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Cabrillo Extension Instructor Handbook

We are excited to have you as part of our Extension team, and are certain you will provide your students with a great experience! This handbook provides important information about teaching with Extension and will be updated as needed.  To ensure that you are aware of any updates, you will be asked to read and sign the Instructor Handbook annually, and we will email this link to you each semester with your contracts, identifying in the email what important updates and chages you should note.

For quick reference, use the links below to jump to specific sections of the handbook.

If you have any questions about the information included here, please feel free to call Marissa Happee, our Program Specialist, and she’ll be glad to assist you!



Email is or call us at 831-479-6331 Monday through Friday 9am to 5pm. We regularly have staff on-campus on Saturdays, but they are generally moving around supporting classes.


If you have alife threatening emergency please CALL 911! If you have a non-emergency issue, such as room access, campus safety or security, please contact the Sheriff. The Sheriff’s Office provides security to the Cabrillo College Campus (Aptos) 24 hours a day, 7 days a week, and provides Cabrillo College with designated personnel during the following hours;  

Aptos campus:
Mon – Fri:           7:00 am to Midnight
Saturdays:          9:00 am to 5:00 pm

The Sheriff’s Office can be reached at 831-471-1171.


All student injuries must be reported immediately to Cabrillo Extension. Please click the link below and complete the Cabrillo College Incident Report and submit the form to the Cabrillo Extension Office immediately. Incident Report Forms are also available in the Cabrillo Extension office. All incidents must also be reported to the Cabrillo Extension office via phone or email immediately.
Cabrillo College Incident Report


As we cannot guarantee that instructional or information technology staff will be available during weekend workshops, please be sure you complete a thorough room walk through with an Extension staff member at least 2 weeks prior to your class start. Keep in mind that in order to complete a room walk through with you, we have to coordinate your schedule with the room availability, so please arrange for a room walk through as early as possible.


The Extension office provides a CLASS PACKET for each class you offer. It may be picked up before your class, or we will deliver the packets (large manila envelope) to the classroom for you, generally the evening prior to class start. Please let us know which you prefer
This packet contains the following:

  • Class Sign-in Sheet: List of students who have registered for your class that comes from our registration system. Please note that some students will not appear on the class sign-in sheet if they registered after the class sign-in sheet was printed. To confirm if they registered after we printed your class sign-in sheet, you may ask these students to show you printed proof of registration, or their email confirmation (if they have a smart-phone with email access). If they do not have the confirmation, ask them to complete a walk-in registration form with all of their contact information and we will verify they registered for the class.
  • Walk-in Registration Form: If there are students who come to class who do not appear on the Class Sign-in Sheet they MUST register with you (for liability reasons) by completing the Walk-in Registration Form and paying the fees directly to you, or completing the Walk-in Registration Form with their credit card information. Please return any walk-in registration forms to Extension immediately following your class. We have a drop box on the outside of our office, building 2100A.
  • Extension Class Catalog: This will help determine the fee students need to pay for your class.
  • Class Evaluations: We email a link to an on-line Class Evaluation to all of your students. This is also available on our web site. We provide paper evaluations only if you make that request prior to class. Please encourage your students to respond to the email we send and submit their feedback. If students complete paper evaluations, instructors are required to return all completed evaluations to the Extension office immediately after class. We have a mail slot in front of our office so you can drop them off.
  • Only the Extension evaluation form may be used for Extension students. All of the feedback from students is reviewed by the Director or Assistant Director. Feedback relating to class content will be passed onto instructors.


Please let us know exactly what you’ll need at least four weeks prior to your class start date. We will schedule time for you to come to the college and review things like projectors, smart boards, elmos, computer log-ins, etc. Again, no fewer than four weeks prior to your class, please provide us with the answers to the following questions:

  • Will you be projecting any kind of a presentation onto a screen like a PowerPoint, video, or any documents?
  • Will you need use of an elmo or any other document camera/projector
  • Will you need amplified sound for any reason?
  • Will you or your students require access to our wireless network? You will not need a wireless account in order to use the projector.
  • Will your students require use of computers?
  •  If so, what software or applications will they need, and what version?
  • Will your students need wireless access? Wireless is only available on request. Extension students and instructors do not automatically have access to the wireless network on campus.
  • We can create a unique wireless account to use for your class, but will need you to make that request no less than 72 hours prior to your class.
  • If you are planning on using your own laptop, we will need to know exactly what type of computer you will use to be certain there are appropriate connections available for projecting.

