Faculty Handbook

Section 6: Classroom Procedures and General Faculty Responsibilities

I. Student Records
II. Class Rosters
III. Grading Procedures
III.A. Grade Reports
III.B. Grades and Grade Points
III.C. Change of Grade
III.D. A/Pass/Fail Options
III.E. Examinations
III.F. Procedure for Contesting Grades
III.F.1. The College and Schools, Except the School of Law
III.F.2. The School of Law
III.G. Credit by Examination
IV. Class Attendance
V. Change of Schedules
VI. Honors
VII. Academic Fresh Start
VIII. Academic Misconduct
IX. Auditors
X. Repetition of Courses
XI. Student Evaluation of Faculty
XII. Absence of the Instructor from Class
XIII. Copyrighted Materials for Classroom Use
XIV. Claims for Damages on University Property
XV. Participation in Activities
XVI. Office or Conference Hours
XVII. Committee Responsibilities
XVIII. Tutoring
XIX. Professional Meetings
XX. Emergencies
XXI. University Smoking Policy
XXII. Faculty Members as Advisors
History of Changes to Section Six

 I. Student Records

The University Registrar's Office is charged with the responsibility of maintaining permanent academic records of each student who enrolls at Washburn University. This is an impossible task without the complete and prompt assistance of the faculty member. Furthermore, all persons concerned with the records of the student, including faculty, shall recognize the confidentiality of them. The Family Rights and Privacy Act of 1974 prohibits the disclosure of information (other than"Directory Information") from academic records without consent of the student.

 II. Class Rosters

Class rosters authorizing class attendance for all students who have completed the total registration procedure are available to the faculty on MyWashburn whenever they choose to review the roster. Students are not eligible to attend class unless they are duly registered. Any student whose name is not on the class roster should be directed by the instructor to to properly register on MyWashburn. Students who do not appear on the class roster by the end of the late enrollment period should not be allowed to continue attending classes.

 III. Grading Procedures

The essential purpose of grades is to differentiate accurately and appropriately between the students as to achievement in a particular course. An instructor must exercise great care in determining final grades of the student.

 A. Grades

Term grades are submitted on-line and are due after the final examination period as specified in the appropriate class schedule so the necessary processing can be completed before the next semester/term. A targeted announcement will be sent to the faculty indicating the deadline for submission of grades. Grades not submitted by the deadline will be recorded as "NR" (not recorded). After the deadline, grades or grade changes must be submitted using the formal paper process on a "Change of Recorded Grade" form.

 B. Grades and Grade Points

1. The following symbols and their values are used in grading except for the School of Law.

Symbols Meaning Grade Points Per Hour of Credit
A Excellent 4
B Well above average 3
C Average 2
D Below average but passing 1
F* Failure 0
I** Incomplete 0***
IP In Progress 0***
W Withdrawn 0***
CR Credit - Letter grade C or better 0***
P Credit - Letter Grade D 0***
AU Audit 0***
NC No college credit 0***
NR Not recorded 0***

*Students who unofficially drop by not attending class will receive a grade from the course instructor based on the grade earned. Students who officially withdraw during a semester prior to the twelfth week deadline receive a W.

**The letter "I" indicates "incomplete work". The report "I" will not be used when a definite grade can be assigned for the course. It will not be given for the work of a student in any course except to indicate that some part of the work, for good reason, has not been completed, while the rest of the work has been satisfactorily completed. The student must have completed three-fourths of the course requirements. The "I" grade should be used only when, in the opinion of the instructor, there is expectation that the work will be completed.

Unless an earlier deadline is stipulated by the instructor of the course, the incompletes in undergraduate courses must be completed by the last day of classes. The instructor must submit grades to the University Registrar's Office using an "Incomplete Grade Report Form" by the grade submission deadline of the subsequent Spring semester for Fall incompletes or the subsequent Fall semester for Spring and Summer incompletes; otherwise, an "F" grade will be recorded.

***Not included in grade point average

2. The following symbols and their values are used in grading in the School of Law: A - 4, B+ - 3.5, B - 3, C+ - 2.5, C - 2, D+ - 1.5, D - 1, F - 0, I - Incomplete, W - Withdrawn passing, CR - Credit, AU - Audit.

Incompletes in the School of Law must normally be made up no later than the next time the final examination for that course is given; otherwise, an F grade will be recorded.

