Faculty Reminders Table of Contents

Semester Reminders and Other
Helpful Information from the Undergraduate Office

For Faculty and Those Who Assist the Faculty

Undergraduate Resources for Faculty

Spring 2007 Semester Reminders

To Do List for Exams and Quizzes

Copies to give to Undergraduate Office

Associate Instructors

Evaluations

Reserving Rooms

Textbook Procedures

Access to your Course Pages

Class Rosters and Email Lists

CALM

University Policies and Procedures

College Policies, Academic Misconduct, and Grading

Code of Student Rights, Responsibilities, and Conduct (updated Aug 15, 2005)

Release of Information Form for Instructors - If a student's parents or any other third party requests information about the academic performance of the student in your class, you cannot release the information until the student submits to you a "Release of Information Form". The form must be signed by the student and given to you directly or mailed or faxed to you (NOT emailed).

Other Resources

2005 Special Credit Information

Chemistry Undergraduate Newsletter

Other Helpful Links

College Policies, Academic Misconduct, and Grading

Academic Misconduct: If you suspect that a student has committed academic misconduct, as defined by the Code of Student Rights, Responsibilities, and Conduct, Part IV, B (on file in the Undergraduate Office), you should take the following steps:

Gather information to support your allegation
Meet with the student, providing him or her with the opportunity to respond to the allegation.
If you find the student responsible for academic misconduct, the incident must be reported to the Office of Student Ethics within seven calendar days of your imposed sanction.
Appropriate sanctions are listed in the attached excerpt from the Cod of Student Rights, Responsibilities, and Conduct.

The student then has the right to appeal the sanction you have imposed. To do so, the student may notify the Office of Student Ethics within seven calendar days. Thus, both faculty and students must deal with the matter expeditiously. The Dean of Students then meets with the student and explains the rationale of the appeal to the instructor. If all parties wish to continue, a hearing of the Academic Fairness Committee is convened. Three outcomes are possible:

The initial charges are overturned and all materials are destroyed.
The charges are upheld, but the sanction is reduced.
The changes and sanction are upheld.

Grade Changes: All grade changes must be initiated by the instructor (or by the chair in the absence of the instructor). The chair must approve requests for grade changes. The College can then approve or deny the request.

Grade changes are readily granted in case of instructor error. However, the College will not allow a grade change for submission of extra work after the course has ended (removal of an incomplete does not count as a grade change). This is a useful policy to pass along when students ask if they can complete additional work to get their grade changed! In addition, no grade (F or otherwise) may be changed to a W if the student has completed the work in the course (taken the final exam, handed in the final project, etc.). Granting a grade of a W is appropriate only if documented circumstances beyond the student's control make it impossible for the student to finish the course. Similarly, a grade of Incomplete (I) should only be given in extraordinary, documented circumstances, and only if the student has completed, with a passing grade, the work in the course prior to the unusual circumstances.

Record Keeping: The department must keep record of its courses each semester. If you have not posted your syllabus and your exams on your course website, please send a copy of these to the Undergraduate Office by the end of the semester. In addition, the College has recommended that the department keep a copy of the grading records in each course. Please send a complete grade spreadsheet to the Undergraduate Office at the end of the semester. Spreadsheets should be emailed to the undergraduate main email address chemound@indiana.edu.

Code of Student Rights, Responsibilities, and Conduct

SUMMARY OF PART IV, SECTION B, (b)

If the faculty member concludes that the student did commit the act of misconduct as alleged, the faculty member is authorized to impose an appropriate academic sanction related to the particular course involved.

1. An appropriate academic sanction for each misconduct may include, but is not limited to, any one or a combination of the following:

The student may be given a lower grade than the student would otherwise have received for any assignment, course work, examination, or paper involved in the act of misconduct.
The student may be given a failing grade for any assignment, course work, examination, or paper involved in the act of the misconduct.
The student may be required to repeat or resubmit any assignment, course work, examination, or paper involved in the act of misconduct.
The student may be required to complete some additional assignment, course work, examination, or paper involved in the act of misconduct.
The student may be required to withdraw from the course with an appropriate grade of W or F, at the faculty member's discretion.
The student may be given a lower grade than the student would otherwise received in the course.
The student may be given a failing grade for the course.

2. The penalty for a serious act of misconduct should ordinarily involve the recording of a failing grade for the course.

