Southeast Missouri State University

C. Teaching Classroom Practices

Teaching Responsibilities

  1. Normal Load During the Academic Year - The normal teaching load per semester is the equivalent of twelve semester hours, with a range of nine to fifteen semester hours. In addition to classroom teaching, a faculty member is expected to perform other services in the interests of the department and the students it serves, e.g., committee work and advising students. While departmental faculty are expected to share equally in these activities, the variety and volume of services administered through a department will result in diversity among individual teaching and non-teaching assignments. The responsibility for making these assignments rests with the department chairperson, with the advice of the department and the approval of the college dean and Provost. These assignments should be made with the aim of making the best utilization of faculty talents while distributing the load as equitably as possible, if not in each semester, then over several semesters. In some instances, a faculty member may be asked to teach a remunerated class overload. Normally, a faculty member will teach no more than one overload class per year and never more than one per semester.

  2. Teaching Assignments During the Summer Session - Faculty members are neither required to teach in the summer nor are they guaranteed summer employment. Rather, course offerings in the summer are determined by student demand and programmatic needs. Since these determinants vary from discipline to discipline, teaching opportunities in the summer vary from department to department. In order to deal with these circumstances as equitably as possible, the following procedures are followed in determining summer teaching assignments:
    1. Summer Teaching Contracts - Once the summer schedules have been prepared by the departments and approved by the college deans and the Provost, each college dean notifies the faculty members in his/her college of their projected employment status for that summer. Projected teaching assignments are specified, noting enrollment minimums needed in order for classes to be offered. Contracts are authorized for classes achieving minimum enrollment levels through pre-enrollment. If classes do not achieve minimum enrollment levels through preenrollment, either they are canceled or tentative contracts are issued, stipulating that the classes will be offered only if minimum enrollment levels are reached through regular enrollment. All decisions regarding finalization of the summer schedule are made by the director of the summer session with the advice of department chairpersons and college deans and the approval of the Provost.
    2. Summer Overloads - No regular or visiting faculty member will teach an overload during the summer session unless a qualified member of the regular faculty without a full-time assignment is not available to teach the course in question (assuming minimum enrollments have been reached).
    3. Visiting Professors - Visiting professors are employed to teach summer courses only when full-time, qualified members of the regular faculty, within or outside the department in which the courses are offered, are unavailable. Faculty summer salaries for a full load assignment equal 16.5 percent of the base salary for the preceding academic year.
  3. Outside Employment a. Academic Year - Faculty members under contract for full-time employment have a paramount responsibility to the University. Notification of any outside employment for remuneration during the academic year, including employment at other institutions, must be given in advance and in writing to the department chairperson, college dean, and Provost. Prior approval is not necessary, but reporting is required. b. Summer - Faculty members not under contract to provide services to the University during the summer months may be engaged in other employment. Those under contract to provide services to the University during the summer months, if their contractual period with the University overlaps periods of outside employment, are subject to the reporting requirements outlined above.
  4. Notification of Necessity to Miss a Class - Faculty members are expected to meet all classes and keep all office hours. If a faculty member is unable to meet a scheduled class because of sudden illness or other emergency, he/she should notify the department chairperson or, if that person is unavailable, the college dean or the Provost. When the absence is anticipated, it is the faculty member's responsibility to make arrangements to cover the class, subject to the approval of the department chairperson and the college dean.
  5. Course Work - To enroll for course work, creditable for rank, tenure, and/or salary purposes, a faculty member must secure the endorsement of the department chairperson and the college dean and the approval of the Provost, based on a written request describing the faculty member's proposed educational plans. Enrollment for any other course work must also be reported in writing to the department chairperson, college dean and the Provost. Such plans to pursue additional graduate work shall be limited to colleges and universities accredited by the North Central Association and other such accrediting associations. Within any single department, the number of faculty having their highest advanced degree or doing graduate work from any one institution usually shall not exceed one third of the total of those within the department holding advanced degrees and enrolled in programs leading to advanced degrees.

Eight-Week Midterm Grades

Policy

During the eighth week of each spring and fall semester, midterm grades will be reported to the Registrar's Office in an approved fashion for each undergraduate student in each class, as an indication of that student's academic performance as of that time. Internships, independent study classes, eight-week classes, and graduate classes are exempt from these reporting requirements. Interim grades will be reported in the same format (letter grade, credit/no credit) as the final course grade for that class. For studio, clinical, field classes, etc., in which progress may be difficult to assess by conventional means, a department may develop guidelines by which the instructor can gauge student progress for reporting purposes.

Amended by Faculty Senate Bill 12-A-22 April 4, 2012, Reviewed by President April 23, 2012, Approved by Board of Regents May 12, 2012

Faculty Senate Bill 12-A-23 begins here

Procedures

A student's reported midterm grades shall be made available by the Registrar's Office to: 1) that student through an on-line mechanism, 2) that student's faculty advisor, 3) the college advising center to which that student is assigned, and 4) other units/entities authorized by the student to receive them, such as Athletic Advising, International Programs, Learning Assistance Programs, fraternities, sororities, etc. These units/entities shall receive the student progress information which they require solely through this reporting mechanism, and shall not request faculty assessment of student progress through other means. Faculty who receive such requests are entitled to refuse or disregard them.

