OST 160: Records and Database Management
COURSE SYLLABUS

COURSE DESCRIPTION

Presents aspects of the management of records from creation to disposal, using database software to create and edit files and prepare reports.

Course Credits: 3.0 credit hours

Contact Hour: 45.0 contact hours

Prerequisites/Co-requisites: OST 105

This course contains (3) Modules:

Module Name

Credit Hours

Module 1: Intro to Records Management

1.0

Module 2: Intro to Database Management

1.0

Module 3: Records and Database Mgmt Tech

1.0

Total Credit Hours:

3.0

Instructor Information

To view information (including contact information) about your course module instructor, click on Meet Your Instructor from the menu on the left in your Blackboard course.

Course Communication

If you need to schedule a phone conference or an in-person visit with your instructor, click the link located in Email Your Instructor menu option to email your instructor (select all instructors) to email your instructor about making an appointment. Ensure that the course and section appear in the subject line of your email and adhere to netiquette while communicating with your instructor. Your instructor is here to guide you through the content and with any questions you may have. Responses are generally given within 24 hours (at the most 48 hours).The instructors profile provides contact and other information. If you have questions about the course, please do not hesitate to contact the instructor. If you are having technical problems with the course, be sure to contact the Blackboard Help desk, click Help and Support on the menu, or click the Help Tab at the top of the Blackboard page.

KCTCS Email information: https://welcome.kctcs.edu/email/

For this course you are required to use your KCTCS email account when communicating with the instructor and other students.

Schedule/Calendar

Each student's time in the course will vary from 6 to 15 weeks depending on your course start and end date. In Blackboard you will be provided a course checklist that lists items for completion in the course and that will allow you to determine your prersonal calendar for completing course activities, assignments, and quizzes.

Access the Course Checklist

*You may need your KCTCS credentials to access

Refunds and No-Show's

Below you will find a refund schedule. The refund schedule gives you important dates on when you are eligibile and how much you are eligible for a refund if you plan to withdraw from the course. Additionally, the refund schedule also lists the date for completing the no-show activity. For example, if your course is a 10 week course, you must complete the no-show activity within the 4th day from the course start date. To complete the no-show activity, you will start by taking the syllabus quiz that will verify your attendance at the beginning of the course. To make sure you are not reported as absent or not attending the course, you will need to make sure to complete the syllabus quiz on or near your start date.

Timeframe for Refunds* 

 

Session

100% and

No-Show Activity
Completion Timeframe

 

50%

 

No Refund

15 week

Within 7th day

8th-27th days

After 28th day

14 week

Within 6th day

7th-25th days

After 25th day

13 week

Within 6th day

7th-24th days

After 24th day

12 week

Within 5th day

6th-22nd days

After 22nd day

11 week

Within 5th day

6th-20th days

After 20th day

10 week

Within 4th day

5th-18th days

After 18th day

 9 week

Within 4th day

5th-16th days

After 16th day

 8 week

Within 4th day

5th-15th days

After 15th day

 7 week

Within 3rd day

4th-13th days

After 13th day

 6 week

Within 2nd day

3rd-10th days

After 10th day

 *Dates for 100%, 50% and no refund are from the start date of the course.

Attendance is verified throughout the course until you reach your end date. You will need to make sure you are accessing the course and completing course requirements (listed in the course calendar) on a consistent basis as attendance must be verified through out your time in the course until a grade is posted (A, B, C, D, E, or W).

 

COURSE INFORMATION

Learner Competencies and Outcomes

Upon completion of this course module, the student will be able to:

  1. Identify the type of records to be stored.
  2. Determine filing equipment and supplies needed.
  3. Identify rules and techniques used in preparing documents for filing (indexing, inspecting, cross-referencing, coding, and sorting).
  4. File documents by the alphabetic, numeric, subject, geographic, chronological, and color-coded methods.
  5. Retrieve documents from files.
  6. Identify and apply automated techniques for records management.
  7. Identify laws relating to records (copyright, confidentiality).
  8. Input, edit, search, update, sort, save and print database files.
  9. Identify the life cycle of each type of stored record from creation through disposal.
  10. Differentiate between the automated, mechanical, and manual means of managing records.
  11. Identify records management terms.