Please note... The “path of least resistance” is to use the computer provided in the room because we know it works with the projector. You can bring any presentation, files, etc. on a flash drive and utilize the computer in the room to project. If you really feel you need to use your own computer, we’ll need to do a “test-run” in the classroom with you and your computer at least one week before your class. Connections vary based on the type of computer you are using so the test run is essential.

HANDOUTS AND OTHER IN-CLASS MATERIALS                                                          

Many instructors provide handouts or other print material for students. We make every effort to help you provide these handouts, but the size of the class, as well as the length of your handouts will have an impact on how these may be produced. These are the basic guidelines regarding class handouts:

  • Before classes are published or open for registration instructors must verify the size/length and nature of handouts. We can discuss options for sharing information with students, such as posting resources to our web page, or making handouts or class handbooks for you. These details must be verified before the class is published/open for registration so that we may make all of the information available to students in the most efficient and cost effective way possible.
  • If you need Extension to make photocopies of your class handouts we ask that instructors submit originals via email no fewer than four weeks prior to the class start date. If they are submitted to us fewer than 4 weeks prior to class start, we will make every effort to make the copies for you, but cannot guarantee they will be available for class


Materials and supplies that students are required to purchase or bring: Many of you create materials or supply lists that detail what students should bring to class. These are posted  to the web site and so they must be submitted to the Extension office before classes are published or open for registration . If you have a materials list, it should be provided with your class confirmation, so we can post it to the web site as soon as the class is open for registration.

Materials and supplies that Extension or instructors purchase/bring:
There may also be supplies or materials that need to be purchased. There are two ways to handle this:

  • WE PURCHASE FOR YOU: Let us know what you need and we will set up a materials fee to be collected upon registration, then we purchase the supplies for you. This requires advance notice from you with details about items to be purchased.
  • YOU PURCHASE THE SUPPLIES THAT YOU OR YOUR STUDENTS NEED: In ALL cases, please discuss with Extension the total expenditures you plan to make BEFORE making the purchases. There are details to consider such as shipping, handling, tax, time to process orders or make purchases, etc. We want to work with you prior to purchases being made to be sure we stay within a budget for your particular class.

    If you ARE an employee of the college we can reimburse you if you:

      • Submit all original receipts. Copies are not accepted.
      • Receipts may only include purchases for which you are requesting reimbursement.
      • A signed completed Employee Reimbursement Form.

Please note reimbursements over $200 require prior approval.

If you ARE NOT an employee of the college you will invoice us for the amount you spent. No need for receipts in this case, but will still require a detailed list. You will be compensated as 1099 taxable income, so it is still important for you to keep those receipts so that you can write off those expenses during your tax filings. All we need is an invoice for the amount that includes the name and date of the class, and the total amount you are invoicing. The invoice must be signed by you, or you may email it to us with a request to be paid the amount on the invoice (the email substitutes the need for your signature).

Please note that Reimbursement Request Forms and invoices for purchases MUST be submitted by the last date of your class.


We often check out keys, key cards and alarm codes to our instructors. We have a limited number of these available and we often need to provide the key that we have given you to other instructors who teach in the same classroom after you. We want to make sure all instructors have access to their classroom before their class begins so we will now require you to return your key(s) and/or key-cards as noted on the contract, which is the date your last class in that room concludes.

Keys and key cards can be dropped off in the locked drop-box outside of the Extension office  if you need to return them after hours.

Please note that all keys and key-cards noted on the contract must be returned in order
for payment to be processed.

We often issue alarm codes to instructors for rooms that are alarmed. If your classroom is alarmed, we will require that you get a walk through to be sure you are comfortable using the temporary code on the alarm panel to arm and dis-arm the alarm.


When you leave the classroom please be sure to ALWAYS do the following:

  • Turn off all technology – projectors, computers, screens, etc.
  • Turn off lights.
  • Lock the door/turn on the alarm if there is one. If the room has an alarm, and you found it unarmed, please arm the alarm. This is literally a “better safe than sorry” situation.
  • Return desks or tables to their original locations. Often classes start bright and early the next day, and it is really difficult for a teacher to re-arrange the room as their class is starting.



