LAS Faculty Guide to Course Planning, Policies and Procedures 


Academic Integrity and Grievances
Course Drops
End-of-term Information

Mid-Term Grades
FERPA - Privacy of Records
Grade Submission
Grading Manual
New Semester Planning

Forward Credits
Retroactive Course Registration
Syllabus
Volunteer Emergency Worker Policy
Service for Faculty



Academic Integrity and Grievances

Academic Dishonesty Allegations

When there are breaches of academic honesty, it is incumbent on the instructor to see that appropriate action is taken. The College strongly recommends that matters of academic dishonesty be addressed through the Student Disciplinary Procedure established by the Senate. Both the Judicial Liaison Process and the Student Judicial Hearing process are available to faculty through the procedure. These provide safeguards for faculty who discover academic irregularities and assure due process.

Faculty members may forgo the use of the procedures and impose one of the following sanctions (and no others):

  • Redoing the Assignment. The student is requested to rewrite the paper or take an equivalent examination or assignment.
  • Failure on the Assignment. The faculty member may refuse to evaluate the paper, examination, or laboratory exercise and will record the grade of F for the assignment.
  • Failing the Course. The student may be dismissed from the course with a grade of F.

Any other recommended sanctions (.e.g., reprimand, suspension, expulsion) must be through adjudicated processes.

By using the established procedures, faculty, as well as students, receive due process and evidentiary-based hearing. Failure to use these procedures may lead a student to file a grievance under the Student Academic Grievance Procedures, a process which can be onerous and time-consuming for all parties. In addition, repeat offenders may not be identified if a report is not filed, and unfounded allegations may lead to serious consequences.

The procedures, on-line complaint form, and Student Disciplinary Policy can be found at the Dean of Students web site.

Student Academic Grievance Procedures 

Student Academic Grievance Procedures (March 1, 2007) can be used by students who seek resolution of complaints or grievances regarding academic standing or about academic decisions. The most common use of these procedures is related to grade assignment or when the Student Judiciary Procedures were not used in instances of alleged academic dishonesty. The procedures are multifaceted, lengthy, time-consuming, and mandatory once a grievance is filed.
(March 1, 2007) can be used by students who seek resolution of complaints or grievances regarding academic standing or about academic decisions. The most common use of these procedures is related to grade assignment or when the Student Judiciary Procedures were not used in instances of alleged academic dishonesty. The procedures are multifaceted, lengthy, time-consuming, and mandatory once a grievance is filed.


Course Drops

Only a student can initiate the dropping of a course. The student can drop a course through Banner up through the 10th day of the semester; there is no academic penalty nor does a ’W’ appear on the transcript. After the 10th day and through Friday of the 10th week, the student may drop courses by seeing a college academic advisor. These late drops are indicated by ’W’ on the transcript and are limited to a total of four for the student’s entire UIC career. In emergency situations, the college will entertain petitions for drops beyond the official deadlines. The student must see an academic advisor for guidance and a petition form. Summer drop deadlines are announced in on-line registration information.


End-of-term Information

Grade entries into Banner are due on the Tuesday following final exam week for the fall and spring semesters, no later than 5:00 p.m., at which time grade roll will occur. Summer grades are due according to deadlines announced by the Registrar. There are no time extensions for grade submission; this includes undergraduate and graduate courses. At this point, no changes to entered grades can occur without a hand-prepared Supplemental Grade Report. Any grades not entered by the deadline will require the submission of an individual Supplemental Grade Report for each enrolled student in a course and must include the department executive officer's signature. Late grades can be detrimental to students and affect their academic standing and/or ability to graduate.

Instructions for submission of grades are distributed separately and may be accessed via Faculty Self-Service obtainable through my.uic.edu portal.

If a student completed your course but is not on the class roster see the notice above. If you believe that a student has withdrawn from your course you still must enter a grade, even if it is an "F", which will be replaced with a "W" when and if an approved withdrawal is processed. Do not submit SGRs requesting a "W".