Outline

I.           THE FIELD OF RECORDS MANAGEMENT

                A.          Records
                B.          History and Legislation of Records Management
                C.         Career Opportunities in Records Management

II.           ALPHABETIC STORAGE AND RETRIEVAL OF RECORDS              

                A.         Alphabetic Indexing Rules for Personal and Business Names
                B.         Subjects within an Alphabetic Arrangement
                C.         Alphabetic Card Filing
                D.         Alphabetic Indexing Rules for Computer Databases
                E.         Alphabetic Correspondence Records Storage
                F.         Subject, Numeric and Geographic Storage and Retrieval of Records

III.         NUMERIC, SUBJECT, GEOGRAPHIC, CHRONOLOGICAL, COLOR CODED STORAGE AND RETRIEVAL OF RECORDS

                  A.         Numeric
                  B.         Subject
                  C.         Geographic
                  D.         Chronological
                  E.          Color Coded

IV.         RECORDS STORAGE MANAGEMENT

                  A.           Charge-out Procedures of Records
                  B.           Retention Schedule of Records
                  C.           Transfer Methods of Records Storage
                  D.           Disposition of Records

V.           RECORDS MANAGEMENT TECHNOLOGY

                  A.           Automated Records System
                  B.           Microimage Records

VI.         CONTROL OF RECORDS

                  A.           The Control Process in Records Management
                  B.           Guidelines for Evaluating Records Management Programs
                  C.           Methods of Controlling Paperwork
                  D.           Controlling Records in the Small Office

VII.     RECORDS MANAGEMENT PROJECTS SIMULATION

                  A.           Manual Projects
                  B.           Database Projects

 

General Education Competencies

Students should prepare for twenty-first century challenges by gaining: 

1. Knowledge of human cultures and the physical and natural worlds through study in the sciences and mathematics, social sciences, humanities, histories, languages, and the arts.

2. Intellectual and practical skills, including

3. Personal and social responsibility, including

4. Integrative and applied learning, including synthesis and advanced accomplishment across general and specialized skills.

 

GRADING CRITERIA 

This course contain 3 modules. The contents and grading for each module are listed below. The grades for each module will be averaged based on grade received and the credit hour to determine the final score.

First you will complete a course pre-test, based on your score you will either move to the credit for prior learning section (see below), or you will proceed to the first module. Each module contains a module pre-test (where you can also obtain credit for prior learning—see below). Each module has various reading assignments, videos and website, chapter assignment(s), learning activities, and a chapter post-quiz.

Course Components, Assignments, Quizzes

This course will be evaluated on the chapter assignments, chapter quizzes and the final post-assessment exam. You will take a pre-test to evaluate your knowledge of the course materials.  Chapter assignments will make up 30% of the grade, chapter quizzes 10%, and the final post-assessment exam 60%.

Pre-Assessment Exam

The course will have one course pre-assessment to determine any prior learning of content. Each module will also require the completion of a Module Pre-Assessment Exam. This will allow you to see what areas you are strong in and what areas need additional work. If you complete the Course or Module Pre-Assessment Exam with a 90% or higher score, you will have the option of proceeding to the course or module post-test (called the Credit for Prior Learning or CPL Assessment), which if passed successfully will allow you to obtain credit for this module and proceed to the next module to gain credit for prior learning. Read more below about Credit for Prior Learning. In order to achieve credit for prior learning you must score a 90% on both the course or module pre- and course or module CPL post-assessment. If you do not achieve the required score, you will be directed to complete the entire module. All pre-assessments ARE NOT calculated in the overall grade for each module and for the overall grade of the course. There is no penalty to attempt the CPL post-assessment. All pre-assessment and CPL exams are presented one question at a time, are timed, and will auto-submit at the end of the time frame given for the exam.

Credit for Prior Learning

KCTCS Online open-entry course modules are based on the goal that students will demonstrate mastery of content. Through KCTCS Online, students have the opportunity to receive credit for prior learning. To receive this credit, students must demonstrate mastery of the course module competencies through the following steps:

Post-Assessment Exam

Each module will have a Post-Assessment exam. Students are required to complete the module post assessment exam with 70% or higher to proceed to the next module. Students will have two tries to successfully pass the Module Post-Assessment Exam; however, the highest score will be used. After the second failed attempt to score 70% or higher, a meeting may be required with the instructor before you can proceed to make sure you are understanding the concepts presented in the module. Each module Post-Assessment Exam of counts 40% of the grade for each module, then averaged based on the credit hour for each module to calculate a final grade. Practice exams will be available before attempting the Module Post-Assessment Exam. All post-assessment exams are presented one question at a time, are timed, and will auto-submit at the end of the time frame given for the exam.

Summary of Tasks

Task

Percentage

Chapter Assignments

30%

Chapter Quizzes

10%

Module Post-Test Exam

60%

Total

100%

All assignments, projects, and assessments will be graded within 24-48 hours of submission. See Final Grading Calculation for how the score received for this module will calculate into the final grade for the full course.

Final Grading Calculation

This course is presented as a full (or parent) course with chunks of content called modules (since these modules can be taken separately). You will receive a score for each module. The score for each module is averaged together (determine by credit hour of each module) to determine your final grade for the full (or parent) course. The percentage score received for each module will be multiplied by the credit hours of the module to give a total module percentage. Each of the total module percent scores will be added together then divided by the total credit hour of the full (or parent) course to obtain a final percentage score for the course. Based on where the final percentage score falls on the grade scale will determine the final letter grade to be posted for the student.