A student who receives a midterm grade below a C, or one indicating unsatisfactory progress, shall receive a follow-up e-mail from the Dean of Students. In this e-mail, the student will be provided with suggestions for improving performance, be notified of available university resources, and be encouraged to take responsibility for his/her own academic success. The midterm grade will be replaced by the final grade, and no permanent record of the midterm grade will be kept.

Amended by Faculty Senate Bill 12-A-23 April 4, 2012, Reviewed by President April 23, 2012, Posted for 15 Day Review April 2012.

Advisement of Students

Each student is assigned an advisor. Undeclared students are advised by the Coordinator of Academic Advising for the School of University Studies. Students who have declared a major are advised by faculty in their major departments. Students must consult with their advisors to obtain their degree audit reports, to enroll, and to make changes in their class schedules.

Each college has an advising office which coordinates advising in that college for undeclared majors within the college. All questions regarding advising should be directed to a college advising office. All faculty members should be prepared to carry out this responsibility as assigned by the department chairperson.

Class Attendance

Policy

Faculty Senate Bill 12-A-18 begins here.

Students are expected to attend all classes and to complete all assignments for courses in which they are enrolled. An absence does not relieve the student of the responsibility to complete all assignments. If an absence is associated with a University-sanctioned activity, the instructor will provide an opportunity for assignment makeup. However, it is the instructor's discretion to provide, or not to provide, makeup work related to absences for any other reason.

A student not present for class during the entire initial week of a scheduled course may be removed from that course roster unless notification by the student is provided to the course instructor by the end of the first week.

Amended by Faculty Senate Bill 12-A-18 April 4, 2012, Reviewed by President April 23, 2012, Approved by Board of Regents May 12, 2012

Procedures

Faculty Senate Bill 12-A-19 begins here.

Faculty will keep written records of course attendance. Financial Services may require last day of attendance from faculty members for students receiving certain types of federal funds. Faculty must be able to document last day of attendance, or last log-in for an online course.

A student who is absent from class during the first week of a course, or who has not logged into an online course, may be removed from the course through the online instructor initiated drop, unless notification by the student is provided to the course instructor by the end of the first week.

Amended by Faculty Senate Bill 12-A-19 April 4, 2012, Reviewed by President April 23, 2012, Posted for 15 Day Review April 2012

Office Hours

Each faculty member is required to schedule at least three office hours per week and should otherwise be accessible for conferences with students by appointment. A schedule of each faculty member's regular office hours should be posted for the convenience of students and a copy made available to the department chairperson.

Examinations and Grade

Faculty Senate bill 12-A-20 begins here

Policy

It is expected that periodic examinations or other assessments will be given in every course. Final examinations, including online finals, are required and should be administered at the times established for them in the regular or special final examination schedules. Online finals will be due during finals week. Faculty requests for exceptions from either of these schedules will be granted only in cases of extreme hardship.
Amended by Faculty Senate Bill 12-A-20, Reviewed by Presodent April 23, 2012, Approved by Board of Regents May 4, 2012

Procedures

Faculty Senate Bill 12-A-21 begins here.

A student seeking to take a final examination at an alternate time must submit a request in writing or by e-mail to the instructor. Faculty members are encouraged to submit final grades to the Registrar's Office as soon as possible after the final examination and no later than the deadlines established by the Registrar's Office.

Amended by Faculty Senate Bill 12-A-21 April 4, 2012, Reviewed by President April 23, 2012, Posted for 15 Day Review April 2012

Incomplete Grades

Facutly Senate Bill 12-A-26 begins here.

An incomplete ("I") may be given when the undergraduate student is doing passing work but is unable to complete all requirements because of unusual or unique circumstances acceptable to the instructor. In no case may an "I" be agreed to by an instructor prior to the drop date. An "I" may not be used to permit a student to repeat a course or to improve a grade.

Approved by Faculty Senate Bill 12-A-26 April 11, 2012, Reviewed by President April 23, 2012, Approved by Board of Regents October 19, 2012

Grade Appeal

Faculty Senate Bill 13-A-01 begins here.

Policy

Faculty members of Southeast Missouri State University toshould communicate to students early in the term a clear statement of the grading practices and procedures that will be used to determine the student's final grade. Students are responsible for meeting the standards of academic performance established for each course in which they are enrolled, and the evaluation of student academic performance is an essential responsibility of the faculty. Grading procedures and criteria should be included in the course outline provided to students. If a student believes those practices and procedures were not consistently and accurately followed when the faculty member determined the student's final grade for the course, the student shall have the right to appeal the case first with the faculty member, then with the department chair, and finally, with a committee of faculty members. It should be noted that grade appeals are for rare instances of arbitrary and capricious grading on the part of the faculty member. Arbitrary and capricious grading, as that term is used here, comprises any of the following:

  1. The assignment of a grade to a particular student on some basis other than the performance in the course;
  2. The assignment of a grade to a particular student according to more exacting or demanding standards than were applied to other students in the course;
  3. The assignment of a grade by a substantial departure from the instructor's previously announced standards.

For instances not dealing with arbitrary and capricious grading, such as a mistake made in the grading process, students should first seek to resolve the grading mistake with the faculty member.

Approved by Faculty Senate Bill 13-A-01 January 30, 2013, Reviewed by President april 5, 2013, Approved by Board of Regents April 10, 2013

Faculty Senate Bill 13-A-02 begins here.

Procedures

The grade appeal procedure is primarily for the review of allegedly arbitrary and capricious grading, and not for review of the instructor's evaluation of the student's academic performance.