C. Change of Grade

After a grade has been rolled to the transcript or an "I" grade has been automatically changed to an "F" by the University Registrar's Office (because it has not been submitted by the deadline), the grade may be changed with the approval of the department chairperson and Dean of the College/School by using a "Change of Recorded Grade Form." Exceptions may be made as a result of a decision by the Grade Appeal Committee or, in case of a law student, a decision by the Grade Review Committee. It is important to proofread grade rosters carefully for errors before submitting them. The "Change of Recorded Grade" forms for initiating grade changes may be obtained in the University Registrar's Office. The School of Law Grade Review Committee and the Grade Appeal Committee may direct grade changes that will be implemented by the Vice President for Academic Affairs following the appropriate appeal process described below. (See F., 1. & 2. below)

 D. A/Pass/Fail Option

Under certain circumstances, undergraduate students have the option to elect to enroll in a course for a letter grade or for "A/Pass/Fail." A student can enroll in a course with the A/Pass/Fail option under the following conditions:

1. Must have a minimum of twenty-four semester hours completed.

2. Must have a cumulative G.P.A. of 2.0 or higher.

3. Courses in a student's major (including minor and correlate courses) cannot be taken for A/Pass/Fail without written permission from the appropriate department chairperson or dean on file in the University Registrar's Office.

4. May take the A/Pass/Fail option for only one course per semester (not including PE 198).

If the student earns an "A" in the course, this is recorded on the transcript. If the student earns a grade of "B" or "C" this is recorded as "CR" (Credit) or if earning a "D" a "P" (Passing) is recorded on the transcript. Recorded grades of "CR" or "P" are not figured in a cumulative grade point average. If the student fails the course, a grade of "F" is recorded, and this grade is figured in the cumulative grade point average. While there is no specific limit to the total number of semester hours that may be taken on a non-graded basis (Pass/Fail, credit by examination, advanced placement, and/or military service), a minimum of 84 hours presented for graduation with a Bachelor's degree, 42 with an associate degree must be on a graded basis. For international students presenting transfer credit from an international tertiary institution accredited by the Ministry of Education (or its equivalent) in that country, a minimum of 60 hours for a baccalaureate degree (30 hours for an associate degree) presented for graduation must be on a graded basis since Washburn converts grades earned in these transfer courses to CR, P, and NC.)

Subject to the provisions above, a student may elect graded or A/Pass/Fail status for a course at any time during the period in which that student may elect to withdraw from that course. Certain courses may not be taken for a grade, but may only be taken pass/fail. The above policy does not pertain to such courses.

 E. Examinations

All examinations, with the exception of the final examinations, are scheduled at the discretion of the instructor. Final examinations are administered in all courses where applicable. All examinations are proctored by the instructor or, under certain circumstances, by persons appointed by the instructor. Strict adherence to final examination schedules is essential and any deviation from the printed schedule must be cleared with the Dean of the college or school. No final examinations, except "take home final examinations" may be given by an instructor during the five days prior to the first day of final examinations without approval of the Dean of their major academic unit. The faculty shall not administer any test, examination or quiz worth more than 10% of the final course grade during the last three days prior to the first day of scheduled final examinations each Fall and Spring semester to allow for proper preparation for the finals. Instructors may however, at their own discretion, in very unusual circumstances, arrange to give an individual the opportunity to take a final examination at another time. In the College of Arts and Sciences, chairpersons submit to the Dean a list of courses from the departments in which final exams are not "applicable." These lists should be compiled with the approval of departmental faculty.

 F. Procedure for Contesting Grades

 1. The College, Schools, and Graduate Programs, except the School of Law

The following grade appeal procedure applies to the College and the Schools, not the School of Law. The obligation of the instructor to evaluate the performance of students on sound academic grounds is basic to the formal education process. A student who believes the grade awarded him/her by an instructor is based upon reasons other than the student's academic performance may appeal the grade received in a course. Students utilize the procedure outlined below to appeal the grade unless a student believes the grade was awarded based on illegal discrimination on the basis of race, color, religion, age, national origin, ancestry, disability, sex, marital or parental status or sexual orientation/gender identity. Appeals based upon complaints of discrimination follow the University's procedure for complaints of discrimination. (http://www.washburn.edu/main/academics/academic-catalog/Academic_Catalog_Addendum_Grade_Appeal_Procedure_p586.html).

Consultation with the Faculty Member. A student must first attempt to resolve his/her dispute concerning the final grade received in a course through consultation with the instructor of the class. Such consultation normally shall take place following award of the grade but in no event shall such consultation take place later than the fourth week of the next regular academic semester following the award of the grade. In the event the course instructor is no longer at the University or is on a leave of absence during the semester following the contested grade or the instructor shall have refused to consult with such student, the student may proceed to the next stage, mediation by the Department Chair (where such exists). If no Department Chair exists, the next stage is mediation by the Dean of the College or School in which the course was offered.

Mediation by the Department Chair. If the student is dissatisfied with the result of his/her consultation with the instructor or the student shall have been unable to meet with the instructor because of the instructor's refusal to meet or absence, the student may seek mediation of the matter with the Department Chair in the unit in which the course was offered. The Department Chair must be notified in writing by the student of his/her intention to continue the appeal process. Such notification must be received within 10 working days of the day on which the student/instructor consultation has been completed. The process shall be terminated if notification is not received within the 10 working days. The instructor shall make available to his/her Department Chair all of the materials and criteria which entered into the determination of the student's final grade in the course. The student shall provide the Department Chair, in writing, the grounds for contesting the grade by the instructor. After receiving and reviewing these materials, the Department Chair shall meet with the student and the instructor, either jointly or separately, to attempt to mediate the dispute about the contested grade.