 

Module

Percentage Score Received for each Module

Credit Hours

Total Percentage

OST1601: Intro to Records Mangement

 X    1.0

 

OST1602: Intro to Database Management

 X    1.0

OST1603: Records and Database Mgmt Tech

 X    1.0

 

 

Total Credit Hours>

3.0

 

 

Final Percentage Score>

 

Grading Scale

The following grading scale will be used to assess your overall average for all course related assignments and exams.

A - 90 – 100%

B - 80 – 89.9%

C - 70 – 79.9%

E - 69.9% or below

Incompletes are not given for this course. You are expected to work at a consistent pace throughout the course and complete all course work by the course end date.

 

POLICIES

Plagiarism Statement

Plagiarism and cheating are serious academic offenses. The KCTCS regulations pertaining to plagiarism and cheating can be found in Section 3.1.1 (page 6) of the KCTCS Code of Student Conduct at:

https://kctcs.edu/Current_Students/Code_of_Student_Conduct.aspx

Penalties for violation of these policies can be found in Section 4.B.ii (page 11).

Disability Statement

The Kentucky Community and Technical College System would like to help students with disabilities achieve their highest potential in academic studies. In order to receive accommodations on assignments or examinations, proper documentation must first be provided to the Office of Disability Services at your home campus. You must then self-identify and conference with the Director of Disability Support Services or Manager of Disability Services to begin receiving accommodations in the course/module. For more information, contact the KCTCS Online Help Desk:

https://kctcs.edu/Current_Students/Disability_Services.aspx

Financial Aid

Financial aid for the KCTCS Online program functions differently than financial aid for courses on campus or online through Distance Learning. Please contact the KCTCS Online Student Services Help Desk  for more information.

Dropping a Course

The student can receive an A, B, C, E, or W in this module. For information about how dropping this course will affect your grade and future financial aid, please view your academic calendar in Student Self-Service or contact the KCTCS Online Student Services Help Desk  for more information.

HELP AND SUPPORT

The Blackboard Support Center

The Blackboard Support Center can help provide support via Frequently Asked Questions, email, chat, and phone regarding Blackboard 24 hours a day, 7 days a week

Student Services

The KCTCS Online Student Services Help Desk provides Frequently Asked Questions, email, chat, and phone service 24 hours a day, 7 days a week. Student Services staff can help you with any question you have about the application process, financial aid, registering for classes, tuition payments, and other student services.

Course-Specific Questions

If you have a specific question about the course or the content, please contact your instructor as soon as possible. Your instructor's contact information is under the "Meet Your Instructor" link or :"Email Your Instructor" on the course menu. Please allow 24-48 hours for your instructor to respond to your questions

Starfish

Starfish is a student support tool that can help you succeed in your course. Your instructor can raise flags if there's a concern about your progress, give you kudos for good performance, or make to-do items for you that will help you succeed. You can also use Starfish to schedule appointments with your instructor or your Virtual Student Success Coach. Be sure to click on "Starfish" from the menu list in your Blackboard course to learn more and to create your student profile!

 

INSTRUCTIONAL MATERIALS 

Required eResources

Records Mangement 10th Edition-Judy Read Mary Lea Ginn

All resources are available in your Blackboard course and were paid with the eResource fees charged along with your tution. You do not need to go to the bookstore.

Minimum technical requirements:

Software Requirements

This course requires Microsoft Access 2013 software.

Did you know image

All currently enrolled KCTCS students are eligible to install the full version of Office 365 Pro on up to 5 devices for free?

This includes PC, Mac, Apple tablets and phones, and Android tablets and phones. The software will continue to work as long as you are enrolled in at least one class at a KCTCS college. This gives you access to Outlook (for email), Word, Excel, and PowerPoint.
Read more at: https://kctcs.edu/Current_Students/Software_Discounts.aspx

Office 365 Logo

Learners will need to make sure appropriate software and plug-ins are installed on your computer. Be sure to review, and if necessary, install appropriate software and plug-ins listed in the software section of the Start Here >>>>> area in the Blackboard module shell.

  * Disable any pop-up blockers on your system while using Blackboard. 

Browsers

It is recommended learners have more than one browser installed.   At times it may be necessary to access certain web applications using various browsers.   These browsers are free to download and install.     

Be sure you understand how to disable any pop-up blockers on your system. This may be necessary while using Blackboard. 

Other Resources

To assist with communication it is recommended that you purchase a microphone/headset/webcam.

Additionally, if you have a smart phone or tablet, you can download and use the Bb Mobile Learn App.

 

Disclaimer

This product was funded in part by a grant awarded by the U.S. Department of Labor's Employment and Training Administration. The product was created by the grantee and does not necessarily reflect the official position of the U.S. Department of Labor. The Department of Labor makes no guarantees, warranties, or assurances of any kind, express or implied, with respect to such information, including any information on linked sites and including, but not limited to, accuracy of the information or its completeness, timeliness, usefulness, adequacy, continued availability, or ownership.