In order to maintain accurate records, faculty members are recommended to retain certain items for various time periods. These are:

  1. Grade records. These should be retained for at least one year following the completion of an academic year.
  2. Class outlines. These should be retained for at least one year following the completion of an academic year.
  3. Course papers/projects/etc. These should be retained by the instructor for a period of at least one semester following the completion of a course. When graded assignments are returned to students during a course, students should be alerted to retain these materials themselves until the grading and appeal periods have been completed.

Students should be encouraged to resolve immediate grading questions when they occur and keep copies of exams, projects, and other graded assignments at least until grade reports are received following the completion of a course.

Appeal Steps

Step 1.

If the final course grade is in question, the student should first discuss the grade fully with the instructor of the course. This informal appeal may occur at any time within the first six weeks of the next regular semester (Fall or Spring) following the receipt of the grade, but it is strongly suggested that this inquiry take place as soon as possible.

If an informal appeal does not resolve the problem, the student may file a formal written appeal to the instructor by October 1 (Fall semester) or March 1 (Spring semester). Included in the written appeal should be the basis for the appeal and copies of pertinent documents which support the appeal. The letter should include the full name of the student, the student's social security number, course number, course title, semester and year enrolled, section number, and the name of the instructor. The instructor of the course should respond in writing to this appeal request within two weeks of receiving the request and no later than October 15 (Fall) or March 15 (Spring). If the instructor is no longer available on campus, the department chair may try to contact the instructor or may act in place of the instructor. The unavailability of the instructor may necessitate a slight change in time frame, if so determined by the department chair.

Step 2.

If the matter cannot be resolved by interaction with the instructor for any reason, the student may file a written appeal with the department chair within two weeks of receiving the instructor's response, or by November 1 (Fall) or April 1 (Spring). The department chair may request a meeting with the student and the instructor in order to mediate a possible settlement of the disagreement and must respond to the appeal within two weeks, or by November 15 (Fall) or April 15 (Spring). It is neither the right nor within the responsibility of the department chair to change the grade, but rather to find whether any error may have been made and to counsel the faculty member on this regard. If the instructor is no longer available on campus, the department chair may try to contact the instructor or may act in place of the instructor. The unavailability of the instructor may necessitate a slight change in time frame, if so determined by the department chair. In the event that the Department Chair is the instructor whose grade is being questioned, the College Dean will function as noted above. Should the Dean or other administrative officer be the instructor whose grade is being questioned, the Chair of the department to which the administrator is assigned will handle the appeal process.

If the student still believes the grade was issued in error, one further step may be taken.

Step 3.

If the matter is still not resolved through mediation with the department chair, a three member committee shall be appointed by the chair to handle the final appeal. This committee shall be made up of three full-time tenured or tenure track faculty members, two or whom should be from outside the department in which the appeal was initiated, and may be a regular standing committee or a committee specially convened as circumstances warrant. A written appeal, including supporting documentation, must be made by the student to this committee. This appeal should be received in the departmental office no more than two weeks following the department chair's recommendation. It is requested that the committee then investigate the matter and render a decision within one month. This committee may reject the student's appeal, ask the faculty member to change the grade to an appropriate level, or, as a last resort, change the grade themselves. The decision of the faculty appeal committee constitutes the final level of university appeal open to the student.

Under no circumstances may a grade appeal be initiated more than one year after the grade has been issued.
Approved by Faculty Senate, Bill 00-A-01 - February 16, 2000 Approved by Board of Regents - March 24, 2000
Approved by Faculty Senate Bill 13-A-02 January 30, 2013, Reviewed by President April 5, 2013, Posted for 15 Day Review April 11, 2013

Repeating Courses

Faculty Senate Bill 13-A-03 begins here.

Policy

Undergraduate students who have received a grade below an ‘A' in a course may repeat the course, provided they have not completed a course for which the repeated course is a prerequisite. Individual academic units and programs may set more stringent conditions and restrictions than these on the repeating of courses, so long as the conditions and restrictions are clearly communicated to students in advance. Thus, students should visit with an academic adviser to determine whether re-enrollment is advisable, since certain department or divisional policies may be important in this regard. Furthermore, students should be aware that repeating a course may have an impact on financial aid, insurance, veterans benefits, entrance to professional schools, participation in athletics, immigration status, and other academic and non-academic matters.
Approved by Faculty Senate Bill 13-A-03 January 30, 2013, Reviewed by President April 5, 2013, Approved by Board of Regents April 11, 2013

Faculty Senate Bill 13-A-04 begins here

Procedures

When a course is repeated, the first grade remains on the student's permanent record, but the latter grade is used in computing grade points and hours accumulated. In the calculation of honors at graduation, all course grades are to be considered by the Registrar.

Approved by Faculty Senate Bill 13-A-04 January 30, 2013, Reviewed by President April 5, 2013, Posted for 15 Day Review April 11, 2013

Student Evaluation of Instruction

Faculty Senate Bill 12-A-8 begins here

Policy

Student evaluation of instruction at Southeast Missouri State University shall be conducted for four distinct purposes:

  1. to enable individual faculty members to continually improve the quality of their classroom instruction,
  2. to provide individual faculty members with a measure of perceived effectiveness of instruction,
  3. to enable students to provide input concerning the quality and content of classroom instruction,
  4. to acquire institution-wide measures which may be used to compare and contrast Southeast with other universities.
Student Evaluation for Improvement of Classroom Instruction and Content

In recognition of the strong teaching mission of Southeast Missouri State University, formal faculty evaluation processes and incentives shall be implemented and maintained to encourage continuing improvement in instruction and a commitment to quality instruction by all faculty.