Mediation by the Dean of the College or School in which the course was offered. If the student is dissatisfied with the result of his/her consultation with the instructor and with the Department Chair (where appropriate) or the student shall have been unable to meet with the instructor because of the instructor's refusal to meet or absence, the student may seek mediation of the matter with the Dean of the College or School in which the course was offered. The Dean must be notified in writing by the student of his/her intention to continue the appeal process. Such notification must be received within 10 working days of the day on which the student/Department Chair consultation has been completed. The process shall be terminated if notification is not received within the 10 working days. The instructor shall make available to the Dean all of the materials in his/her possession and criteria which entered into the determination of the student's final grade in the course. The student shall provide the Dean, in writing, the grounds for contesting the grade by the instructor. After receiving and reviewing these materials, the Dean shall meet with the student and the instructor, either jointly or separately, to attempt to mediate the dispute about the contested grade.

Appeal to Grade Appeal Committee. If, after mediation with the Dean as provided above, the student is still dissatisfied with the result, she/he may file a notice of appeal with the Dean, which shall specify the grade requested and provide a written summary of the grounds for appeal to the Grade Appeal Committee. Such notification must be received by the Dean within 10 working days of the day on which the student/faculty member consultation was completed. The process shall be terminated if notification is not received within the 10 working days. Upon receipt of the notice of appeal, the Dean shall forward it and all materials submitted by the faculty member and student during the mediation process to the Vice President for Academic Affairs, the faculty member, and the student. The Vice President for Academic Affairs, upon receipt of the notice and materials, shall appoint and convene a committee of five persons comprised of three faculty members (at least one and no more than two members from the department/discipline from which the grade appeal originated and a minimum of one from other departments/disciplines) and two students from departments/disciplines outside the originating College/School to serve as the Grade Appeal Committee. The Vice President for Academic Affairs may request names of potential discipline-based committee members from the appropriate Dean and/or Department Chair. The awarding of grades that are fair and equitable is taken seriously by the University. Therefore, faculty members are urged to view a request to serve on a Grade Appeal Committee as an important obligation and a service to the University which should be refused only under extraordinary circumstances. At its first meeting, the Grade Appeal Committee shall select its chairperson and set the date, time and place for the appeal to be heard, and review appeal materials from the Vice President for Academic Affairs. The committee shall advise the student and the faculty member of the hearing date. The Grade Appeal Committee may only request clarifying information related to the original documents of the appeal packet. Clarifying information requested from the student/faculty member by the committee should be requested through the Vice President for Academic Affairs. Any clarifying information gathered by the Vice President for Academic Affairs will also be shared with the student and/or faculty member.

Hearing. The hearing will take place before the entire Committee. The burden of proof rests with the student who shall, during the course of the hearing on the contested grade, be responsible for presenting evidence to support the claim. The hearing will be informal and the formal rules of evidence shall not be applicable. Oral testimony of witnesses may be presented but is not required. If either the student or the faculty member presents witnesses, he/she must provide a written summary of the testimony expected of the witness(es) to the Vice President for Academic Affairs not later than five business days prior to the date of the hearing. The Vice President for Academic Affairs will then disseminate such information to the committee and each party within three business days. The student or the faculty member may be accompanied by an advisor whose only role in the course of the hearing will be to render advice to the student/faculty member. The student is required to attend the hearing. It is recommended that the faculty member attend the hearing. Should both the student and faculty member attend, they will meet with the committee jointly. The amount of time allotted to each party will be left to the discretion of the committee. The hearing will not be audio, video, or digitally recorded.

Decision. The student will prevail only if at least four of the five members of the committee agree that the relief (grade) sought should be awarded for the reasons stated in his/her notice of appeal and the student's grade be changed. The committee shall report its decision in writing to the Vice President for Academic Affairs who will then disseminate the decision to the student, faculty member, Dean, and Department Chair (if applicable). The decision of the committee shall be final. If it is the judgment of the committee that the grade be changed, the Vice President for Academic Affairs shall notify the University Registrar, who will enter the changed grade.

 2. School of Law

Should any student wish to challenge a grade received in any course the procedure shall be as follows:

a. The grading system is one which normally involves a judgment determination. Students who want to go over their papers meticulously to discover one or two points may just as frequently find they have received undue credit elsewhere. Grade review is designed to prevent major deviations from appropriate grading standards and to process substantial complaints.

b. The student must first discuss, or attempt to discuss, the reasons for the grade received with the faculty member(s) who determined that grade as a condition precedent to the filing of a petition.

c. Should the faculty member refuse to discuss the grade with the student, or the faculty member be unavailable for such a discussion, or the student, having discussed the grade with the faculty member, still not be satisfied with it then, within thirty (30) days after posting of the grade, the student shall file with the Dean, in writing, a petition requesting a review of the grade in question stating briefly and specifically the reasons for the complaint.