Extension produces several print catalogs each year. These catalogs are mailed to over 75,000 Santa Cruz county residents with each mailing, and distributed throughout the county at public and private businesses. We also regularly update our website with your class listing, photographs, and bios.
From the website, students can view campus maps, download a PDF of the printed catalogs, register and pay for classes on-line, and view additional information about your class, such as materials lists or special communications from you. 

Extension sends regular, targeted email campaigns using advanced email marketing software that is aligned with our registration system. We use this tool to share information with students based on their interests and registration history. Our relationship with the students is one we treat with care and respect at all times. 
By adding your initials here, you confirm you have read the section “How Extension promotes your class”


You can increase your student base by helping to promote your class(es)! Here are a few steps that instructors take to reach students interested in their class:

  • Take Extension catalogs to places in the community - your favorite coffee shop, art gallery, library, or museum.
  • Post/send the link for your class on web pages or in newsletters of professional associations you belong to. Ask us and we’ll provide you with that link!
  • Send information about your class to email lists of friends, family, customers, or colleagues.
  • Use social media! Post information on your Facebook page, tweet about it, Instagram something cool to your friends. Make it fun!
  • Provide information about your class to community groups through presentations, sharing catalogs, etc.


Instructors often write “Class Letters” to be posted to our web site with detailed information about things like: the best places to purchase materials, where to get good deals, what to bring or wear, or what to expect from their class experience. For some examples of class letters, please visit our Class Resources page on the Extension Website.

Let us know what you want to “say” to your current or prospective students and the community, in addition to your class descriptions, so we can be sure to publish the very best information about your class.   

Once the print catalog is published we cannot make changes, but we often add information to the web site and email students from our registration system with special communications from instructors.  

Click HERE to take a look at currently posted Class Letters.


All students receive an email confirming registration, as well as a reminder about their class 3 days prior to the start date. Both of those messages include the basics of class title, location, and time. We also regularly email students with additional helpful information about how to find the classroom, parking, what to bring, new classes available, or spots that open up in your class if there was a wait list. When time permits, we also call students to remind them of important information.

Extension can use our registration system to send any message you need to students.We regularly share information with our students via email about upcoming classes, including photos, instructor bios, and other information that helps them find their way to just the right class. If you have new information about yourself that you'd like to share with students, let us know!

We also send a message to students via email the Monday that follows the conclusion of their class. This message includes a link to our on-line survey/student feedback form. We ask for student feedback about everything from parking, web site and schedule, to instruction and content related questions. We provide the instruction and content related feedback we receive to you at the end of the term. We use program feedback to make improvements to course offerings, web site information and other services we provide to students.

We provide paper evaluations only if you make that request prior to class. Please encourage your students to respond to the email we send and submit their feedback. If students complete paper evaluations, instructors are required to return all completed evaluations to the Extension office immediately after class.
All communications regarding Extension classes must be channeled through the Extension office. We take our relationship with our students very seriously, and as such protect their privacy and do not use the contact information they share with us for anything except Extension related class information.

Please do not collect or request student emails or phone numbers in class.


Parking on the Aptos campus is enforced 24 hours per day, 7 days per week. This parking policy affects all instructors, including those leading weekend workshops. ALL instructors need a parking permit to avoid receiving a parking citation. Parking permits will be issued by the Extension office and included in your packet.

Please remind your students that no matter the time of day or the day of the week, they will need to purchase a parking permit at the parking kiosk available at each parking lot on campus.


All students sign a photo release as part of their on-line registration or agree to photos as part of the phone registration. If they specify that they do not want themselves, or thier children enrolled in our youth program, photographed for any reason, we will notify instructors.

We always love to see photos of you and your students that we may use in the catalog or on the web site! Please share any photos you have taken with Extension, and respect students privacy by not using any of those images without permission from Extension.


We want to be sure you get paid promptly and correctly once a class has concluded. Extension creates a contract for each class that you teach. This contract will document details like room number, time and date, compensation, and other information we need in order to get you paid. We send these via email prior to a semester starting. Please review these carefully and discuss any concerns with us. We need to have signed contracts back in our office well in advance of your class start date in order to be sure we can get you paid promptly Please note that we cannot accept electronic signatures for contracts at this time. You may send an electronic version that has been signed and scanned, mail the signed copy to our office, or feel free to come and drop if off in person

Please call or email us with ANY questions about how we support our classes and our instructors. We are here to help you and your students have the best experience possible.

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