Business Office Technology

BOT 116

Office Systems and Procedures

 

Fall 2008

 

 

Tina Hopkins

BOT Associate Faculty

thopkins@miracosta.edu

 

Kathy Striebel

Lead Instructor

kstriebel@miracosta.edu

 

Course Information:

www.miracosta.edu/home/kstriebel

 

Course Location:

BOT Model Office 4803B

Online

 

Students can choose to complete the lessons on campus or at home.

This is a self-paced, open entry e-Flex course.  Students can choose a flexible work schedule.  Course is finished when all lessons are completed. 

 

Course Checklist:

¨  View Orientation on website or from Blackboard.

¨  Complete student contact form (see Blackboard)

¨  Open Blackboard for assignments and lectures.

¨  Read the entire syllabus before starting the lessons.

¨  Save all documents to USB drive.

¨  Complete all lessons by December 12, 2008.

 

Course Description: 

This course provides students with the opportunity to explore the procedures and practices used in the 21st century office.  Because of the constant changes in the work place topics such as globalization of the economy, technology updates, electronic customer service, conflict resolution, Internet research, personnel training and event planning have been updated and included in the course. Students use a simulation package and other supplemental materials to perform the job tasks of an Administrative Assistant in a multi-national work environment. 

 

Course Objectives:

At the end of this course, students should be able to:

1.    Understand the role of administrative support personnel in a business environment.

2.    Prioritize tasks to maximize efficiency and exhibit good time management skills.

3.    Complete tasks by following written and oral instructions.

4.    Use computer software applications to produce business documents.

5.    Proofread documents and make all corrections.

6.    Develop an electronic filing system for all documents.

7.    Identify appropriate business etiquette.

8.    Use the Internet for office research and information.

9.    Identify the causes of stress and conflict in the work place.

10.  Prepare meeting, travel, and training arrangements and documentation.

11.  Identify correct procedures for customer service.

12.  Practice decision-making skills.

13.  Communicate with instructor using electronic messaging.

14.  Complete all activities to plan company events and meetings.

15.  Participate in professional development activities and events.

 

Course Materials:

The Administrative Professional:  Technology and Procedures, Fulton-Calkins, 13th Edition,

ISBN 0-538-72948-1

USB drive to save all assignments

Cost:  $82.16 purchased from MCC Spartan Bookstore

           $82.16 + 6.95 ground shipping online from Spartan Bookstore

           

PLEASE NOTE:  If you purchase this book from an online textbook supplier, BE SURE IT IS 13th EDITION and comes with a CD with data files. 

 

Student Learning Outcomes:

  1. Define the types of business organizations and workplace structures for administrative assistants.
  2. Identify the skills and qualities needed for administrative professionals.
  3. Explain the necessity for business, office, web, and Internet ethics.
  4. Produce instant messages, email, memorandums, and letters for appropriate business situations.
  5. Develop a training plan for new employees to include team building, telecommunications, and professional development.
  6. Apply critical thinking skills to develop policies and procedures for workplace scenarios in conflict resolution, employee motivation, and employee behavior.

 

Important Dates:

Last day to drop with no grade on permanent record...................................     September 6

Last day to drop class and be eligible for refund...........................................     September 6

Last day to petition for certificate or degree..................................................   September 26

Last day to ADD a BOT course......................................................................        October 25

Last day to drop with “W”..............................................................................    November 20

Last day to submit assignments....................................................................    December 12

 

Policies:

1.    Students with disabilities, whether physical, learning, or psychological, who believe that they may need accommodations in this class are encouraged to contact Disabled Students Programs & Services as soon as possible to ensure that such accommodations are implemented in a timely manner.  Their phone number is (760) 795-6658, and they are located in Building 3000 Student Services, Room 3009, adjacent to Parking Lot 3C.

 

2.    Students who have not consistently submitted assignments during the semester will be dropped on November 20, 2008. 

 

3.    Students should be aware of the MiraCosta plagiarism statement in the catalog.  A submitted assignment, which is determined to be the work of a person other than the student, will receive no credit.

 

Contacting the Instructor: 

BOT Associate Instructor:   Tina Hopkins                 

Email address:  thopkins@miracosta.edu     

Lab Hours:  OC 4803B Tuesday 10 - 1 p.m.

Office Hours:

When contacting the instructor through email, please identify the purpose of your email in the SUBJECT line along with the course and your name.  Here is an example of how you should key the subject:  QUESTION BOT 116 Susan Smith.  The instructor will respond within 48 hours.