On a showing of good cause by the student, the Dean may extend the time limit for filing the petition.

d. Upon receipt of a properly filed petition, the Dean shall appoint a member of the faculty with the concurrence of the student and faculty member(s) to act as hearing officer. In the event the student and faculty member(s) cannot agree on the first two proposed officers, the Dean will appoint an officer without the concurrence of the faculty member(s) and student. The hearing officer shall, without delay, furnish a copy of the petition to the faculty member(s) involved and set at that time a date and place to meet with the student and faculty member(s) involved.

e. At this meeting, which shall be informal, the hearing officer shall attempt to reconcile or adjust the complaint between the student and faculty member(s). Should the complaint be reconciled or adjusted, the hearing officer will report, in writing, to the Dean the substance of that reconciliation or adjustment.

Should such a reconciliation not be possible, the student shall submit a written summary of the grounds on which the student relies and of the relief requested. The professor shall then furnish a written statement of the criteria used in grading the disputed material. The statement shall be furnished to the other party(ies) and to the hearing officer. The student's summary must present a prima facie case or raise a substantial question as to the appropriateness of the grade received or the appeal shall be dismissed by the hearing officer.

If a prima facie case has been presented, or the student contests the hearing officer's finding of lack of substance, the professor(s) shall be notified of an appeal.

f. The hearing officer shall report the impasse to the Dean who shall nominate five (5) faculty members to hear the matter. These five nominees shall be made known only to the hearing officer. The hearing officer will then contact the student, who may challenge one of these; the hearing officer shall then contact the faculty member(s), who may strike one of the four remaining faculty members. Should either party fail or refuse to exercise a challenge, the hearing officer will, without consultation, strike such nominees by lot until three remain. These three shall constitute the Grade Review Committee.

The hearing officer will reduce to writing the exact points in controversy between the parties and will indicate his findings forwarding these to the Grade Review Committee and to the parties involved. The Review Committee shall also be furnished the written statement of the parties referred to in paragraph 2,e. above.

g. The Grade Review Committee shall select one of its members as chairperson and shall determine by majority vote whether a prima facie case is presented. If it determines that such a case has not been presented on the evidence before it, the chairperson shall forward the Committee's finding to the Dean and to the parties involved. This shall terminate the proceedings. A dissenting opinion may be filed. If the Committee finds that a primafacie case has been made by the student, the chairperson shall, without delay, set a time and place for a hearing.

h. The hearing shall be held before the full Committee and the rules for such hearing shall be as follows:

1) In such proceedings there will be a presumption of regularity as to the grade bestowed and the student shall bear the burden of proving that the grade is improper by clear and convincing evidence.

2) Oral testimony need not be received except to explain and amplify the written offerings.

3) The proceeding will be informal. The amount of time allotted and the direction of the questioning shall be at the discretion of the committee.

4) An electronically recorded transcript of the proceedings may be made by the committee for its use. This transcript will be erased after a decision is reached.

5) The Committee may in its discretion ask either party to furnish additional evidence and all parties shall have the right to inspect such materials (except those of a confidential nature). A continuance may be obtained at the request of any party at the discretion of the Committee.

6) The Committee shall then meet and determine the issues by a majority vote. The Chairperson will reduce the decision to writing and furnish copies to the parties. A dissenting opinion may be filed. The decision and any recommendations shall be forwarded to the Dean and be binding on all parties.

 G. Credit by Examination

Students may receive credit by taking examinations constructed by the departments concerned which are comparable to end of course examination. Students may also receive credit through the Advanced Placement Examinations, International Baccalaureate Diploma Examinations, the Defense Activity for Non-Traditional Education Support (DANTES) Examinations, and the College Level Examination Program. Details for administration of these examinations can be obtained in the University Registrar's Office or the offices of the Academic Deans.

 IV. Class Attendance

These regulations do not apply to the School of Law; Law School class attendance requirements are printed in the Law School catalog.

The value of a college education is enhanced by full participation and attendance in class activities. Because classroom activities are intended to assist the students in the learning experience, it is expected that they will attend class sessions whenever possible. There are certain kinds of class sessions in which it is impossible to carry on the work of the class unless the student is present. For this reason, each member of the faculty has the prerogative of establishing specific attendance regulations which, in the instructor's opinion, are best suited to the course. The faculty member's attendance requirements must be included in a course syllabus that is distributed to the class and/or is subsequently available to class members upon request. There is no University-wide attendance policy.