3. An incomplete may be given in the course in the event that the matter cannot be resolved before final grades are due in the Office of the Registrar.

4. If the penalty includes a failing grade for the course, the Registrar will be notified that the grade was given because of academic misconduct. The Registrar will record the grade "F" on the student's permanent academic transcript without any notation concerning the reason of the grade. The Registrar must, however, follow procedures to ensure that the grade of the "F" will not thereafter be removed from the transcript in accordance with other academic policies or procedures such as "F/X" policy. A grade of "F" given because of academic misconduct must be calculated in a determination of the student's grade point average, but the grade will not prevent the student from repeating the same course for credit.

Office of Student Ethics and Anti-Harassment Programs August, 1997

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Incomplete Process

If a student should ask to receive an Incomplete for your course, please follow the steps below;

Please evaluate the student's work to determine if the following criteria set by the University are met. University policy as described in the COAS Bulletin dictates that a student may only be given the grade of I (incomplete) only when "the work of the course is substantially completed and when the student's work is of passing quality."
Carefully consider the student's reason for the request for the Incomplete. In the most current Academic Handbook, the following guideline is given; "Instructors may award the grade of incomplete upon a showing of such hardship to a student as would render it unjust to hold the student to the time limits previously fixed for the completion of his/her work."
If the student only missed the final exam, a grade of "I" may be given and it is possible to allow the student to remove the "I" by taking the final exam. If you are willing to let the student make up the exam, please attempt to work out something with the student to allow them to take the exam. However, if you and the student are not in agreement, please have the student contact the Committee on Absence of the Division of Student Affairs, which reviews excuses concerning absences from final exams. This committee should inform the instructor of its decision.
If you decide to award the grade of incomplete, please fill out a request for an incomplete form with the student. You and the student should both sign the form. The completed form must be submitted to the Undergraduate Office by the professor; we cannot accept the form from the student.. Copies of the submitted form can be made for personal records if requested. Please note that the University policy requires each department to maintain a record of the request, which must include "a statement of reason for recording the "I", an adequate guide for its removal, and suggested final grade in case the instructor should leave campus for extended time."
Enter an "I" for that student at the end of the semester when you are entering in your grades. Please make a note somewhere to remind yourself at the end of the term to give the student the "I" as this is often forgotten, especially with large clases taught by multiple professors.
Explain to the student the steps he/she must take to complete the course. In step "4" you will have explained to the student what work you will require of them to remove the "I".
At the beginning of the term during which the student plans to complete this work, the student must notify the professor of the class in which s/he will be making up the incomplete as well as the Undergraduate Office to make sure a spot is held for the student since they will not enroll in the course to make up the "I"

If you have a student making up an Incomplete in your course, please follow the steps below.

Ask the student to meet with you. During this meeting, please fill out the "Intention to remove incomplete form", available in the Undergraduate Office, with the student. Please emphasize to the student to make sure he/she does not register for your class. Also, inform them that if circumstances arise during the term that would make it difficult for them to complete the work. and they decide to re-take the course at a later time, have them contact the Undergraduate Office. Lastly, be sure to let them know that they only have 1 year to complete the work or the "I" will automatically turn to an "F".
At the end of the term, go to the Undergraduate Office and fill out the student's grade on the removal of "I" form since the student's name will not appear on your roster. Once this has been completed, the Undergraduate Office will fill out the proper paper work and have the student's new grade sent to the registrar.

If a student needs more than one year to make up an incomplete.

A student who has been given an incomplete will have one year to make up the incomplete. After one year, an incomplete will turn to a grade of F. For example, a student who has an incomplete for a course they took in Spring 2005 would need to make up the incomplete in time for a grade to be submitted at the end of Spring 2006. It is possible for a student to request of the professor who gave the student the incomplete, an extension of the one year time limit. This request must be submitted by you to the College of Arts and Science via the "Request for Extension of TIme For Removal of an Incomplete" form, which is available in the Undergraduate Office and is subject to approval by the Student's dean.

Total Withdrawal

If you have a student that is thinking about doing a total withdrawal from all subjects, you should send them to the Student Advocates Office, http://www.dsa.indiana.edu/adv.html.

Students who are doing a total withdrawal should let their professors know if they are doing a total withdrawal. The final roster will show a "W" for the student. The Professor should leave the grade as a "W". However, it is the student's responsibility to notify the professor of what is going on and to request that the professor not change the "W" to an "F".

