falsifying records Breach of confidentiality Any repeated behavior for which a written warning was previously issued Unsafe behavior at an internship location Unsafe action in the school or classroom Unjust or unprofessional gossip, criticism, or discourtesy which contributes toward reducing

morale of peers Unjust or unprofessional gossip, criticism, or discourtesy which affects visitors, peers, or

educators including guest speakers


Suspension Chemical or emotional impairment Any inappropriate behavior during or following disciplinary probation Fighting or attempting bodily injury to anyone on school or internship premises Use of abusive or threatening language Unsafe action in the school, classroom, or internship sites Unauthorized removal of property belonging to SCC, internship sites, employees, or peers Willfully damaging, destroying, defacing, or wasting property or supplies of SCC, internship

sites, employees, or peers Sexual harassment of visitors, employees, or peers

Termination Unlawful possession, use, or distribution of narcotics or other controlled substances Unlawful possession, use, or distribution of alcohol on SCC premises or at school activities Conviction of any crime involving illegal drugs, child or elder abuse, or other actions

incompatible with an office professional Unauthorized possession of firearms, explosives, or other weapons Repeated violation of rules or policies of SCC Any repeated behavior during or after suspension Willfully submitting false information or willfully withholding information for the purpose of

obtaining or maintaining enrollment Conviction of a felony while enrolled

4. Documentation and Reporting a. Written Warning. A written warning shall include a description of the unacceptable

behavior, a delineation of acceptable behaviors for similar situations, and an explanation of the consequences should the unacceptable behavior occur again. Any member of the Administrative Assistant Program faculty may issue a written warning. The student shall receive a copy of the written warning using an appropriate form and forwarding the written warning to the Dean of Career, Technology, and Health Education. This form will be placed in the student’s file. Upon graduation, the written warning shall be removed from the student’s file.

b. Disciplinary Probation. Disciplinary probation is a written agreement between the Administration and the student. It specifies the unacceptable behavior(s) or type(s) of behavior, explicitly delineates behavior necessary in order to continue in the program, and the consequences should the student fail to comply. The student, Administration, and a witness shall sign this written agreement. A copy of the agreement shall be delivered to each party and the original Disciplinary Probation agreement shall be placed in the student’s file. The agreement shall be removed from the student’s file upon graduation.

c. Suspension. Suspension is the temporary dismissal of a student from administrative assistant coursework and/or internship duties. No credit will be given for missed coursework


even if the result is failure of the course. It is also possible that suspension could result in an inability to complete the course unless it is repeated at a later time. A statement from Administration regarding the grounds for suspension shall be written on the suspension form and shall be placed in the student’s file. The suspension statement will be removed from the student’s file upon graduation. Following suspension and upon satisfactory completion of any requirements or conditions imposed, the student may continue in the program. However, readmission will be contingent on completion of prerequisite requirements and space availability in the course desired.

d. Termination. Termination is the immediate and permanent dismissal of a student from the program. A terminated student shall not be permitted to complete current course objectives, to continue to the next specified course, or to finish the program. A statement by Administration regarding the grounds for the termination shall be documented and placed in the student’s permanent record. A terminated student shall complete an exit interview with Administration. The student to complete business transactions with SCC will complete a student withdrawal slip from the college.

e. Faculty Documentation. In the event that special evaluation of a student is required, the instructor must provide verbal and written feedback. The student must sign the evaluation to confirm that the evaluation has been read. The student may make comment on the written evaluation. The student must be informed that the evaluation becomes a part of the student file. Date any contacts with the student regarding the situation under question and, if appropriate, give written follow-up outlining the action to be taken.

5. Imposition of Disciplinary Action. Any member of the Administrative Assistant faculty may issue a written warning to any student. Disciplinary probation, suspension, or termination shall be imposed at the discretion of Administration and is subject to any rights of appeal.

6. Disciplinary Investigation and Determination. Preceding imposition of any disciplinary action other than a written warning, the student shall be notified of the problem by Administrative Assistant faculty or by Administration. The student shall meet with Administration and shall have an opportunity to respond to any accusations. Administration shall investigate the accusations and request input from appropriate parties. Administration shall determine the form of disciplinary action. The student shall be informed in person by Administration of the determination, the reasons warranting the action, and the conditions, if any, under which the student will be allowed to proceed with the program.

