Policies & Procedures

Class-related Policies and Procedures:
Beginning of Semester Memorandum

Download Semester Memo in PDF format

August 24, 2009

MEMORANDUM

Welcome to the Fall, 2009 semester! As we continue in our fifth year of Access to Success, let me thank each of you for your efforts to help all of our students be as successful as they can be. Our assessment over the past four years has confirmed that students who engage in learning and in campus activities achieve success. To help ease the transition to UWM, our First Year Center is relocating, as is Panther Academic Support Services - previously known as TARC - to the new Student Success Center in Bolton 120. We look forward to students using this center and our new Learning Commons in the Library to enhance their classroom learning experiences. And, this is a good time for some reminders about the policies and procedures in place to enhance the academic environment.

1. Course Syllabus Policy
   
   Faculty Document No. 1895 states that "At the first class session, each student in each course will be supplied a syllabus that contains essential information about the course and department policies that affect the conduct of the course." At the request of the Faculty Senate, the Academic Policy Committee prepared a summary of recommended items for each course syllabus. This summary is available in printed form from your department chair and at: http://www4.uwm.edu/secu/facdocs/1895B.pdf
   
   I wish to draw particular attention to the issue of academic conduct and ask that you include a statement in your syllabus clarifying both UWM’s and your expectations of appropriate student academic conduct. Student academic misconduct procedures are specified in Chapter UWS 14 and Faculty Document No. 1686 and can be found at http://www4.uwm.edu/acad_aff/policy/academicmisconduct.cfm
   



2. Religious Observances
   
   From time to time, students who are observing religious holidays or other days of special religious significance will find it necessary to be absent on a class day. While it is undoubtedly impossible to avoid the scheduling of tests and other major activities without conflicting with some religious observance, Wisconsin law (Chapter 36.43) and UWM Faculty Policy (Document 1918) require that we provide a reasonable accommodation of a student's sincerely held religious beliefs with regard to all examinations and other academic requirements. Please make every effort to accommodate students who face conflicts between their academic responsibilities and religious commitments. A copy of the policy is located on the web at: http://www4.uwm.edu/secu/acad+admin_policies/S1.5.htm. In addition, links to the current religious calendar can be found at http://www4.uwm.edu/acad_aff/policy/.
   
   


3. Policy on Teaching Evaluation Procedures
   
   Faculty Document No. 2019 outlines the policies regarding teaching evaluations. The policy states that all departments/instructional units will conduct end-of-the-semester student evaluations in every section of every course. This should include UWinteriM and summer session courses. Since the department/instructional unit determines the format of its course evaluations you should consult your department chairperson if you have any questions. The policy can be found at: http://www4.uwm.edu/secu/acad+admin_policies/S52.5.htm.
   



4. FERPA Reminder
   
   The Family Educational Rights and Privacy Act (FERPA) of 1974 requires that you be knowledgeable of students' rights concerning their educational records, and of certain categories of public information which the University has designated "directory information." For more information in understanding what UWM faculty and staff are required to do to protect the privacy of students, go to http://www4.uwm.edu/current_students/records_grades/ferpa.cfm.
   If you have not already done so, you are also strongly encouraged to complete the on-line FERPA training and quiz found at https://www4.uwm.edu/DES/apps/ferpaquiz/. See also sections 5 and 6 below for additional information about the confidentiality of student grade information.
   



5. Posting of Student Grades
   
   Posting a list of students’ names and grades represents a violation of the provision regarding release of a student’s education record without written authorization, and is not allowed. Be aware that Social Security numbers, UWM student ID numbers, or any parts of them, may not be used to identify grades whether they be final course grades or exam or assignment grades. This does not preclude you from posting grades as long as the procedure used ensures student anonymity. Posting grades with a unique identifier known only to the student and instructor is acceptable. In such cases, you should not order the list alphabetically.
   
   


6. Grading and Grade Records
   
   Faculty Document No. 1927 outlines the policies on grading and grade records. This document is available from your department chair and at: http://www4.uwm.edu/secu/acad+admin_policies/S29.htm The campus policy on assigning F-Grades to students is available at http://www4.uwm.edu/acad_aff/policy/new_gradepolicy.cfm. You should consult both documents for information on responsibilities for evaluation, grade and record changes, record keeping and special consideration. Information on grading functionality within PAWS can be found at: http://www4.uwm.edu/faculty_staff/instructional_support/upload/Instructions_for_entering_grades_on_paws_9-0.pdf
   Please note that under no circumstances should individual student grades be shared with other students, nor should grades be emailed to students.
   



7. Drop /Withdrawal/Repeat Policies
   
   UWM Academic and Administrative Policy S-19 details the Drop/Withdrawal/Repeat policies. A student may drop a full-term course(s) through the end of the eighth week of classes. One factor in students’ decisions to drop courses might be their perception of course performance. I encourage you to provide some form of feedback to each of your students as soon as possible, but certainly within the first eight weeks of classes, so as to help them realistically assess their progress.
   



