The Summer Programs for High School Students at Georgetown University welcomes faculty members from each of the schools at Georgetown University, visiting instructors from colleges and universities around the world, advanced doctoral students, and industry experts. New and continuing faculty may find the below information useful for preparing and implementing high school summer courses and programs.
Protection of Minors
Georgetown University has established a Protection of Minors Policy to protect those under 18 years of age who participate in programs and activities associated with the University and to provide guidance to University students, faculty and staff who are involved with such programs and activities. Because you will work with minors, it is critical to review and understand all parts of the University policy. It is expected that all employees working with minors utilize and implement the policies and techniques illustrated in required trainings.
Your first area of compliance is the successful completion of the University background check which is completed during your hiring process. You will also read and sign the Working with Minors Guidelines and successfully complete the online training How Teachers and Other Educators Can Protect Our Children.
As a university employee, you have access to many systems using your university NetID and password. Current faculty members, graduate students, and Georgetown employees all have a NetID and password already, and these credentials will not change when you are assigned to teach a course. If you are unsure of your NetID or password, please contact the UIS Service Center at 202-687-4949 or firstname.lastname@example.org. They are staffed 24x7 to assist.
Newly hired instructors will be assigned a NetID and password during your hiring process. It is very important that new instructors let our hiring manager know if you have ever worked or studied at Georgetown previously as this may create duplicate NetIDs and delay access to university systems.
When you teach a summer course, you have access to the following systems using your NetID and password:
- Georgetown email- accessed at apps.georgetown.edu. This is the email listed in the university directory and therefore the email students will use to contact you.
- MyAccess- accessed at myaccess.georgetown.edu. This is the self-service portal for credit faculty and students. You will use MyAccess to view your credit class roster and record your final grades.
- Canvas- accessed at canvas.georgetown.edu. Canvas is the newest digital course management system option at Georgetown University. We highly recommend you use Canvas for: facilitating class discussions, posting course materials and assignments, utilizing the gradebook feature, continuing class in the event of a university closure, and communicating with your students.
- Blackboard- accessed at blackboard.georgetown.edu. Blackboard can be used for: facilitating class discussions, posting course materials and assignments, utilizing the gradebook feature, continuing class in the event of a university closure, and communicating with your students.
- Explore- accessed at explore.georgetown.edu. Most faculty members have access to a “faculty profile” in Explore where course materials, like a syllabus and course description, can be posted and then linked to the university’s schedule of classes. Faculty members can also post a biography and picture to their profile. Graduate students do not have access to the “faculty profile” in Explore, but their department administrator can post syllabi and course descriptions on their behalf. We highly recommend every summer instructor posts a syllabus and course description in Explore either on their own or with the help of their department administrator.
- GMS (Georgetown Management System)- accessed at gms.georgetown.edu. Every employee at the university has a GMS account. New and continuing faculty, graduate students, and other summer instructors may view payslips, set up direct deposit, update tax information, and change personal information in GMS. All newly hired summer instructors will need to complete an onboarding process in GMS with the help of our hiring manager prior to beginning work with us.
- HOYAlert- accessed at https://netid-mgmt.georgetown.edu/emergencycontact. Georgetown University's emergency notification system is HOYAlert. The system is designed to enable University officials to send rapid, concise, and effective emergency alerts to members of the Georgetown University community in the event of a major incident affecting campus. All summer high school instructors must sign up with the system.
Campus Buildings and Resources
- Human Resources- University Human Resources is located at 2115 Wisconsin Avenue NW, 6th Floor. You will need to complete an I-9 verification in person at HR prior to starting work with Georgetown Summer Programs.
- GOCard- The Georgetown One Card, the GOCard, is the university identification card. All students, faculty, and staff are highly recommended to have a GOCard on them at all times while on campus. Obtain a new or replacement card at the GOCard Office located in Darnall Hall. You can deposit money to your GOCard for use at campus vending and dining locations as well as for printing in computer labs and in the library.
- Lauinger Library- Summer instructors are welcome to use Lauinger Library on the main campus. You will need a GOCard to enter the building. Take advantage of library resources like the Gelardin New Media Center for equipment rental and training courses, numerous meeting spaces for one on one meetings with students, printing and photocopying, and library reserves for class materials. You can also access Lynda.com for online tutorials in a variety of areas.
- University Information Services- Access a university software lending library, troubleshoot technology problems, and inquire about NetID problems and password resets at the UIS office located on the ground floor of St. Mary’s Hall.
- Summer Programs for High School Students- Summer instructors are welcome to visit our office located at 3307 M Street, suite 202.
Each instructor and staff member of the Summer Programs for High School Students must attend two training sessions. The first occurs in February, March, or April for onboarding and compliance, and the second occurs in May for programmatic information. The training sessions will further expand upon the topics below and their effects and protocols within the program.
Advising Credit Students- The summer sessions are very compressed and may be challenging for some students. The summer academic calendar allows only a few days for students to add/drop and a graduated withdrawal/refund schedule. Please contact your Program Coordinator immediately if you notice any students having problems with your course so we may advise them on their options or assist with the withdrawal process. Be aware that student problems may not be limited to academic problems. Please report to your Program Coordinator any health or student safety concerns as well.
The Associate Dean, Caitlin Cochran, will meet with the student and discuss any issues that may affect their studies or their success here at Georgetown. We expect that you will not advise students on add/drop or withdrawal deadlines.