An instructor, after giving due notice to the student, may request withdrawal of a student from a course because of nonattendance through the same date as the last day a student may withdraw from a course. This would NOT absolve the student of financial responsibility for tuition/fees for the course in question.

 V. Change of Schedules

A. Adding a Class

A student wishing to add a course to his/her schedule may do so on the web when it is available for registration/enrollment. Specific instructions will be available in the appropriate Class Schedule Bulletin or on the web.

A student adding a course to his/her schedule may need for an instructor to place an override or a combination of overrides on the My.Washburn account. Placing an override on the student's account provides special approval to enroll for a student who has circumstances which have prevented the student from adding the class. Some types of overrides that may be needed by the student to register include: capacity, class (classification), level (i.e., undergraduate, graduate, law), link (linked courses), corequiste, prerequisite, special (special permission), and time (time conflicts). Students may add a class at any time throughout the registration period prior to the last day to enroll in a course without instructor's permission. After this date, all course additions require the student to utilize the late add process found on the registration screen on the My.Washburn account. Courses added after the last day to enroll without instructor's permission require that the instructor provide a late add override through the My.Washburn account thereby permitting the student to register if the instructor believes this is appropriate. When an instructor places a late add override on a student account after the last day to enroll without instructor's permission, this single override will take the place of all overrides the student might need and assures the student will be added into the class.

B. Dropping/Withdrawing

1. Initiated by Student: Withdrawing from class(es) or from the University

A student who wishes to withdraw from a course may do so on the web when it is available for registration/enrollment. Specific instructions will be available in the appropriate Class Schedule Bulletin or on the web.

The date of withdrawal is determined by the day the withdrawal is processed. Students who cannot complete the withdrawal process on the web must notify the University of their intent to withdraw by sending an e-mail using their MyWashburn account to enrollment@washburn.edu. To verify that the withdrawal process has been successfully completed, students should access their MyWashburn account on-line and view the "Detail Course Schedule" link on the Student Tab. The status will indicate withdrawn and the date the course was withdrawn successfully.

The responsibility for initiating and processing withdrawals rests with the student, not the faculty. Failure of the student to officially withdraw requires the instructor to record an "F" grade at the end of the semester/term. Students are responsible for all assessed charges.

Specific dates for withdrawal deadlines are listed in the academic calendar, in the appropriate Class Schedule Bulletin, and on the web using the "last day" deadline link. When a student drops a course, an e-mail is automatically generated and sent to the instructors' MyWashburn account as notification of the drop..

2. Initiated by Instructor

a. Withdrawal for Lack of Attendance

An instructor may request withdrawal of a student from a course because of nonattendance. (Instructors may not initiate or process any other type of withdrawal since it is the responsibility of the student to withdraw.)

An instructor, after giving due notice to the student, may request withdrawal of a student from a course because of nonattendance. The Instructor must inform the University Registrar's Office that the student is being withdrawn for lack of attendance. In such cases the grade W is recorded if the withdrawal is on or before the last day to withdraw.. After the last day to withdraw, a student cannot be withdrawn by the instructor.

b. Administrative Withdrawal

Instructors may administratively remove students from the class roster who are inappropriately registered in a class or classes at the completion of registration/enrollment. The most common example of inappropriate registration would be that the student has not satisfied the prerequisites for the course. The instructor may write a memo to the Office of the University Registrar providing the name of the student, his/her student identification number, and the name and course reference number of the class as well as stating the reason for the removal of the student from the class. The request for administrative withdrawal must be submitted by the end of the second week.

C. Changes to an Individual Class

A student may make other changes to his/her class (i.e. change of section; involving pass/fail, audit, or grade status; change in credit hours, etc.) by submitting the change on the web registration form.

 VI. Honors

Washburn has a variety of means to provide proper recognition for outstanding academic success and several programs to encourage highly motivated and talented students to undertake work at the honors level. For information about honors recognition and programs, please refer to the Washburn University Catalog.

 VII. Academic Fresh Start

Students who have performed poorly in their first year or two at college and then withdraw or are dismissed frequently return to school at a later date to resume their education. Unfortunately, their prior academic record often presents a major obstacle to their overall success.

Persons in this category who want an opportunity for a fresh undergraduate start at Washburn University, without the handicap of their prior academic record, may apply for admission under Academic Fresh Start subject to the following conditions.

A. All previous academic work at any college or university will be disregarded with respect to Washburn University graduation requirements. The prior academic record remains a part of the student overall academic transcript, but none of it is carried forward as part of his/her program. The transcript will indicate "Academic Fresh Start" and the date it was granted. The student will then begin his/her college study again under the current catalog with no credits attempted, no credits earned, and no grade points earned. This policy applies only to Washburn students. A student transferring from Washburn University to another institution will have to follow the receiving institution's policy.