Procedures and processes should not only include rigorous peer review and self-evaluation of instructional effectiveness but also systematic, credible student evaluation of instruction.

All faculty shall be evaluated by systematic, anonymous student evaluations in all sections of each course taught. Those faculty teaching the same students in an integrated framework of interconnected courses, such as the College of Education's Block program, may have the option to administer just one evaluation per set of courses.

Procedures

Faculty Senate Bill 12-A-34 begins here

The course/instructor evaluation instrument(s) used within a department during the semesters when a nationally-normed, university-wide evaluation instrument is not utilized must be approved by a 2/3 vote of the faculty of that department. The instrument(s) should recognize the diversity of subject matter, instructional styles, and student groups across and within disciplines. Faculty may add additional questions to the instrument(s) to ensure that all appropriate data needed for instructional improvement are provided.

The student evaluation is to be administered by the departmental chair or designate. Appropriate procedures will be developed by the Center for Scholarship in Teaching and Learning and/or department chairs to require timely administration and processing of the evaluations and to ensure the integrity of the entire student evaluation process. Instructions for completing the instrument and adequate time for the completion in class will be provided. Students will be informed (a) that the data and written comments on the evaluation form are confidential, (b) that the data will be an important part of the information considered in improving instruction at Southeast Missouri State, and (c) that the instructor will not have access to the data until final grades have been processed. The faculty member will not be present during the evaluation, and the results will not be available until after final grades have been processed.

The Center for Scholarship in Teaching and Learning will assist in the processing of the evaluations. The results will be returned to the faculty member. Evaluations will also be forwarded by the department chair to the dean of the college for all courses in a semester when a summary measure of teaching effectiveness selected by Faculty Senate is below the nationally-normed 20th percentile for at least two courses in the same semester. The dean, in consultation with the department chair and faculty member, may then suggest further classroom evaluation by peers, attendance at instructional development activities provided by the Center for Scholarship in Teaching and Learning, or attendance at other instructional development workshops or programs relevant to the appropriate discipline. It is expressly understood that the department chair and dean of the college will use the results only for encouraging teaching improvement, and not for any other personnel decisions. It is also understood that evaluations with response rates that are too low to be reliable will not be forwarded to the dean of the college. The Center for Scholarship in Teaching and Learning will receive a copy of the results from the nationally-normed instrument and may receive a copy of the department assessment if the faculty member so desires. The results of the evaluation of the department chair will be distributed to the dean and a faculty member designated by the department. Confidentiality among these individuals must be maintained. Any other use of the results requires the approval of the faculty member, except in cases where the aggregate data are used for specific institutional reporting purposes.

As part of its commitment to improving and assuring quality instruction, the University shall provide professional development resources and assistance to improve teaching effectiveness. The Director of the Center for Scholarship in Teaching and Learning will be responsible for coordinating effective mentoring systems, seminars, workshops, instructional materials, and other professional development activities and for ensuring that faculty development is suggested and professional development resources provided to support improvement of instructional quality.

In summary, student evaluation of instruction may be viewed as part of a continuous, formative process of assessment used to measure the effectiveness of classroom instruction by faculty members. This process should culminate in an overall view of the instructional and content effectiveness of the courses being examined.

Student Evaluation for Comparing and Contrasting Southeast with Other Universities

A nationally normed student rating form will be selected by a method recommended by the Faculty Senate and will be designated for this institution-wide purpose. This student rating form will be administered campus-wide, every spring semester, in every section of every class taught, except where the use of the instrument is deemed invalid by the developer or where an integrated set of courses may best be evaluated by a single administration of the evaluation instrument. The costs of administration of this form shall be borne by the Office of the Provost. The data collected from this administration will be used to compare and contrast Southeast to other universities. The nationally normed instrument will be administered campus-wide during specified semesters as described above. Separate departmental evaluation instruments, if approved by the department as previously described, may be administered during these same semesters if so desired by the department and/or the individual faculty member.

Appropriate Use of Student Evaluation of Instruction Information in Personnel Decisions

Faculty members may voluntarily choose to report numerical results from the nationally-normed instrument and/or the specific department assessment form(s) for evidence of teaching effectiveness in personnel decisions (such as promotion, tenure, merit pay, termination, etc.). Faculty members may not be compelled to submit student evaluation results for these purposes (see “Prohibited Use” below). Instead, however, faculty members should describe their responses to the numerical results and/or students' written comments. They may describe the content or teaching techniques that contribute to their success or describe changes in content or teaching techniques they have made or will make, or innovations they have made or planned that might enhance teaching effectiveness. They may describe how more recent results reflect a previous change in teaching activities. They can reflect on what the results reveal or confirm. They may explain the assistance they sought from their colleagues, the Center for Scholarship in Teaching and Learning, and/or professional organizations. The narrative thus developed would be reflective and explain how faculty members used the results of student evaluation of instruction to improve teaching. Narratives would be included in the faculty member's record of service as evidence of the implementation and response to student evaluation of instruction. Developing a response to student evaluations rather than merely reporting the summary numbers is more consistent with the formative intent of student evaluations at the individual faculty member level. It would allow faculty to avoid focusing on maximizing numbers, but rather concentrate on explaining their response to the numbers and students' written comments.