Retroactive Add

A retroactive add is something that is done for students who take a course without actually registering for the course. In this case, the student must write a letter to Dean Halloran or Dean Lindemann letting them know what course they took, the section number, the semester it was taken, their ID number, and a detailed reason why they did not register for the class (example: Student was unable to pay the tuition for the course at that time). The professor of this class must also write a letter to either Dean Halloran or Dean Lindemann confirming the student did in fact complete the course, let them know what the final grade was, as well as for what course, the section number, and semester the course was taken.

Entering Grades (When to use Onestart and when to use Oncourse)

Onestart: When you plan on manually entering each grade one at a time
Oncourse: When you will be dumping all of the grades in from a spreadsheet

If you have any problems entering your grades, please contact the registrar at 855-0121.

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To Do List for Exams and Quizzes:

Click here to access the Chemsitry Undergraduate Office Exam Processing Form and Procedures

The New Chemsitry UGO Exam Processing Form must be submitted to the Undergraduate Office with every exam scanning job, so that we can process your exam quickly and correctly.

General UGO Instructions

Faculty/AI are responsible for ALL grading issues, do not refer students to the UGO for issues on their grades.
Faculty/AI must provide notification in writing, such as an email, identifying the student, course, exam/quiz#, issue and a detailed description of what information is to be released to the student.
Faculty/AI/Student have one (1) week after an exam/quiz to contact the UGO regarding scantron issues such as wrong version number.
The UGO will provide a class roster in each exam/quiz box; exam/quiz proctors are responsible for looking up student IUID# s during the exam/quiz. Each exam/quiz box will also include calculators, pencils, exam/quiz and scantrons.
The Faculty/AI must notify duplicating AT LEAST 48 hours in advance of exam/quiz.
The UGO must have the exam/quiz processing form completed by faculty before we process the exam/quiz.
The UGO must have the exam/quiz keys completed by faculty before we process the exams. Each version of the exam/quiz must have a separate key.
“Hand Graded” exam/quiz sections must be graded by faculty/AI and faculty/AI will be responsible for entering into CALM.
Faculty/AI must separate/organize scantrons from exam/quiz prior to returning them to the UGO for processing.

Check your exam dates and rooms

You can do so by contacting Becky Wilson, or looking on your website under the "Exams" link and the rooms and times will be posted there as well.

Inform the Undergraduate Office if your exams/quizzes will be using scantrons.

This will allow us to plan to prepare your exams and quiz papers, providing you with the necessary scantron sheets. Also please let us know how often you plan to use scantron graded exams and quizzes.

Inform the Undergraduate Office if you have any students with disabilities who will require special arrangements for exams and quizzes.

Please inform any students who will need a quiet room or extra time to contact our office a week in advance so we are sure to have a room available for them and proctors if necessary. In most cases, we contact Disabled Studnet Services to use their facilities for this purpose. However, we cannot use their services unless the student has a disability documented at their office and therefore it is possible that these accomodations may take some time to arrange.

Have your exams duplicated

Please have your exams and quizzes duplicated AT LEAST 48 hours in advance! This time will allow for mechanical issues that could possibly happen and ensures that the Undergraduate Office will be able to collate, etc. the exams/quizzes for your classes.

Prepare your answer key

Please prepare a key for each version you have for your exam/quiz. Be sure to enter in a version number for each key in the education section, also circle in 999 in the special code area of the scantron.

Exam/Quiz processing sheet

When you drop off your key to Robin in the Undergraduate Office, please fill out a processing sheet so she will know how many points your exam is worth so she can process it in a timely fashion.

Finding out who your proctors are for your exams

Robin will send out emails to the AI's with the dates that each of them will be proctoring. You get this email as well. You can always ask Robin who are your proctors if need be.

How should students fill in their scantron

Here is a copy of how a scantron should be filled out by a student
Please be sure that each student puts down a version number. If there is only one version, a version number still needs to be filled in, or the machine cannot read the scantrons.
Please check to make sure the students put in their 10 digit ID number rather than their social security number or leaving the ID blank. The UGO will provide a class roster in each exam/quiz box so proctors can look ID numbers up for students who do not remember their number.