B. A person may receive Academic Fresh Start only once.

C. At least three years must have elapsed between the end of the semester in which the applicant was last in attendance at college and the beginning of the semester in which he/she intends to re-enroll.

D. A student granted Academic Fresh Start is considered an entering freshman and as such is eligible for consideration for all academic opportunities afforded any Washburn students. Granting of Academic Fresh Start does not mean the student is eligible for financial aid. An individual request for reinstatement of federal aid should be directed to the financial aid office in writing.

The applicant will present his/her petition for Academic Fresh Start to the Academic Advising Center. If the applicant is a transfer student or a former Washburn student who subsequently attended another institution, an official copy of all transcripts must be on file in the Office of Admissions before the application is considered. Students must apply 30 days before each semester's enrollment period.

 VIII. Academic Misconduct

See Section 7 of the University Faculty Handbook for details.

 IX. Auditors

A person who does not desire credit in a course may attend class as an auditor on approval of the instructor. Auditors enroll for the course and pay the same fee as the students enrolled for credit. The names of auditors are entered on the class roster as evidence of their eligibility to attend class. A student who enrolls as an auditor in a course may change to credit status the first week of classes and may change from credit status to auditor during the first three weeks of classes.

 X. Repetition of Courses

Undergraduate courses may be repeated. The transcript will contain a complete record of all courses taken and grades earned. Courses for which grades of Ds and Fs are recorded can be retaken without departmental approval; courses for which a grade of C, or pass, or higher are recorded will require departmental approval. The transcript will contain a complete record of all courses taken and grades earned. The repeated and not the original grade will be included in determining the cumulative grade point average. However, after a student has repeated the same course three times, or has repeated three different courses, that student must have the permission of his/her academic dean before repeating any course. Students who are taking graduate courses (excluding law courses) may repeat courses in which they received a grade of C, D or F if the repeat is granted by the dean/chair of the academic unit/department offering the course. The dean/chair must provide a letter to the Office of the University Registrar indicating approval has been given to the student to repeat a graduate course in which a C, D or F grade was received. The transcript will contain a complete record of all courses taken and grades earned, but only the last grade earned in a repeated course will be used to compute the cumulative grade point average. Law students can repeat only those courses in which they earned an F, unless approval of the faculty Curriculum Committee is obtained in advance. The transcript of a law student will contain a complete record of all courses taken and grades earned, and all grades earned in repeated courses will be averaged to compute the cumulative grade point average.

 XI. Student Evaluation of Faculty

The most effective evaluation of faculty for promotion and tenure is by a combination of peer group, student, and Dean evaluation within the department and school or college.

Student evaluations can be helpful information for faculty members who may want to consider strengthening their teaching techniques through professional development. Accordingly, schools and departments are encouraged to use the student evaluations for purposes of professional development.

 XII. Absence of the Instructor from Class

Travel authorization forms are available in the Dean's office for instructors who plan to be absent from class because of attendance at professional meetings or because of some other professional activity. These forms provide not only the data for compensation for travel but also serve the purpose of notifying the various offices of such absence from class. If absence from class is necessary as a result of sudden emergencies such as illness or other unforeseen circumstances, the chairperson of the department should be notified in every case and effort should be made to make some arrangement for the class meeting. Classes are dismissed only when no such arrangement can be appropriately made.

 XIII. Copyrighted Materials for Classroom Use

A. POLICY STATEMENT

It is Washburn University of Topeka policy, in order to help ensure compliance with federal copyright law, that its administration and faculty adhere to the "Guidelines For Classroom Copying in Not For Profit Educational Institutions."

B. SINGLE COPYING

A single copy may be made of any of the following materials:

A chapter from a book, an article from a periodical or newspaper; a short story, short essay, or short poem, whether or not from a collective work; a chart, graph, diagram, drawing, cartoon, or picture from a book, periodical, or newspaper.

C. MULTIPLE COPYING

A faculty member preparing materials to be reproduced for sale or distribution to students in his/her classes may do so without permission of the copyright holder under the so-called "fair use" doctrine under the federal copyright law generally only when

1. the material represents only a small portion of a work (brevity test);

2. the decision to use the material is spontaneously made and there is not reasonable time to obtain permission (spontaneity test);

3. the material includes a notice of copyright;

4. the copying is not a substitute for the purchase of books, publisher's reprints or periodicals; and,

5. no charge to student will exceed copying costs.

(These statements are characterizations of guidelines adopted by agreement of educators, authors and publishers in an Agreement On Guidelines For Classroom copying in Not-For-Profit Educations Institutions with Respect to Books And Periodicals. The complete text of the Guidelines are found in Appendix VII.)

Otherwise, the general rule is that permission is required for copying articles from periodicals, chapters from books, brochures, pamphlets and other publications, poems and graphs; illustrations, charts and pictures even when the materials are being used for educational purposes. Continuing reproduction of materials from year to year for a repeating course does not fall within the "fair use"doctrine.