When developing recommendations or making decisions on faculty teaching effectiveness, committees and individuals must take into account other activities presented by the faculty member consistent with accomplishment in teaching effectiveness, including but not limited to:

  • peer evaluations
  • portfolios
  • course improvement activities
  • curriculum improvement activities
  • team teaching activities
  • faculty self-evaluation statements concerning philosophy and teaching techniques
  • pre-test/post-test measures designed to assess gains in student knowledge
  • other “value added” outcomes measures
  • documented informal or formal mid-semester student evaluations of instruction accompanied by reflections thereon
  • other measures of effectiveness prescribed by departmentally-approved criteria

Faculty members may voluntarily choose to report the numerical summary results of student evaluation of instruction with or without a narrative such as that described above. It is, however, improper for individuals or committees to draw inferences about the presence or absence of such data, as explained below. Such individuals or committees should also be aware that, because of the necessity of a transition period to this policy from the preceding one, faculty members could be submitting mixed evidence of teaching effectiveness for a period of several years. This is acceptable, and no adverse inferences may be drawn in such cases.

Prohibited Use of Student Evaluation of Instruction Information in Personnel Decisions

Because standardized rating instruments and department assessments may not adequately capture the nuances and variations across disciplines or between types of courses within a discipline, the use of the results of these evaluations may not be compelled in any kind of personnel decision (such as promotion, tenure, merit pay, termination, etc.) and may only be used if the individual faculty member wishes them to be so used. Individuals and bodies involved in such personnel decisions are expressly directed not to draw any inferences whatsoever about the absence of these results from any faculty member's dossier. Demonstrating teaching effectiveness, however, is the responsibility of faculty members and may be achieved in a variety of ways, such as those listed in the preceding section. It is important to reiterate that student evaluation of instruction is just a part of the teaching effectiveness. Ratings and written comments from students should be viewed as ongoing components of the overall process of professional growth and teaching improvement. Relying solely on student evaluations to assess the effectiveness of teaching and learning is inappropriate.

Approved by Faculty Senate 3-24-99. Amended Faculty Senate Bill 98-A-05. Amended Faculty Senate Bill 99-A-03.

Family Educational Rights and Privacy Act/Buckley Amendment

Faculty Senate Bill 12-A-30 begins here

Policy

The University maintains students' educational records in a manner consistent with the Family Educational Rights and Privacy Act of 1974 (Buckley Amendment), Missouri statutes R.S.MO. 610.021(6) and 610.010(4), and the implementation of these acts. These acts are designed to protect the privacy of students and parents regarding access to records and release of such records, and to provide opportunity for a hearing to challenge such records should they be inaccurate, misleading, or inappropriate.

Under the University's Open Meetings and Open Records Policy, adopted by the Board of Regents October 30, 1987, public records are closed to public inspection and copying to the extent that they relate to scholastic probation, expulsion, or graduation of identifiable individuals and personally identifiable student records.

Amended by Faculty Senate Bill 12-A-30 April 11, 2012, Reviewed by President April 23, 2012, Approved by Board of Regents May 12, 2012

Faculty Senate Bill 12-A-31 begins here

Procedures

The faculty member should be aware of the following areas affected by the Buckley Amendment:

  1. What kinds of records are covered? The Buckley Amendment covers all records, files, documents and other materials which contain information directly relating to a student and which are maintained by an educational agency such as a University. The location or format of the record does not matter. Discipline folders, health files, grade reports, and other records found in a cumulative folder or computer file are all covered. Schools are required to provide a list of all the records maintained on students.
  2. Under what circumstances is it all right to post grades? Grades may be publicly posted only if the student is not identified in any way. Posting of names, initials, social security numbers, or student identification numbers is not allowed. A faculty member can assign a code or number known only to the student and post the grades by these numbers. The numbers must be listed in a manner that assures that the students' numbers do not appear in the list in the positions that coincides with their places in an alphabetical listing of the students enrolled in the class.
  3. Are there any student records that a school can refuse to show a student? Yes, the following:
    1. A teacher's or counselor's "personal notes" (these are notes that a school official makes for his or her own use and are not to be shown to anyone else, except a substitute);
    2. Records of school security police if they are kept separate from the rest of the school's files, if the security agents do not have access to any other school files, and if they are used for law enforcement purposes only within the local area;
    3. Personnel records of school employees;
    4. Psychiatric or "treatment" records (but students can let a doctor of their own choice look at them);
    5. Financial records of parents.
      Note: School officials cannot refuse to show students a record simply because it was sent to them by someone outside the school system.
  4. Must the school show the record to students immediately upon request? No. Under the Buckley Amendment, the school has 45 days to grant the request.
  5. Can the school destroy records after the student has requested to see them? Such action is a violation of the Buckley Amendment. However, schools may remove or destroy records prior to a request.
  6. What if the student does not understand the records? An explanation must be provided by the school of the meaning or intent of statements made in the records.
  7. May students obtain copies of school records? Under the Buckley Amendment, they may obtain a copy:
    1. When records are transferred to another school, and
    2. When information is released to third parties.
    In addition, if receiving copies is the only practical way access can be obtained (e.g., the parents live in California, and the records are in New York), the school will have to make copies. Local school regulations will govern requests for copies in other situations and will also establish the amount that can be charged for each copy. Remember: Students have the right to see the records and take notes from them even if the school refuses to copy the papers for them.
  8. If students think information is misleading or false, how can they get it removed?
    1. First, the student may ask the school to remove it and explain why. If the school official agrees, then the matter is closed. If the school official disagrees, then a hearing can be requested by the student. A hearing is a meeting between the student and school officials that is presided over by an impartial individual (known as a hearing officer) or committee. The hearing's purpose is to let each side present the evidence in dispute within the school record and to let the hearing officer decide who is right.
  9. What information may be disclosed without prior written consent?
    1. Directory information may be disclosed without prior written consent if a confidential flag does not appear in the Student Information System. The University defines directory information as student's name; local and permanent address and phone number; date and place of birth; whether student is currently enrolled; dates of attendance; major field of study; anticipated date of graduation; degree(s) earned, if any, date, major, and honors received; participation in officially recognized activities and sports; weight and height of members of athletic teams; and most recent previous educational institution attended.
      Students may request restriction of release of directory information by completing a request available in the Registrar's office or online through the portal.
  10. What information requires the student's written permission for release? The student's written permission is required for release of non-directory information. Examples of non-directory information include parent name, address and phone number; class schedule; class attendance; grades; withdrawals, suspensions; and Southeast ID number. If you have a question concerning release of student information, contact the University Registrar. (Note: In addition to the University's liability for knowingly violating the Buckley Amendment, individuals are also held personally liable for knowingly violating this legislation.)
  11. Who may see a student's records without consent?
    1. School officials in the same university with a "legitimate educational interest," meaning that she/he must require the student's education records in the course of performing his/her instructional, supervisory, advisory, and administrative duties of the University;
    2. School officials in the University to which the student intends to transfer (but only after the student has had a chance to challenge the contents);
    3. Various state and national education agencies when enforcing federal laws;
    4. Anyone to whom the school must report information as required by state statute (the state statute must have been in effect prior to November 19, 1974);
    5. Accreditation and research organizations helping the school;
    6. Student financial aid officials;
    7. Those with court orders.
  12. May police, probation officers, or employers see student records without consent?
    1. No. Under federal law, police, probation officers, and employers cannot see or receive information from student records without obtaining the student's consent. If, however, the state has a statute that was in effect before November 19, 1974, requiring schools to give these individuals such data, then the school has the discretion to do so.
  13. May the school ask students to sign a blanket consent form at the beginning of the school year so they do not have to request each release of a record or its information?
    1. No. The school must contact the student each time someone requests to see any records.
  14. What must the school tell a student who is asked for consent to release records?
    1. The student must be told what records have been requested, why the request has been made, and who will receive the records.
  15. Where can I find more information on the Buckley Amendment?
    1. The University officer charged with ensuring compliance with the Buckley Amendment is the Vice President for Enrollment Management and Student Success who can provide more information if needed.

Amended by Faculty Senate Bill 12-A-31, April 11, 2012, Reviewed by President April 23, 2012, Posted for 15 Day Review April 2012

Guidelines for Classroom Copying; Photocopying Copyrighted Material for Teaching

  1. BACKGROUND
    1. The Copyright Act of 1976 (P.L. 94-553) precludes copying materials to avoid payment to authors and publishers for the use of copyrighted materials. Copyrighted works may be reproduced for classroom use and for research without securing permission and without paying royalties when the circumstances amount to what the law calls "fair use." In 1976, educators along with publishers developed a set of minimum standards of fair use which were set forth in the "Agreement on Guidelines for Classroom Copying in Not-For-Profit Educational Institutions" (Addendum #1). These standards can be used as a practical approach to determine fair use. Any copying that falls within these guidelines is considered to be fair use and permissible.
  2. GENERAL GUIDELINES
    1. The "1976 Agreement on Guidelines for Classroom Copying in Not-for-Profit Educational Institutions with Respect to Books and Periodicals" provides guidelines which are to be used to determine whether or not the prior permission of the copyright owner is to be obtained prior to photocopying the material.
    2. The responsibility for determining whether copyrighted material can be copied will reside with the individual faculty or staff member. In making this determination, individuals should carefully consider all sections of the guidelines contained in Addendum #1.
  3. PROCEDURES FOR DEPARTMENTAL, COPY CENTER, AND PRINTING SERVICE COPYING
    1. DEPARTMENTAL COPYING
      1. When copying copyrighted material on department/office copiers, faculty and staff should consult the guidelines contained in Addendum #1 to determine if the material they are going to copy requires permission from the copyright owner.
      2. Any material reproduced from a copyrighted source must include a notice of copyright at the beginning of the article.
      3. Departments shall prominently post near their copying machines a notice of the existence and source of availability of the University's policy statement concerning reproducing copyrighted materials (Addendum #2).
    2. COPY CENTER AND PRINTING SERVICE COPYING
      1. A copy verification form (Addendum #3) must be completed and submitted with requests for reproduction of copyrighted materials.
      2. A notice of copyright must be included at the beginning of the article to be copied.
      3. Printing and Duplicating and the Copy Centers shall prominently post a notice of the existence and source of availability of the University's policy statement concerning reproducing copyrighted materials (Addendum #2).
  4. PROCEDURES FOR COPYRIGHTED MATERIALS THAT ARE REPRODUCED AND SOLD TO STUDENTS
    1. Printed or copied course material which contains copyrighted materials must be sold to students only through the University bookstore (Southeast Bookstore). Southeast Bookstore has established procedures for obtaining permission and paying permission fees to copyright holders. Departments preparing course packets for sale to students should contact Southeast Bookstore for specific requirements and procedures.
      Approved by Administrative Council 1992

"1976 Agreement on Guidelines for Classroom Copying in Not-for-Profit Educational Institutions with Respect to Books and Periodicals," as adopted by 38 education organizations and the publishing industry

The purpose of the following guidelines is to state the minimum and not the maximum standards of educational fair use under Section 107 of the Copyright Act of 1976. The parties agree that the conditions determining the extent of permissible copying for educational purposes may change in the future, that certain types of copying permitted under these guidelines may not be permissible in the future, and conversely that in the future other types of copying not permitted under these guidelines may be permissible under revised guidelines.