Hand graded sections of exams

If you will have a multiple choice section that will be graded via scantron and a short-answer section that will be "hand-graded", please keep the sections separate in the exam. That is, on a 50 question exam with half multiple choice and half short-answer questions, it is essential that questions 1 - 25 be one type of question and 26-50 the other type. Do not mix the two types within the exam. This mixing makes it extremely difficult to scan grade the exam. While grades for scan-graded questions can be entered into CALM by Robin, the AI's of the course will need to log into CALM and enter in any hand graded scores from exams.

Where can students find their exam scores

Students can log into CALM to find their scores for exams and all other class grade information. Please note: The confidentiality law regarding posting students grades, for example: it is not ok to post grades in a hallway or to leave graded papers in a box for the whole class to look through. For more information, visit the FERPA webpage. Please do not refer students to the Undergraduate Office for their grades. If the student thinks there is a problem with a score, they should first see the professor who will judge if the problem is due to an exam scoring issue (such as an incorrect version) or the student's misunderstanding of the exam question(s). In the case of scoring issues such as incorrect version, Professors should send the student to us so we can investigate and hopefully correct the problem. Please stress to the students that they have one week from the time their scores have been posted to contact the office to have such problems fixed.

Copies to be Given to the Undergraduate Office

At the beginning of each semester the Undergraduate Office likes to get a copy of each course syllabus to keep on file. Please submit your syllabus to the UGO via email or you can give them a hard copy if you like.

The Undergraduate Office also needs to have three copies of each of your exams and quizzes to keep on file in the office.

Associate Instructors

AI Assignments

Evaluations

Once all of the AI assignments have been completed, the Undergraduate Office prepares evaluations for all Faculty members who are teaching and all AI's. They are placed in the professor's mailbox usually in the beginning to mid semester. You decide when you want your class to fill them out, but no later than the last week of classes. Have a student or an AI bring the completed forms back to the Undergraduate Office. Instructors are not allowed to be in the room with the students while they are filling the evaluations out.

When the Undergraduate Office recieves the completed evaluations, the evaluations are processed and sent to BEST to be scanned. They are then sent to the Chair's Office for Professors or the Graduate Office for AI's where the evaluation data is complied. These office will give the results to Professors and AIs after classes are over.

Reserving Rooms

If you need to have a room for review sessions or for any other reason, please contact Robin or Rebecca in the Undergraduate Office. If you could give a little advance notice that would be great, but we understand sometimes things come up at the last minute .There will be some information that will be needed from you:

Do you have a certain room you would like
What day and time do you need the room
What is the purpose
If the room you would like is not open, how many people do you plan on attending
Do you need a technical room

Once we have reserved the room we will let you know what room you have.

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Textbook Procedures

Robin will need the following information to place textbook/desk copy orders

Title of the Book
Author
Edition
Year
Volume
ISBN
Publisher
Approximate number of books needed

Once AI's know what courses they will be teaching, they need to see Robin to check out books for the semester. At the end of the semester AI's will need to return all of their books back to Robin.

The bookstore has specific deadlines each semester that we need to meet. Becky Wilson will be notifying everyone when we receive deadlines. It is very important that we meet these deadlines in order to get the textbooks in time. Please see Robin if you have textbook/desk copy concerns.

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Access to your Course Pages

The Undergraduate Office offers the service of posting any class notes to your course pages, all you need to do is send the material via email to chemound@indiana.edu (or bring the document down if you only have the written document)and let us know what you would like the document to be called and we will have it posted for you. If at anytime in the semester you would like to have access to your page to post course materials on your own or by your secretary, you will first need to see if you have access to do this. If you do not have access, you will need to contact either Becky Hanson or Dave Felker (the best way to contact either of them is to go to the ITG website and page them) to have permission set up and they can even show you how to post things if you like.

Class Rosters and Email Lists

The Undergraduate Office is happy to pull class rosters and email lists for the professors. During the first week of classes, professors can also access this information in OnCourse or Onestart. After the first week of classes, however, professors should ask the UGO to provide this type of information for them because the on-line rosters will not be completely up to date and the UGO keeps track of all drops and adds after the first week of classes.

CALM

If you plan on using CALM for course assignments and need assistance in doing so, please ask the Undergraduate Office for assistance with CALM at least 2 weeks before the term starts. This is not a one person task, and therefore time is needed to be sure that each person involved has plenty of time to get your course set up in CALM.

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Chemistry Undergraduate Newsletter

The Undergraduate Office sends newsletters out to all chemistry students biweekly. There are a lot of helpful information on them for students. If you have anything you would like to be shown in the newsletter, please send us an email! Newsletter