Responsibility for complying with applicable copyright law rests with the faculty member preparing the material.

D. REQUEST

When requesting the University to reproduce materials for a class, the faculty member shall certify that:

a. reproduction of the materials for classroom use meets the fair use test expressed in the Guidelines (Appendix VII); or

b. permission has been obtained from the copyright holder and, if applicable, an agreement made for the payment of royalties.

In the event faculty member's payment of royalties is contingent upon the number of copies sold or on amounts collected by University from sale, the faculty member shall provide the University with a copy of the agreement so that it may include the amount in the retail sale price of the material and properly account for and pay to the faculty members all amounts due him/her.

 XIV. Claims for Damages on University Property

The University, by operation of the Kansas Tort Claims Act (KSA 75-6101 et seq and amendment), may be held liable for damages caused by the negligent or wrongful act or omission of any of its employees acting within the scope of their employment. Employees may also be held liable for tortious acts in the course of their employment.

The University shall provide for the defense of an employee named as a defendant in a civil lawsuit in either his/her official or individual capacity on account of an act or omission in the scope of his/her employment; provided, however, that a request for such defense be made in writing to the Vice President for Administration within fifteen (15) days after service of process upon the employee.

The University may refuse to provide for the defense if the University determines:

1. The act of omission giving rise to the action was not within the scope of the employee's employment; or

2. Such employee acted or failed to act because of actual fraud or actual malice; or

3. The defense of the action of proceeding by the governmental entity would create a conflict of interest between the governmental entity and the employees; or

4. The request for defense was not made within fifteen (15) days of service of process.

 XV. Participation in Activities

It is assumed that all faculty members will attend faculty meetings and participate in commencement activities in proper academic regalia unless arrangements are made with the Dean of the school. All faculty are urged to participate as fully as possible in assemblies, lecture series, concerts, plays, and whatever other activities contribute to the cultural life of the University community.

 XVI. Office or Conference Hours

In accepting employment at Washburn University, the faculty member accepts the objectives of the University and, among these objectives, the idea of a close association with students on an individual basis. This implies that faculty members are available to students for individual advising. To this end, all faculty members must establish a schedule of office hours sufficient to meet this obligation and display this schedule of office hours on the office door. Conference hours should be scheduled at periods when the students are most likely to be able to utilize them. Conference hours should be kept as faithfully and regularly as class hours.

 XVII. Committee Responsibilities

Much of the planning and studying of the University's program is done by standing and special committees. They are basic to the shared faculty, administrative, and student organization of the University. Washburn University seeks to encourage the fullest possible participation of the total faculty in such committee activity. On the other hand, election and assignment to committees will be distributed so that the work does not intrude too deeply into the time of any faculty member. During the first year of employment faculty members generally are not given committee responsibility.

 XVIII. Tutoring

A. Faculty Tutoring

Faculty members are encouraged to assist individual students. The degree to which any faculty member wishes to devote time to helping the individual student in academic work must be determined by the faculty member. In no case is a faculty member permitted to accept payment from students for tutorial work.

B. Peer Tutoring

Certain departments are granted funds for organized student, i.e. peer, tutoring. This service is intended primarily to aid beginning students or those in lower-class courses in areas in which tutoring has proven valuable, and in which the student is most vulnerable. Requests for tutoring funds are made to the academic deans.

 XIX. Professional Meetings

The faculty are encouraged to participate in state, regional, and national professional meetings. Even though attendance at such meetings conflicts with classroom teaching and laboratory supervision at times, it is essential to professional growth to meet with peers from other institutions in professional discussion and to present professional papers.

Washburn University also favors such meetings on its own campus, and faculty members should invite their respective professional organizations to the campus. In order to prevent serious problems of space utilization, such arrangements should be discussed with the Dean of the appropriate school and cleared by the Office of Facilities Use so that conflicts may be avoided. Invitations to the organizations are issued by the President.

 XX. Emergencies

In cases of accident or sudden illness in the classroom or on campus, keep the person as comfortable as possible, do not move him/her any more than is necessary, do not administer liquids to an unconscious person, and do not remove objects that may be embeeded in his/her skin. In the event of a life-threatening condition (severe chest pains, gunshot wounds, severe burns, hemorrhaging, severe head injuries, and open (compound) fractures, among other things), call 911 and then contact University Police at extension 1153. Fire department paramedics will respond for treatment and transportation to a hospital emergency room. For any other injuries or illnesses help the individual seek medical attention at University Health Service in Morgan Hall, Room 170 or contact University Police at extension 1153.

 XXI. University Smoking Policy

Smoking is prohibited in all buildings owned or leased by the University including buildings used for the purpose of housing students. Smoking is also prohibited in University owned or leased vehicles and other mobile equipment with an enclosed or enclosable driver/passenger compartment. In outdoor areas owned or leased by the University, smoking is prohibited within 10 feet of any building entrance/exit or air handling units; in athletic and recreational venues; in outdoor dining areas; and in other specific outdoor areas determined by the Administration.

