This message is being sent to all faculty and all Academic Deans, Directors and Coordinators on behalf of Manuel Guerra, Executive Dean, Student Development and Learning Resources.   

Welcome to Fall term 2020!  This is our quarterly message with information we hope is helpful to you as you start the term. You are receiving this email because you are assigned to teach one or more courses at Chemeketa during Fall term 2020.  

Due to the COVID-19 closure, instruction and services are being provided exclusively in a remote or online format. Information provided in this email has been updated to reflect those changes.  

Please refer to the links below for up to date information and resources so that you can refer your students in need of additional assistance: 

Thank you for your continued excellent work with students, especially during this rapidly changing time. Have a wonderful term!  

Check Your Class Lists for Accuracy and Attendance

Please access your class lists from My Chemeketa to verify student attendance. The Faculty Shortcuts on the front page of My Chemeketa will give you quick access to class lists for your assigned courses. It’s important to verify as early as possible that those students attending your class are registered in the correct section.  

Instructor Overrides: 

Instructors may grant “instructor approval, “capacity” and other overrides as needed through My Chemeketa. “Instructor approval” is applied to courses the morning of the second class meeting. More detailed PDF instructions for how to grant overrides can be found on the Faculty Resource dashboard site. Please note that once an override(s) is granted by the instructor, students must register through MyChemeketa in the Add/Drop Courses (not Class Search) menu. 

Electronic No Show Drop 

The process to No Show Drop (NSD) a student from a course is entirely electronic and is handled from within My Chemeketa.  Instructions are located at Electronic No Show Drop. If the student does not attend or come to a mutual agreement with the instructor, by the start of the second class session (for online courses this means participating by Thursday of the first week of the term) they can be dropped by the instructor. Typically, No Show Drops can be processed through the“Monday of the 3rd week of the term” for full-term and 1st 5 week sessions, or “Monday of the 8th week of the term” for 2nd 5 week sessions. Once the student is dropped, they will automatically receive an email informing them of the change to their schedule.  

Effective February 21, 2020, Academic Standards Advisory Council  approved the adoption of POL 4015 & PRO 4015 – Class List and Registration. A subgroup worked together to revise additional No Show Drop (NSD) Guidelines for faculty. 

A critical component in this new policy and procedure is that faculty must drop students who do not participate in their course by the second class session. Successful implementation of this new policy/procedure will require faculty to develop expectations for attendance tracking and communication standards for dropping students for non-participation. Best practice would be for faculty to proactively communicate with students in advance about the expectations for Week One participation.  

NSD information has been incorporated into the 2020-2021 Third Edition Faculty Handbook updates. The faculty handbook, NSD guidelines, instructions for performing a NSD  and many other additional resources, are available on the Center for Academic Innovation Faculty Resources site 

Last Day to Withdraw without Responsibility for Grades and other important deadlines 

For 11 week classes the deadline is Friday, November 6.  The first accelerated 5 week session deadline is October, 16 and the second accelerated 5 week session deadline is Friday, November 20. See the updated Internal Academic Calendar and Key Dates Calendar on the Enrollment Services Dashboard site. The public website dates and deadlines have been updated for students to view. 

Incomplete Grades

Incomplete (I/B, I/C, I/D, I/F) grades are awarded at the discretion of the instructor.  An Incomplete Grade Contract is required when assigning an incomplete grade and must be completed prior to the end of the term. The conditions for completion of work must be stated in the Incomplete Grade Contract.  The default deadline for incomplete work to be submitted is automatically set to the end of the following term, but can be extended for up to a year at the instructor’s discretion. If the instructor wants to make an extension past the default deadline (one term), this needs to be done at the time the contract is created. The contract cannot be modified at a later date.   

The Incomplete Grade Contracts are created and maintained through an application in My Chemeketa. It is a two-step process in which the grade must be assigned first and then the contract must be created separately. Directions on how to assign an incomplete grade and create an incomplete contract can be found on Dashboard, Faculty Grade Entry for Incomplete Grades.  Once a contract is created, the student will receive a notification at their My Chemeketa email with the contract information.  If the student does not complete the work by the specified deadline the grade will default to the appropriate letter grade (i.e. “I/F” will automatically change to an “F” grade).  If the student fulfills the contract requirements and the submitted work results in a different grade than was assigned through the incomplete process, the instructor will need to change the grade through My Chemeketa using the Electronic Grade Change Process.   

FERPA Compliance and Protecting Student Information

All college employees are responsible for protecting the confidentiality of student records in order to comply with FERPA regulations. Only information defined as “directory information” may be released to persons other than the student, so it is important when communicating non-directory information (enrollment, academic progress, grades, etc.) that you are certain you are communicating directly with your student.   

Electronic communication between instructor and students is easily accessible through My Chemeketa and eLearn (a.k.a. WebCT) courses and every student (and employee) has a Chemeketa email account.  Both systems require the student to enter a unique user name and password that guarantees information remains secure and private and contains a feature for the instructor to send secure messages to all students enrolled in a CRN. You should use the Chemeketa systems whenever communicating with students. 

When communicating via phone, it is important to verify that you are communicating directly with the student in your course when discussing non-directory information. 

You can find more detailed information regarding “directory information at Chemeketa” on the Employee Dashboard under FERPA  or on our public website on the FERPA page.   