8. Early Warning System for Selected Students
   
   While feedback by the eighth week helps students assess whether they should remain in or drop a class, it may be too late by then for students to turn around unsatisfactory performance. Understanding the course expectations and knowing their progress is especially important for new freshmen. Faculty and instructional staff with freshmen, AOC and Life Impact program students enrolled in their classes will be asked to use the “Early Warning System” to inform students (and their advisors) by the end of the fourth week about classroom performance to date. More specific information on this will be provided to appropriate faculty/staff early in the semester.
   



9. Students Called to Military Service
   
   I would also remind you that UWM and the UW System have in recent years put in place a number of policies and procedures designed to accommodate students who must temporarily interrupt their studies when called to active duty military service. Go to http://www4.uwm.edu/current_students/military_call_up.cfm for more detailed information. Students in this situation do have some options not generally available under our usual academic and administrative policies, so if you have not done so recently I would encourage you to review this document.
   



10. Schedule of Final Exams
    
    UWM Academic and Administrative Policy S-22 outlines the scheduling, change in scheduling, and exemption for final examinations. With rare exceptions, the final examination shall be given during the regular examination period. The time of a final examination for an individual or a class may be changed only with the prior approval of the dean. An approved change can only be a postponement to a later date and must be clearly communicated to students early in the term. Final exams may not exceed two hours in length, even for courses which have met only once per week during the semester for longer than two hours. The academic department, in consultation with the appropriate dean or director, is authorized to exempt particular courses from the final examination, when it is determined that no essential education purpose is served by conducting a final examination.. A summary of the policy is at: http://www4.uwm.edu/secu/acad+admin_policies/S22.htm. Questions regarding the policy should be directed to the Secretary of the University.
    



11. Helping Students Cope with Stress
    
    Given the many demands college students face today, stress is unavoidable. The simplest words or actions from an influential adult can have a significant impact on how students succeed. For students struggling to balance the stressors in their lives, resources are available. Close friends, relatives, clergy, coaches — anyone who is seen as caring and trustworthy may be a potential resource in times of trouble. In your position as faculty or staff member, students may also view you as someone who listens and offers guidance. By expressing interest and concern you have an opportunity to help a student in need find appropriate assistance.

    For more information about how you can help UWM students manage stress, please contact Norris Health Center’s Counseling and Consultation Services or the Office of Health Promotion and Wellness (414) 229-4716.
    



12. The S.A.F.E. Campaign
    
    The Safety Awareness for Everyone campaign is a yearlong, focused effort to increase campuswide awareness of how to stay safe. One of UWM’s safe campus goals is to create a culture of awareness among students, faculty, staff, even parents. The S.A.F.E. Web site at www.campussafety.uwm.edu (red link at the bottom of the UWM home page) centralizes emergency and routine safety information and communications. All faculty, students, and staff are encouraged to enroll in the S.A.F.E. Alert system to receive emergency-information text message alerts. Sign up at the above site.
    



13. H1N1 Influenza Guidance
    
    With Novel Influenza A (H1N1) cases continuing to occur in communities throughout Wisconsin, it is anticipated that UWM will continue to be affected by the outbreak this fall and winter. We are continuing to monitor the situation and plan for various contingencies, including the possibility of significant student, faculty and staff absenteeism during the fall term and appropriate campus responses should that occur. Keep in mind that, per guidance from the Centers for Disease Control, if a student is ill with flu-like symptoms, s/he should not come to the university. Depending on levels of H1N1-related absenteeism, there may be a need during the course of the semester to modify course assessment strategies (e.g., quizzes, paper due dates, examinations) and class attendance policies. Faculty are encouraged to discuss flexible response strategies to student absences with their department chairs, and to develop backup plans if they themselves should become ill. For more information including the latest updates and guidance on H1N1, go to flu.uwm.edu. For guidance to instructors and department chairs on ensuring academic continuity, go to: http://www4.uwm.edu/acad_aff/continuity/index.cfm
    
    The following statement is recommended for course syllabi:

    In the event of disruption of normal classroom activities due to an H1N1 swine flu outbreak, the format for this course may be modified to enable completion of the course. In that event, you will be provided an addendum to this syllabus that will supersede this version.
    

I also want to remind you that we are required to provide accommodations for students with disabilities. It is expected that you will provide early information on text titles and syllabus information with a schedule of readings for these students so that materials can be converted to other forms in a timely manner. Please contact the Student Accessibility Center at x5822 if you need assistance or have questions on this matter.

Your cooperation in all these matters is greatly appreciated. Have a wonderful semester!