7. Referral for Treatment. In conjunction with disciplinary action, Administration may require that the student be examined for chemical dependency or some other physical or mental impairment. Related requirements, which may be imposed upon the student, may include: a. Health evaluation b. Completion of any treatment/rehabilitation recommendation


c. Signed release of information by the student to SCC Dean of Career, Technology, and Health Education or designee

As appropriate, the student shall be removed from internship activities during evaluation and/or treatment periods. The student’s participation in or completion of a treatment or rehabilitation program alone shall not qualify the student for reinstatement to internship or classroom activities or to the program. The student’s continuation in the program depends entirely upon the severity of the infraction for which disciplinary action is imposed and the student’s compliance with that disciplinary action.

Administrative Assistant Program students maintain the right to appeal decisions which are guided by this policy through the Judicial Codes and Appeals process of Southeastern Community College.


Attendance/Tardiness Policy

Disciplinary action for absenteeism and/or tardiness is at the discretion of program faculty. Students will be made aware of each instructor’s policy on attendance.

Excessive tardiness or absences may result in disciplinary action up to, and possibly including, dismissal.

When specifically requested, attendance/tardiness information will be provided on employment references.


Professional Organizations

Southeastern Community College Business Club* Students enrolled in at least one business course are invited and encouraged to join the Business Club. Officers are elected early in the fall semester. Business Club members participate in a variety of service activities, fundraising activities, and state and national competitions.

Joining the Business Club is a convenient and effective way to get involved on campus and network with local business leaders. The cost to join the Business Club for the year is $30 and includes membership in Business Professionals of America (BPA).

International Association of Administrative Professionals (IAAP) The International Association of Administrative Professionals (IAAP) is a not-for-profit professional association for office professionals with approximately 22,000 members and affiliates and over 500 chapters worldwide. Their mission is to enhance the success of career-minded administrative professionals by providing opportunities for growth through education, community building, and leadership development.

The association was founded in 1942 as the National Secretaries Association to provide a professional network and educational resources for secretarial staff. The association's name was changed in 1998 to the International Association of Administrative Professionals to encompass the large number of varied administrative job titles and recognize the advancing role of administrative support staff in business and government.

ARMA International (formerly the Association of Records Managers and Administrators) ARMA International is a not-for-profit professional association and the authority on managing records and information – paper and electronic. ARMA offers invaluable resources related to the field of records management.

The association was established in 1955. Its approximately 10,000 members include records managers, archivists, corporate librarians, imaging specialists, legal professionals, IT managers, consultants, and educators, all of whom work in a wide variety of industries including government, legal, healthcare, financial services, and petroleum in the United States, Canada, and 30-plus other countries.

* The South Campus Business Club in Keokuk is currently not affiliated with Business Professionals of America; therefore, the Keokuk club does not participate in state or national competitions, and there is no cost to join the club.


Industry Certifications

Microsoft Office Specialist (MOS) You can earn a Microsoft Office Specialist certification on Microsoft Office programs and Windows operating systems. The certification features Web-based pretests and program-specific certification exams that help you demonstrate expertise in accomplishing essential job tasks across multiple programs. After earning an MOS certification, you receive access to a member Web site where you can print transcripts to demonstrate proof of certification and receive a certificate that verifies your successful completion of the exam. Additionally, professionals who earn this certification gain access to a certification logo that they can display on their resumes and other business materials.

For employers, the certification provides skill-verification tools that not only help assess a person's skills in using Microsoft Office programs, but also the ability to quickly complete on-the-job tasks across multiple programs in the Microsoft Office system.

SCC’s Center for Business and Industry Services is a licensed testing site for MOS exams.

Certified Administrative Professional (CAP) The Certified Administrative Professional rating is the industry recognized standard of proficiency. You will improve your professional qualifications, increase your skills and knowledge, and raise your self-esteem by taking and passing the exams.

The Institute for Certification believes that a top-level administrative professional should have basic knowledge of office systems, technology, administrative assistant, and management, and know how to apply the principles of good human relations and communications. Some of the examinations are based on knowledge acquired by the office professional through formal education and informal reading. Employers also expect their administrative assistants to be thoroughly familiar with current techniques in office practice and procedures and aware of developments in office systems and technology.