Moreover, the following statement of guidelines is not intended to limit the types of copying permitted under the standards of fair use under judicial decision and which are stated in Section 107 of the act. There may be instances in which copying which does not fall under the guidelines stated below may nonetheless be permitted under the criteria of fair use.

Guidelines
Single Copying for Teachers

A single copy may be made of any of the following by or for a teacher at his or her individual request for his or her scholarly research or use in teaching or preparation to teach a class:

  1. A chapter from a book;
  2. An article from a periodical or newspaper;
  3. A short story, short essay or short poem, whether or not from a collective work;
  4. A chart, graph, diagram, drawing, cartoon or picture from a book, periodical or newspaper.
Multiple Copies for Classroom Use

Multiple copies (not to exceed in any event more than one copy per pupil in a course) may be made by or for the teacher conducting the course for classroom use or discussion provided that

  1. The copying meets the tests of brevity and spontaneity as defined below;
  2. The copying meets the cumulative effect test as defined below; and,
  3. Each copy includes a notice of copyright.
Definitions
Brevity
  1. Poetry: (a) A complete poem if less than 250 words and if printed on not more than two pages or (b) from a longer poem, an excerpt of not more than 250 words.
  2. Prose: (a) Either a complete article, story, or essay of less than 2,500 words or (b) an excerpt from any prose work of not more than 1,000 words or 10 percent of the work, whichever is less, but in any event a minimum of 500 words. (Each of the numerical limits stated in 1 and 2 above may be expanded to permit the completion of an unfinished line of a poem or of an unfinished prose paragraph.)
  3. Illustration: One chart, graph, diagram, drawing, cartoon, or picture per book or per periodical issue.
  4. "Special" Works: Certain works in poetry, prose, or in "poetic prose" which often combine language with illustrations and which are intended sometimes for children and at other times for a more general audience which fall short of 2,500 words in their entirety. Paragraph 2 above notwithstanding, such "special works" may not be reproduced in their entirety; however, an excerpt comprising not more than two of the published pages of such special work and containing not more than 10 percent of the words found in the text thereof may be reproduced.
Spontaneity
  1. The copying is at the instance and inspiration of the individual teacher
  2. The inspiration and decision to use the work and the moments of its use for maximum teaching effectiveness are so close in time that it would be unreasonable to expect a timely reply to a request for permission.
Cumulative Effect
  1. The copying of the material is for only one course in the school in which the copies are made.
  2. Not more than one short poem, article, story, essay, or two excerpts may be copies from the same author, nor more than three from the same collective work or periodical volume during one class term.
  3. There shall not be more than nine instances of such multiple copying for one course during one class term. (The limitations stated in 2 and 3 above shall not apply to current news periodicals and newspapers and current news sections of other periodicals.)
Prohibitions as to Single Copying for Teachers and Multiple Copies for Classroom Use

Not withstanding any of the above, the following shall be prohibited:

  1. Copying shall not be used to create or to replace or substitute for anthologies, compilations, or collective works. Such replacement or substitution may occur whether copies of various works or excerpts therefrom are accumulated or produced and used separately.
  2. There shall be no copying of or from works intended to be "consumable" in the course of study or of teaching. These include workbooks, exercises, standardized tests and test booklets and answer sheets, and like consumable material.
  3. Copying shall not
    1. Substitute for the purchase of books, publishers' reprints, or periodicals;
    2. Be directed by higher authority;
    3. Be repeated with respect to the same item by the same teacher from term to term.
  4. No charge shall be made to the student beyond the actual cost of the photocopying. Approved by Faculty Senate, Bill 88-A-11 - November 9, 1988 Approved by Board of Regents - December 1988 Revised 1992

Textbook Policies

The objective of the Southeast Bookstore/Textbook Rental Department is to support the educational mission of the University by providing textbooks to the undergraduate students through a cost effective rental system.

The University policy regarding the rental system is that textbooks shall be adopted for a period of two calendar years with a limit of one book per course and with all sections of a course using the same text.

A variance of the limit of one book per course is automatically granted for:

  1. Five hour Courses
  2. Volume I and Volume II books
  3. Interdisciplinary Courses

Requests for exceptions from the stated policy shall be decided at the department or School of University Studies level and should be based on academic needs and sound financial principles. The bookstore manager will be available for consultation with the department chairperson when necessary.

In order to protect the financial soundness of Textbook Rental, adoptions will be processed in the following order: first, all requests in compliance with the stated policy, and second, all requests for exceptions to the stated policy in the order in which they were received by Textbook Rental until the limit of budget for new acquisitions is reached.