Student Accessibility Services 

Student Accessibility Services (SAS) is a student service and a faculty resource. Have questions regarding accommodations?  SAS welcomes the opportunity to attend program or department meetings at any campus or center and discuss any questions or concerns that you may have. Contact us at

Student Concern Referral/Reporting Form   

The Student Concern Referral/Reporting Form is available for staff and faculty who have a concern about a student.   If you are concerned about a student who may need assistance or believe a student has violated the student code of conduct, you can submit the Student Concern Referral/Reporting Form, which is automatically routed to the Office of the Executive Dean of Students.  The link to the form is also located on the Faculty page on MyChemeketa.  For questions about the Code of Conduct, please visit the Student Rights and Responsibilities page on the public website. 

Moving our instruction to online and remote methods unfortunately does not eliminate student behavioral issues in classes. All faculty and staff should report ALL student concerns using the Student Concern Referral/Reporting Form. 

The following are examples of concerning behavior faculty should be aware of, prepare for, and report:

  • Harassment: Sending or posting insults, threats, inappropriate language, inappropriate sexual language or media, etc. to instructors and/or students. Some of this could also be Title IX (gender discrimination) harassment, which could include their home lives.

  • Mental Health: Students may be experiencing mental health issues  that could manifest as inappropriate messages, suicidal ideation, harm to others, etc. If you have a concern regarding a student’s language or behavior, please submit  the Student Concern Referral/Reporting Form.  Our office will respond to the student’s needs accordingly. 

Counseling Services

Counseling Services recognizes how important it is for us to support faculty and students  — now more than ever. If you have students who seem to be distressed and need some extra help this term, in addition to submitting the online Student Concern Referral/Reporting Form, you can connect them  directly to one of the Counselors. 

The best way to connect students to Counselors in this remote environment: 

  • Ask the student if it is okay to refer them to a Counselor

  • Once permission is given, send an email to a Counselor  and copy the student

  • Introduce the student and let us know what you are seeing and why you are referring them to us.

  • Note: It is very important to tell us if the student has mentioned feelings of suicide, hopelessness, or despair

  • You can also direct students to make a remote appointment with the next available Counselor by logging into their My Chemeketa account and then following the steps below:

    • Click on the “Services” tab

    • Then click on “Counseling”

    • Finally, click the “Book Counseling Services” button under the Appointment Scheduling section on the right

  • The student can also email Counseling Services at or call 503.399.5120 

Academic Integrity

Chemeketa Community College takes incidents of academic integrity very seriously.  Any academic dishonesty infraction is a direct violation of Chemeketa’s Academic Honesty policy (POL #5020). All staff and faculty have a responsibility to create and maintain a learning environment that promotes academic integrity.  

Faculty can submit incidents of Academic Honesty infractions using the electronic Academic Honesty Concern Reporting form.  The form can also be located on the Faculty page on MyChemeketa.  After completing all fields, attaching supporting documents, and selecting your Academic Dean or Director, the form is automatically routed to the Office of the Executive Dean of Students, who will make contact with the student, per college procedure.  More information on the Academic Honesty reporting process can be found in the college procedure (PRO # 5020) Academic Honesty. 

Remote Learning Fall 2020 tips: 

Instructors not accustomed to online and remote teaching may not know what to anticipate with regard to common forms of academic misconduct in this format. Some will be more-familiar, such as turning in papers with material that has not been cited, accessing an unauthorized answer key, copying/sharing information from others, etc. Others will be less-familiar, such as a person pretending to be the student to complete assignments or take exams, uploading and/or selling of their academic materials, etc. Here is how instructors can support academic integrity and protect their materials:

  1. Have a Statement in Syllabus: A syllabus statement could be useful  because it clearly states expectations surrounding academic integrity.  Syllabus templates can be found here:

  1. Mention Often: Students are more likely to act with integrity if they think it is important to instructors. Instructors should mention their expectations frequently with their students and have them in their instructions as much as possible. Examples include: “Consulting an answer key on the Internet or Teacher’s Edition is not allowed”, “Students may discuss the assignment with others, but each student is responsible for turning in their own final work”, “Do not ask someone else to take the test for you or take a test for someone else”.

  2. Change Assignments/Exams (next term): Now that all of your instructors’ materials are online, if they were not already being uploaded to databases or shared with current or future classes, they will definitely be out now. It is now more important than ever that instructors change their assignments and exams by at least 10% and to do so every term from now on. 

If you have additional questions regarding the Academic Honesty process, please contact Stacey Wells

Chemeketa Care Team (Formerly Behavioral Intervention Team)  

Purpose and Scope

The Chemeketa Care Team is an internal group of student services staff and faculty focused on prevention and early intervention in situations involving students experiencing distress or engaging in harmful or disruptive behaviors. This team will continue to meet regularly, remotely,  The team will develop strategies and offer case coordination to manage disruptive behavior in order to protect the welfare and rights of both the individual(s) and the college community.  If you have concerns regarding a student’s behavior that is disruptive to the learning environment, please submit the Student Concern Reporting Form (as referenced above) or contact the Executive Dean of Students’ office at 

Team Composition:

Christopher Potts, Associate Dean –  Counseling and Career Services
Danielle Hoffman, Director – Student Services YVC
Stacey  Wells, Executive Assistant – Student Development and Learning Resources
Karen Alexander, Director – Student Accessibility Services
Peter Davis, Faculty – Human Services

Academic UpdatesBeginning of Fall Term Reminders