As an instructor, you will receive your class roster from either your Program Coordinator (non-credit programs) or MyAccess (credit programs). This roster is the official University record of registered students. Please report any discrepancies immediately to your Program Coordinator.
For credit instructors, be sure to view your class roster, via MyAccess, at least 2 weeks prior to the program to verify your ability to login. If you have any issues while logging in, contact your Program Coordinator.
Upon the first class meeting, you will reconcile your class roster. This is done by taking class attendance and comparing it to the official class roster found in MyAccess or given to you by your Program Coordinator. Report any discrepancies with the Program Coordinator. Your Program Coordinator will ask you to verify your class roster on the first day as well as the end of the add/drop period. Alert your Program Coordinator with any discrepancies.
Because the Summer Programs for High School Students enroll a wide range of students, it is imperative that we are aware of any attendance issues right away. If a student is supposed to be in your class but has not attended a session, please report this to your Program Coordinator so that we can locate the student, confirm enrollment, and make any necessary adjustments to their student record and student account. Students whom are not on the final roster may not attend the course or sit in on a class.
All students are expected to attend all programming and course sessions. We expect that attendance will be taken at every class and change of location. We also expect that you will thoroughly explain the attendance policy to your students on the first day of class. Credit instructors will also need to explain the policy to any students whom are added during the add/drop period. You will outline the attendance policy in your syllabus.
Unlike fall and spring, summer classrooms are not automatically enabled with classroom technology. Summer instructors must request classroom technology from CETS, Classroom Educational Technology Services. Requests can be made online, but it is highly recommended that the requests be placed as early as possible, but no later than two weeks prior to the start of your class. Please contact your Program Coordinator with any questions.
Communication with Students and Office Hours-
We expect that all summer faculty will be available to respond to students' inquiries and requests for assistance in a timely manner. Use your Georgetown email address for all email correspondence so that no communication is missed.
All credit instructors should provide students with their office hours and location.
Grades and other student confidential information should never be posted in a public venue as it violates regulations in the Family Educational Rights and Privacy Act (FERPA). If you are not familiar with FERPA, please read about the policy and how it affects you as a professor at the SCS Faculty Teaching Guide, pages 28-31.
Non-credit program students will receive a certificate of completion on the closing day of the program. In order to receive a certificate, students must be have attended the program through the final day and have no adjudications in process.
Credit program students will receive a grade. Please submit your grades by the deadlines posted on the Summer Sessions Academic Calendar page. Faculty will use MyAccess to submit their final grades. Please note that grades posted in Blackboard will not also post in MyAccess. If you use Blackboard for grading, you will need to remember to post grades in MyAccess as well. For an explanation of the university grading system, please consult the Undergraduate Bulletin.
If you are a new faculty member or have never posted grades through MyAccess, the University Registrar has instructions and a video tutorial on their site.
Student Disability Issues-
All summer students have access to disability support services, offered through the university's division of Student Affairs. If a student approaches you about a disability issue, you should refer him or her to the Academic Resource Center (ARC) on campus. We also encourage you to provide all students with information related to ARC and the services available to them via your course syllabus.
Student Honor Code Violations-
All summer students are expected to abide by the University Honor Code. Any suspicion of an honor code violation should be reported immediately to the University Honor Council. For information on the Honor Code and the adjudication process, please visit the University Honor Council’s webpage. If you are teaching a credit course, please note that final grades cannot be submitted for any student suspected of violating the Honor Code until the adjudication process has completed. If you are unsure of whether a student has violated the honor code, you may contact the Associate Dean, Caitlin Cochran, to discuss the matter further.
Student Health Issues-
All summer students have access to the Student Health Center on campus and they should go there for an examination if they feel they may be sick. Since these students are minors, you will need to contact your Program Coordinator as the student is being escorted to the health center. A member of the Summer staff will meet the student at the Health Center. If a student has health issues that require them to leave campus or miss several classes, consult with your Program Coordinator.
If the student is attending a credit course, you may assign the student an Incomplete until he/she makes up the missing material. A Request for an Incomplete form must be completed and submitted to us for review and approval. All incompletes for the summer term must be resolved and assigned a final grade by November 30th. Please see the Final Exams and Grading page for further information on how to submit grades.
Syllabus and Program Schedule
Non-credit instructors will work closely with their Program Coordinators on the program schedule. The Program Coordinator will distribute the program template to the instructor. The template has fixed times as classroom reservations and a staggered lunch schedule have been developed.
Credit instructors will receive syllabus tips and guidelines. Once the syllabus is finalized, you will return it to your Program Coordinator and post a syllabus and course description online via explore. Please reference the above Explore section under University Documents. Having these materials online will help prospective students decide if your class is right for them. If you do not have access to post these materials online yourself or need help posting materials, please contact your Program Coordinator for assistance.
Develop a contingency plan in the event of university closure. The summer term does not have study days, final exam days, or make up days. This means that every class must meet as scheduled. If the university closes for any reason and class cannot meet in person, summer instructors are encouraged to meet online. Georgetown’s Center for New Designs in Learning and Scholarship (CNDLS) has many valuable resources on their website and can assist individual faculty members with developing a contingency plan. Do not forget to inform your students on the first day of your contingency plan and how/when it would be enacted.
Non-credit courses will meet as scheduled during the University observed holiday occurring on July 3rd and July 4th. Instructors will work closely with the Program Coordinator to secure resources while the University is closed.