Faculty GuideBook
 Attendance
(class rosters)GradesGrade
Submission (mid terms and finals)Pass/FailRegistrationWithdrawing
from a Course
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| ~Academic Petitions~ | ||
What: Students occasionally experience
extenuating circumstances that interfere with their intent to follow
rules and procedures regarding various facets of University life. Students
may also find an interpretation of a rule or procedure confusing or
unacceptable as applied to their individual situation.'
The academic petitions committee reviews petitions by students
to consider exceptions to University policy regarding scheduling changes,
course grade options, distribution requirements, and graduation requirements.
Petitioning students must provide appropriate documentation and academic
advisor and/or course instructor substantiation of claims to extenuating
circumstances. An explanation for tardiness for all missed deadline
petitions is required. When: The academic petitions committee meets weekly during the Fall and Spring semesters. How: Students must properly complete an
Academic
Petition form and obtain the necessary signatures. The form may
be printed from the Registrar's web site or obtained in the Registrar's
office. The form requires the signature of the student's advisor. In
accordance with the type or petition, the student must provide supporting
statements by faculty/staff members and/or other documentation as the
individual case warrants (e.g. completed add/drop forms, withdrawal
forms, pass/fail
forms etc.). |
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~Student Attendance~ |
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Rosters What: The Registrar's Office will ask each course instructor to confirm and correct an attendance roster for each course s/he is teaching once each term. We use these rosters to review student attendance and to aid us in working with students to correct their registrations where necessary. When: Immediately following the Add/Drop period each term. How: One roster for each course is sent directly to the instructor via campus mail. Instructions for completion are on the form. Rosters must be completed, signed, dated, and returned to the Registrar's Office in Vilas Hall via campus mail, fax, or in person. It is important that registered students (those listed on the roster) are confirmed as attending or not attending and non-registered students (those attending but not listed on the roster) are identified by adding their names and id number to the roster. NOTE: We will contact instructors who do not return their rosters and will continue the follow-up until corrected rosters are returned to us. |
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~Grades~ |
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Grade
Scale A 'p' grade is awarded to students taking a course on a pass/fail basis who receive at least a 1.00. Failing grades are recorded as 0.0. See the section on Pass/Fail for details on how a student elects this option.
An incomplete grade "e" is assigned only when as the result of unusual or extenuating circumstances some part of the required work for the course is left unfinished. In such a case the instructor informs the department chair and agrees with the student on conditions, preferably in writing, for removal of the "e" grade. The student is expected to fulfill these conditions in good time in the ensuing semester for the instructor to evaluate the work and report a permanent grade to the Registrar's Office by the end of the sixth week of the semester. If no grade is reported, the "e" is replaced by 0.0 (Failure). The "e" grade is not to be used in cases where work is incomplete but there has been no arrangement made with the student to complete the work (e.g. the student quit attending class or missed the final and failed to make arrangements to make it up).
An "x" grade is assigned at the end of a semester for work in a designated course that will be completed in the following semester (a 2-semester course). Do not confuse this with the "e" grade (see above). Only those students specified by the midterm of the initial semester are eligible to receive an "x" grade. There are specific courses eligible for "x" grades. These are approved by the Department Chair each semester. |
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~Grade Submission~ |
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Midterms When: Just after the midpoint of the semester. Check the Faculty Administrative Calendar or the date reminders on the Registrar's website for the deadline each semester. There is a one week "window" to submit the grades. How: Grades are submitted in the APR system.
When: At the end of each term. Check the Faculty Administrative Calendar or the date reminders on the Registrar's website for the deadline each semester. How: Grades are submitted in the APR system. Detailed instructions are available online within APR and from our web site. A grade must be submitted for all students on the grade roster. If a student's name is on the grade roster but they did not attend the class you should submit a failing grade.
Grade Changes What: Grade changes must be done through the Registrar's Office after the grade submission period in APR has ended. All grades entered or changed through the Registrar's Office require the signature of the instructor (giving us permission to enter "your" grade on a student's record). Grade changes other than conversion of "e" or "x" grades must be approved by the Academic Dean and the Chair of the department in which the grade is earned. When: Conversion of "e" grades must be done by the end of the 6th week of the subsequent semester. There is no deadline for other grades changes. How: Complete a Grade
Change Form. Forms can be printed from the Registrar's Web site
on the Faculty Information page. The
form must be signed and dated. Please do no email grade changes to our
office. We must have proper documentation to change a student's grade. |
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~Pass/Fail~ |
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What: A student is permitted to elect up to four semester course units to be graded Pass/Fail, No more than one optional Pass/Fail course can be taken in a semester. Courses in the student's major and minor fields cannot be taken on a Pass/Fail basis after the major and minor are declared. The Pass/Fail option requires the written consent of the instructor. Passing grades "p" are not computed into the student's GPA. Failing grades (0.0) are computed into the student's GPA. When: Within the first 25 class days of
the Fall and Spring semesters and the first eight days of a summer session.
See the Faculty
Administrative Calendar or date reminders on the Registrar's website
for the deadline each semester. How: Students must submit a properly completed
Pass/Fail
form to our office. Students may submit petitions to the Academic
Petitions Committee for late Pass/Fail options after the deadline. A
completed Pass/Fail
form must accompany the petition. |
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~Registration~ |
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Registration Schedule Registration
for undergraduate semester courses takes place in the preceding semester:
April for Fall courses and November for Spring courses. The Academic
Planning and Registration (APR) system is used for online registration
for a one week period. Following that week, students may continue registration
through the Registrar's Office until the end of the semester. Registration
changes during this time do not require the signature of adviors or
of instructors (unless the course is full, the course is a permission-require
course, or in cases where the student does not meet the course pre-requisites).
Once the semester ends, the next opportunity for students to make registration
changes is the day before classes begin in the Fall and Spring semesters.
The first day of classes is the start of the Add/Drop Period as detailed
below. What: For a short period after classes begin students may make changes to their schedule to add or drop courses. When: During the first 7 days of the Fall and Spring semesters and the first three days of a summer
session. How: Students must complete an Add/Drop
slip. Instructor signatures are required for each course added or dropped.
The student's advisor must also sign the slip. Registration changes
after the Add/Drop period require students to submit a petition to the
Academic Petitions Committee for a late schedule change. A properly
completed Add/Drop slip must accompany the petition.
What: All active on-campus students will
have an Advisor Hold placed on their academic record. which
prevents them from requesting course registrations in APR. After the
advisor has had sufficient dialog with an advisee, they release the
hold and the student may make registration requests. It is at the advisor's
discretion to determine when to release the hold. When: The advising period is two weeks prior to APR registration. A student's hold must be cleared prior to their registration "window" in APR for them to receive their class priority in registration. How: In the advisee list in APR there is a column labeled "Can Reg?". Click in the column to release the hold. A blank column means the student still has an Advisor Hold. A checkmark in the column means the Advisor Hold has been released. |
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~Withdrawing from a Course |
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What: Students are permitted only two course withdrawals before graduation. A withdrawn course remains on the student's transcript and a "w" grade is entered by our office. Withdrawal from FYP or FYS is not permitted. A grade of "w" does not affect a student's GPA. When: The course withdrawal period begins immediately after the Add/Drop period and ends after the tenth week of classes. See the Faculty Administrative Calendar or our website for the deadline each semester. How: Students must submit a completed
Course Withdrawal form to our office. If a properly completed form
is not submitted before the deadline, the student remains enrolled in
the course and is graded accordingly. Students may submit a petition
to the Academic Petitions Committee for a late course withdrawal after
the deadline. A completed Course
Withdrawal form must accompany the petition. |
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