 XXII. Faculty Members as Advisors

Advising is an integral and natural part of teaching and research. At Washburn University advising is under the general direction of the Deans of the various schools and colleges. Each school develops its own program. On occasion faculty members may be asked to assist the Director of Admissions in making new student contacts and in explaining specific programs in their area. Faculty members are urged to cooperate whenever possible.

History of Changes to Section Six

1 May 2014

Part III.D.4. International transfer credit will no longer be accepted on a graded basis but as CR, P, or NC so the number of graded hours required for a baccalaureate or associate degree has been reduced for students who transfer international transcripts.  Approved by General Faculty 24 April 2014. Approved by the Board of Regents 1 May 2014.

24 September 2010

Part III.E. - The Final Examinations section was adapted to incorporate Success Week which limits the course activities which are allowed during the last full week of classes before final examinations. Approved by General Faculty 11 May 2010. Approved by the Board of Regents 24 September 2010.

11 May 2010

Part III.F.1 - The Grade Appeal Procedure was modified to clarify the process, ease the transfer of communication and to alter the composition of the Committee. Approved by General Faculty 11 May 2010.

3 March 2010

Part X - The policy regarding repetition of courses was revised to allow any course to be repeated with the approval of the departmental chairperson of the course which is to be repeated. Approved by the Board of Regents Summer 2009.

12 January 2010

Part XXI - The University Smoking Policy was revised to reflect the policy approved by the Washburn Board of Regents.

16 January 2009

Part III.F.1 - Based on a directive from the Washburn Educational Opportunity Officer, a clarification was added to this section which identifies when a student should utilize the existing grade appeal procedure and when a student should use the existing procedure for handling complaints of discrimination.

21 July 2008

Part XX - The procedure for handling a medical emergency in the classroom or on campus was revised to reflect the university-approved procedure identified in the Employee Safety Manual.

15 November 2005

Part III.B. - New Incomplete Deadline policy approved by General Faculty and Washburn Board of Regents effective Spring 2006. Unless an earlier deadline is specified by the course instructor, the deadline for completing course requirements when an Incomplete is awarded changed from two weeks before the final examination period of the subsequent semester to the end of the subsequent semester.

10 June 2005

Part V.A. - Effective Fall 2005, new option added through integrated information system so faculty are able to access the web to allow students to enter their courses late rather than complete a manual paper process to do so.

15 November 2004

Part III.D. - New Pass/Fail policy approved by General Faculty and Washburn Board of Regents effective Spring 2005. Students who choose to complete a course in A/Pass/Fail grading status are awarded a grade of "A" if that is the grade earned for the course. If a grade of "B" or "C" is earned, "CR" is recorded. If a grade of "D" is earned, "P" is recorded. If a grade of "F" is earned, "F" is recorded. Recorded grades of "A" or "F" are figured in the student's cumulative grade point average. Recorded grades of "CR" or "P" are not figured in the student's cumulative grade point average.

1 August 2004

Due to implementation of an integrated information system, changes in procedures were required to move from manual systems to on-line systems in the following areas (effective Fall 2004):

II - Class Rosters - No longer printed and distributed by University Registrar but available on the web for faculty to print as needed.

III.A, III.D- Grades - In order to allow the integrated system to enforce course prerequisites of C or better, courses completed in pass/fail grading status required differentiation of an earned grade of "D" which is now recorded as a "P" if completed in pass/fail grading status and "CR" if the earned grade is above a "D".

V.B - Dropping/Withdrawing - Students are no longer required to manually complete the withdrawal process and must withdraw themselves on the web.

X - Repetition of Courses - Approved by the Board of Regents, the repeat policy was modified so that the most recently repeated course grade is used when an eligible course is repeated but permission of the student's academic dean is required after the third instance of a repeat (single course repeated three times or three courses repeated once). The previous policy allowed the use of the most recent grade for the first five repeats and the inclusion of both the original and the repeated grades for subsequent repeats.

18 June 2008

Part III.F.1, Procedure for Contesting Grades, modified to include language directing students who believe their grade was awarded due to discrimination on the basis of race, color, religion, age, national origin, ancestry, disability, sex, marital or parental status or sexual orientation to appeal the grade following the University's procedure for complaints of discrimination instead of the established procedure for contesting grades. Change required based on the "Resolution Agreement" signed by the University with the Department of Education's Office for Civil Rights.

2 August 2000

Part III.F.1, Procedure for Contesting Grades, modified to include language referring to graduate programs, and to include specific membership on the appeal committee of graduate students and appropriate faculty when the grade appeal involves a graduate student.  Approved by General Faculty, Feb. 3, 2000.