 

Blackboard:  The course syllabus can also be found on the Blackboard site.  To login to Blackboard you can either go to the MiraCosta home page and click on Online courses or go directly to blackboard.miracosta.edu and login using your SURF login.  Course announcements will be sent from the Blackboard site. 

 

Getting Started:

 

ü  In a self-paced class, you must use good judgment in completing the assignments.  Each assignment consists of reading chapter materials, completing a production assignment, case study, or project, saving all files to USB drive, and emailing all materials to the instructor at thopkins@miracosta.edu   

 

ü  It is best to divide these tasks in your weekly schedule rather than completing all work in one seating, e.g. do your textbook and Blackboard reading on Monday, production assignment on Wednesday, and all other work and sending email to instructor on Friday.   Follow the weekly guide to keep on the timeline for completing the course.

 

ü  Read the entire syllabus before starting.

 

ü  Your book has a CD with forms and assignments.  Please use these as directed in the assignments.  Please download the assignment template to your USB drive.  The template can be found in the Assignments section of Blackboard.  Be sure to follow the instructions for saving your files.

 

ü  At the back of your book starting on page 411 is a reference guide to review basic grammar and writing rules, document formats, and proofreading symbols.

 

ü  Read the spotlight tips as you go through each chapter.  These are often cited in the workplace projects and cases.

 

ü  Some of the activities call for team work.  If you would like to work with a classmate on a project, please let your instructor know.  The instructor will create an email contact list of those students who might want to work on team projects.

 

ü  Save documents exactly as instructed in the book and syllabus.  Create a folder for each of chapter and organize your folders on your USB drive.

 

ü  The chapter objectives are listed at the beginning of the Workplace Projects assignments.  While completing the assignments, the student will achieve the objectives.  Do not research or answer the bolded chapter objectives.  Please see instructor for further explanation.

 

ü  Throughout the course you will be developing a Professional Growth Plan.  Save all these documents as directed so that they will be available for the final project.

 

 

JOB SHADOWING

Job shadowing is an opportunity to visit the workplace of an administrative professional. Instructor will make arrangements for the student to visit a local workplace to shadow an administrative professional on the job.  Job shadowing time can be from two to four hours.  Before the day of the shadowing experience, the student will research the company, job titles, business protocol, dress code, and any other pertinent information needed.  The student will contact the administrative professional to finalize all details.  The student will prepare a list of questions for the administrative professional.  At the conclusion of the observation, the student will discuss the questions, tasks, and business operations observed during the time period.  The student will prepare a report summarizing the job shadowing experience.

 

Grading:

Assignments in this course combine production of documents, discussion of office procedures; projects presenting office problems, communication exercise for oral, written, and electronics formats, critical thinking activities for office “etiquette and behavior”, and an emphasis on global business practices.  The grading sheet contains the number of points and criteria for each assignment.  Final grade will be based on total points earned on all assignments. 

 

Production assignments will be graded according to the “mailability” scale:

            5 points = Mailable

            3 points = Minor error

            0 points = Unmailable – major error

 

Minor errors can be easily corrected; e.g. spacing errors.  Major errors such as misspelled words, wrong copy, and incorrect document format are unmailable and will be revised.

 

Submitting Assignments:

This is a self-paced e-flex course that allows you to work in the BOT Model Office, 4803B OC, or online.  Students are responsible for completing and submitting all assignments as listed in the course syllabus.  Assignments reviewed and graded in the BOT Model Office will get immediate feedback and grading.  Weekly assignments submitted through email will be acknowledged when received and then reviewed and graded within five (5) days. All assignments submitted through email must be identified in the subject line with your last name and the assignment name or number as directed in the syllabus, for example:  Striebel Project 1.

 

 To expedite responses to questions, key the word QUESTION in the subject line of the email, and you will receive a response within 24-48 hours.

 

The Blackboard site contains data files, all assignments, announcements, lectures, special instructions or notes for assignments, discussion questions, and assignment grades. 

 

Even though this is a self-paced course and students can select a flexible schedule for completing assignments, students must show steady progress through the semester by viewing the program orientation, submitting the student contact form, submitting weekly assignments, and maintaining contact with the instructor.  Students will be dropped for lack of successful progress.  A suggested timeline for completing assignments is given in the syllabus.  Students are encouraged to follow the timeline or work ahead as a guide to successful completion of the course.