Policies & Procedures

Class-related Policies and Procedures:
End of Semester Memorandum

As we end the Spring semester I would like to remind you of a few important items and ask that you share this information with faculty and instructional staff.

1. 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 the two-hour final examinations. 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.
   
   
2. 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
   
   
3. 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 should not be 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.
   
   
4. 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 and outlines the policy on assigning F-Grades to students. This document 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/entering_grades.pdf. Please note that under no circumstances should individual student grades be shared with other students, nor should grades be emailed to students.
   
   
5. 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.
   
   
6. Course Syllabus Policy
   
   I wish to remind those preparing course materials for the upcoming semester that 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

   I also want to remind you that we are required to make provisions of accommodation 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.

7. Reserve Services

   Please be advised that the deadline for turning in Summer 2009 E-Reserve requests to the UWM Libraries’ Reserve Services Department is 2-3 weeks prior to your course start date. The Summer 2009 Traditional Reserve materials deadline is 5-7 working days prior to your course start date. The deadline for turning in Fall 2009 E-Reserve requests is Monday, August 10, 2009. Requests for materials to be placed on E-Reserve which are received after that timeframe will be put in a queue and addressed on a “first come, first served” basis and therefore may not be processed in time for your class. Remember that the UWM Bookstore is no longer making course packs and that course packs from IKON require an eight week lead time. The Fall 2009 Traditional Reserve materials deadline is Friday, August 21, 2009. Please place any special book orders well before this deadline. The Reserve Services staff will be glad to meet with you in person to help you with your requests and is also more than willing to place any personal copies of your textbooks on Traditional Reserve. You may also submit your requests online at http://www.uwm.edu/Library/Forms/res-1.html or contact the E-Reserve Department at 229-3698 or the Reserve Desk at 229-4954.

8. 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.
   

Your cooperation in all these matters is greatly appreciated.