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Cabrillo Extension Instructor Handbook

This handbook is for instructors teaching Extension classes and workshops.
Click one of the categories below to see detailed information on that subject.

We are here to support instructors so they may offer excellent instruction and class experiences for our students. If you do not find the answers you are looking for here, please call Extension!



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 campus supporting classes. If you have an urgent issue on a Saturday, please call the office and leave a voice-mail, since we check those regularly on Saturdays. For emergencies please contact the sheriff on campus M-F 7am to midnight and Saturdays 9am to 5pm at 831-471-1171.


Extension produces several print catalogs each year. These catalogs are mailed to over 80 thousand county residents and distributed throughout the county at public and private businesses. We also regularly update our website with your class listing, photographs, and bios of our instructors. Click HERE to view the web site.
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, not to sell or market. Our relationship with the students is one we treat with care and respect at all times.


You can increase your student base by helping to promote your class! 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.

  • 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 that detailed information about things like the best places to purchase materials, get good deals, what to bring or wear, or what to expect from their class experience. Click HERE to take a look at currently posted Class Letters. 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.  


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 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 share vital information.

Extension can use our registration system to send any message you need to your 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 all 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 overall 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.


We always love to see photos of you and your students that we may use in the catalog or on the web site! All students sign a photo release as part of their on-line registration, and agree to photos as part of the phone registration. Please share any photos you have taken with Extension and do not use any of those images without permission from Extension.


We want to be sure all of our instructors 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 get you paid.

Please note that we cannot accept electronic signatures for contracts. You may send an electronic version that has been signed and scanned, you may mail it to our office, or feel free to come and drop if off in person!


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, log-ins, etc. No fewer than four weeks prior to your class, please provide us with the answers to the following questions – either via email or give us a call. If you answer yes, we’ll need to assign you log-ins and passwords and be certain you have the equipment or software necessary:

  • Will you be projecting any kind of a presentation onto a screen like a Power-point, video, or any documents?

  • Will you need sound for any reason?

  • Will you require wireless access to our network from your laptop or tablet device? You will not need a wireless account in order to use the projector.

  • Will your students require any computers? If so, what software or applications will they need?

  • 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 easily create an account to use for your class, and will need you to make that request no less than 48 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 run through that with you at least 48 hours before your class. Connections vary based on the type of computer you are using.

HANDOUTS AND OTHER IN-CLASS MATERIALS                                                          

Many of you provide handouts or other print material to your 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 with Extension. We can discuss options for sharing information with students, such as posting resources to our web page, or making hand outs 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 two weeks prior to the class start date. If they are submitted to us fewer than 2 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 purchase/bring: Many of you create materials or supply lists that detail what students should bring to their class. The earlier you get these to us, the earlier we can post them to the web site. 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:

  1. 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, but can be much simpler for everyone.

  2. 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:
    1. Submit all original receipts.
    2. Receipts may only include purchases for which you are requesting reimbursement.
    3. A signed completed Employee Reimbursement Form. Click HERE for access to the on-line 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 or details in this case, and you will be compensated as 1099 taxable income. 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 be sure to submit all documentation for supply purchases as soon as your class concludes.


The Extension office provides a CLASS PACKET for each class we offer. You may pick up the packet 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 may not appear on the class sign-in sheet as they may have registered after the class roster was printed. To confirm this, you may ask these students to show you their email confirmation if they have a smart-phone with email access. If they do not have the email 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.
  • 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 any time! Please use only the Extension evaluation form. All of the feedback from students is evaluated by the Director or Coordinator. Feedback relating to class content will be passed onto instructors.

CLASSROOM ACCESS                                                                                            

In order for you to get into your classroom, we will need to sign a key out to you. Depending on which rooms you teach in, you may also need an alarm code. Not all rooms have alarms, but they all have keys. If you do need an alarm code, we’ll assign you a temporary code that allows you to gain access to your classrooms, and will schedule a time to review the alarm panel and how to use your code.


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.

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. Remember.....


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