National Career Readiness Certificate (NCRC) ACT's National Career Readiness Certificate is a portable credential that demonstrates achievement and a certain level of workplace employability skills. Students can earn the NCRC by taking three WorkKeys® assessments:

Applied Mathematics Locating Information Reading for Information

WorkKeys assessments measure "real world" skills that employers believe are critical to job success. Over 250 employers in Southeast Iowa currently either require or recommend having the NCRC credential on your resume. The NCRC exam can be taken at the Burlington Workforce office.

http://www.act.org/products/workforce-act-workkeys/


Administrative Assistant Program in Social Media

Students and graduates of the Administrative Assistant Program are invited and encouraged to stay connected through the Administrative Assistant Program’s Facebook page. The purpose of the page is to help students and graduates network with each other for help with job searching and staying on top of current trends in administrative assisting. Search Facebook for SCC Administrative Assistant Program.


Medical Insurance

Students are strongly encouraged to carry their own medical insurance. Any medical expenses incurred due to an accident or injury during the time you are carrying out the duties of an Administrative Assistant Program student are the responsibility of the student. This includes, but is not limited to, the time you spend performing internship duties. Southeastern Community College does not provide any medical insurance coverage for students.


Network Storage for SCC Students

Southeastern Community College students have access to network-based storage to save work such as documents, images, and other types of files.

What is network based storage? Network storage allows you to save your files on a server from any SCC computer. Each student is given an H drive on this server to save files. Each student has access to 60 MB of storage. You can also access this H drive from any computer anywhere that has Internet access through the HawkNet portal.

Can I really save my work from any SCC computer? You can move from computer to computer on the SCC campus and access your existing files or save new ones on the network server. This network server does not care what computer you are using as long as you have logged on with your email address and password.

How can I be sure that my files are secure? Only you are able to access your files on the network server. The network manager will only access your files for troubleshooting purposes. The files are saved on a backup tape every night. When done using the computer, always remember to log off.

How long will I be able to keep my files on this server? SCC will allow students to keep files on the server until the end of the summer term which is in the early part of August. At that point, the Information Technology staff will send out an email message to all students informing them of a date that they need to clean out their storage. This allows SCC to provide these same services to future students. Students may then choose to copy their files onto a USB drive or other storage device.

Accessing your H network storage drive Login to SCC computer using your email address and password Click the Start button in the lower left corner of your screen, then Computer Double-click H drive under the Network Drives section

How do I save my files to the H network drive? When you are ready to save a file, you will go to the top of the screen and complete the following steps: Click File, then Save As Click the H drive from the left side of the window Type a name for the file, click Save

IMPORTANT! When you are done using any SCC computer, always remember to log off Click Start button in lower left corner of your screen Point to the arrow next to Shut Down Select Log Off


Library Information

Yohe Memorial Library Room 171 – West Burlington Campus 319-208-5090

Fred Karre Memorial Library Room 201 – Keokuk Campus 319-313-1960

Library Hours 8:00 a.m. to 9:00 p.m. Monday – Thursday 8:00 a.m. to 4:30 p.m. Friday

Circulation Policies • Books – checkout for three weeks and can be renewed. • Reserve materials – checkout period varies. • Newspapers and magazines – in library use only. • Videos – in library viewing only. • Equipment – checkout period varies.

Interlibrary Loan Students may request books or periodical articles not available in the SCC Libraries by filling out an Interlibrary Loan form. Overdue fines for Interlibrary Loan books are $1.00 per day.

Overdue Items Students with overdue library materials will have a “hold” placed on their student records preventing them from registering for new classes, receiving their grades, or having transcripts sent until the overdue library materials are returned or the replacement cost of library materials is paid.

Online Services Library services are available online. Computers are available in the library for student use.

• Go to the SCC website at www.scciowa.edu. • Click on the Current Students link located on the left side of the page. • Click on the SCC Libraries link located on the right side of the page.

• Click on the Catalog link to search for books owned by the Libraries. • Click on the Databases link to search for magazine and journal articles on a topic.

You will need passwords to access the Databases off-campus. You can call the library for the passwords.


Acknowledgment Form

Please sign to acknowledge that you have received the Administrative Assistant Program Handbook and that you have read the guidelines and policies contained therein. This page will be kept on file in the office of the Administrative Assistant Program Coordinator.

___________________________________________________ Signature

___________________________________________________ Date