San Joaquin Delta College Policies and Procedures DocuShare Collection Tutorial 1

GRAPHIC 1 If you do log in – continue to GRAPHIC #2 GRAPHIC 2 Log in to DocuShare using your user name and password. Note: The system may require you to change your Domain from DocuShare to SJDC Directory (a failed log in will confirm that). This is due to the number of new DocuShare Users From the College Home Page open Quick Links, Staff Resources, and click Policies and Procedures Manual. DocuShare offers a user log in box. It is not required that you log in to view the SJDC Policies and Procedures 2

Currently there are two collections – the folder labeled Board Policies (BP) and Administrative Procedures (AP) (includes Chapters 1000 – 7000). These are College policies and procedures that are in place using the CCLC conversion template. Following that folder are nine Word documents listed as Table of Contents, (Series 1000 to 9000) – these are existing College policies and procedures that have not been converted, but continue to govern the Colleges practices as they await conversion to CCLC; they are referred to as Policy/Procedure. BPs/APs Policy/Procedures Two other folders also appear in this location – Forward – (description) and Initiating New and/or Revision to College Policies and Procedures – working files available for download. Bottom icon is a complete Table of Contents of the full collection (hyperlinked). Organized by Chapter (CCLC Conversions) A list of Word documents Organized by Series The Table of Contents in each Series is hyperlinked to the titled Word document. Follow the on screen prompt Ctrl + Click, when you select a document. (See example on following page.) A table of Contents is available at the end of each series/chapter. 3

The Table of Contents (a Word Document) in each Series is hyperlinked to the titled Word document. Follow the on screen prompt Ctrl + Click, when you select a document. 4

From this screen you can search the complete collection by entering a key word or term in the search box, e.g., Board of Trustees, and then press Go in the top right corner. 5

DocuShare will search the whole collection to retrieve policies and procedures that meet your search request. If there are none, the system will return a message. Again, by opening the drop down list on the far right you will be able to display all of the results at one time by selecting Show All. Each document in the results is hyperlinked to the policy/procedure in its location: BP/AP (CCLC conversions) and/or the existing policy/procedure collection (Table of Content List). A click will take you directly to the document. Each resulting document also shows the last edit date. The Back arrow will return you to the collection 6

When you click the hyperlink the File Download screen will appear. This will allow you to save the policy/procedure to your desktop or a folder you create – or just open it. 7

Also included in the DocuShare Collection is a chronological list of policy and procedure actions in a pdf format. This file is maintained in the folder Board Policies (BP) and Administrative Procedures (AP) (CCLC Conversion). In the event you get stuck, please feel free to contact Paula Bennett, Confidential Staff Assistant, (209) – 8