A report will be compiled and distributed each semester, stating the number of variations granted by each department. The reports will be distributed to the Administrative Council and the department chairpersons.
Revised, July 1992 Updated August 15, 1997

Guidelines for the Establishment and Operation of Academic Internship Programs

The academic internship is a viable extension of the formal academic setting that affords students an opportunity to gain valuable professional experiences and to ensure that these are interfaced with the learning objectives in the student's major area of study. As a learning alternative, the internship provides career-related experiences that build upon and extend the more formal student experiences on campus.

This joint educational venture requires close cooperation between the various campus constituencies involved in the program and the agencies, organizations, or businesses associated with the program. Colleges and departments have specific responsibilities in terms of ensuring quality, academic standards, and consistency of operation. Faculty members assume various roles of supervising students, maintaining relations with professional supervisors, and ensuring effective administration of the program. Students assume responsibility for achieving the appropriate learning outcomes while working under the close supervision of the faculty member and one or more recognized professionals in the work setting.

Basic Definition

An academic internship affords the student a unique opportunity to combine formal learning experiences with the professional work setting. Internships are planned experiences that are approved prior to enrollment for credit. Internship programs may be established for between three and fifteen semester hours of credit. As a normal guide, it is expected that for three hours of credit, the student would be employed in a supervised learning experience for at least 120 hours spread over the academic session. While the number of hours provides the basis for a set time frame, the emphasis throughout the internship is on the quality of the planned learning experiences.

To ensure that the internship is a meaningful learning experience requires clarity in process, consistency in standards, and shared responsibilities among various constituencies. To assist in this process, the following guidelines are utilized.

  1. College Responsibilities
    1. The internship program should be implemented and maintained in a manner consistent with the guidelines outlined in this document.
    2. Regular curricular processes should be followed for the establishment and review of internship programs.
    3. Assurances should be made that the internship program is a natural extension of the desired learning outcomes appropriate to the major.
    4. Assurances should be made that the internship program is properly administered and that appropriate understandings have been developed with the cooperating business or organization.
    5. Assurances should be made that affiliated site sponsors follow practices consistent with institutional equal opportunity/Dean of the Graduate School guidelines.
  2. Department Responsibilities
    1. The internship programs should be a regular part of the instructional program for majors in the department.
    2. The procedure for initiating an internship program should be the same as that for adding a course to the regular curriculum.
    3. The matters of scheduling supervision, academic credit, evaluation, instructor work load, prerequisites, eligibility, etc., should be resolved at the department and college levels through the same procedures provided for other courses.
    4. The department chairperson involved in the internship programs should exercise special care to ensure that instructor workloads be adjusted appropriately.
    5. Departments should review and scrutinize their internship programs regularly and carefully to ensure that quality is maintained and that recognized goals of the department are being met.
    6. In instances where federal funds are available for internship programs, the departments should avail themselves of the advice and assistance of the University officer who is knowledgeable about federal procedures to be followed in applying for such funding.
    7. The department should ascertain whether each proposed field supervisor is a recognized professional in the subject area of the internship program.
  3. Faculty Member Responsibilities
    1. The faculty member is responsible for coordinating contacts with the field supervisors with whom the internship is to take place, for arranging the work program in consultation with the field supervisor, and for maintaining this contact with each field supervisor until the student has successfully completed the experience.
    2. The faculty member responsible for the internship program should provide an appropriate course syllabus and seek approval in a manner similar to that provided for regular courses.
    3. The faculty member should supervise the student and work closely with field supervisors.
    4. The faculty member should carefully screen field supervisors and work environment situations.
    5. The faculty member should arrange times and dates of student participation with the field supervisor and should resolve any scheduling problems which the student encounters.
    6. The faculty member should apprise the student of what is expected and assign the student's grade at the end of the semester.
    7. The faculty member should follow up on the student's progress with periodic contacts with the supervisor as well as conferences and reports from the student.
    8. The faculty member should file a schedule of work experiences and activity guidelines with the department.
    9. The faculty member should ensure that the quality of the internship continues from semester to semester.
  4. Professional Field Supervisor Responsibilities
    1. The professional field supervisor should assist the faculty member in planning relevant and desirable work experiences for the student participant.
    2. The professional field supervisor should provide guidance to the students in their internship programs.
    3. The professional field supervisor should work closely with the faculty member to make certain the intended learning takes place.
    4. The professional field supervisor should remunerate the student if such has been agreed upon in advance.
    5. The professional field supervisor should record attendance of the student on the internship.
    6. The professional field supervisor should notify the faculty member if any major deviations from the intended program become necessary or desirable.
    7. The professional field supervisor should evaluate the student's participation in the internship program and submit the evaluation to the faculty member.
  5. Student Responsibilities
    1. The student is answerable to the field supervisor for on-the-job performance and to the faculty member for academic, course-related matters.
    2. The student should clearly understand the nature of the internship program in terms of credit hours, salary (if any), method of grading, duration of the program, and the number of hours required for the program.
    3. The student is required to attend all scheduled meetings and to complete all assignments and the schedule of activities agreed upon by the faculty member and the professional field supervisor.
    4. The student is expected to provide all transportation, personal equipment, and supplies not provided by the affiliated sponsor.
    5. The student is expected to write and submit follow-up reports, a comprehensive final report, and/or a listing of work experiences to be graded or evaluated by the faculty member.

These guidelines are based upon the recommendations as presented in Faculty Senate Bill 78-A-02 Academic Services, 1982

APPLY VISIT DONATE