  • Grades of F or  U must be accompanied by a Banner entry for the last date of attendance (or last date of an exam, quiz, contact, or last date of assignment submission whichever is latest).   If a student did not attend bur was on the grade roster, enter the 1st date of instruction and “0” in the “Attend Hours” column.Only assign an incomplete (I) if (a) you have discussed the incomplete with the student, (b) the student has been making satisfactory progress, and (c) you have explained the requirements to complete the course. An I is a contract between student and faculty and is wholly at the discretion of the instructor. In order to assign an I, you must  complete an Incomplete Grade Assignment form that specifies the terms for completing the coursework. Both the instructor and department should retain copies and one should be given to the student. Inform the student not to re-register for the course and that the time limits for completion are enforced. An unresolved I is automatically converted to "F" by the Registrar’s Office.
  • Instructors not returning to UIC for a following semester should leave grading materials with the department.
  • University policy prohibits grade changes after two years from the initial grade posting. The College may request justification for grade changes.
  • All courses that are zero level (0xx) are graded S/U only. Grading drop-down boxes include only the grades that can be assigned to your course.
  • Grades of CREDIT/NO CREDIT (old pass/fail) are automatically assigned based on the grade you submit. No action is needed other than assigning a standard grade.
  • Supplemental Grade Reports are submitted through the department that then forwards them for college approval before forwarding to the Registrar’s office.

Mid-Term Grades

Faculty is greatly encouraged to submit mid-term grades for 100-level courses. This enables freshmen in particular to have a formal indication of performance and provides academic advisors with important guidance information. Mid-term grades are only indicative of performance and are non-binding. Students should be informed as to the criteria used and meaning of mid-term grades. The instructions for mid-term grades are provided by the Registrar in advance of the grading period.


FERPA - Privacy of Records

Federal law (Family Educational Rights & Privacy Act, 1974 as amended) prohibits the public posting of course or exam grades either by student name, student social security number, any part thereof, or personal identifier including the UIN that is accessible to persons other than the student and instructor. This applies to public posting on the web. Grades are available on-line to students via the Student Access System no later than the Monday following the grade submission deadline; they are not mailed. Detailed information regarding FERPA is available. The college strictly enforces student privacy rights. Instructional staff should be aware that the sharing of student grades and performance information is protected even to the extent of not sharing information with family of the student and other faculty who do not have a legitimate right to know. Graded student material or records should never be left in public areas. Violations of FERPA can have serious legal implications.


Grading Manual

It is important that all instructional staff be familiar with campus policies and procedures related to grades. The Grading Manual is regularly updated and should be reviewed annually.


New Semester Planning

Campus policy requires that students be properly registered for a class in order to earn academic credit for that class. "Students should not be permitted to attend any course unless they are officially enrolled." Please verify that students completing coursework and exams are registered. It is important to regularly review your class rosters available through Web for Faculty.

  • All students are entitled to have regular assessments of performance. It is recommended that students be provided with  evaluative measures of performance prior to the course drop deadline.
  • The UIC registration system (Banner) allows students to register for open courses during the first ten days of the semester. Although LAS policy requires instructor approval for registration in the second week, the system does not automatically restrict registration during this period.
  • After the second week of classes a student may be added to a class if 1) there is a verifiable seat available as shown in Banner, 2) the student has been regularly attending, 3) approval is granted by the course instructor, and 4) the college approves the registration.
  • All forms including registration revision forms, supplemental grade reports, etc that must be processed through the registrar's or admissions office must be submitted to the college and not sent directly to campus processing offices.
  • Please adhere to university policy on final exams. If final exams are given, they may be given only during final examination days. They may not be given earlier nor may course instruction occur during the final examination period.
  • The academic advising services of the College are available to all LAS undergraduates. Students should be referred to the  LAS Academic Advising Center http://www.las.uic.edu/students/current-undergraduate/student-affairs when non-classroom issues arise.
  • Behavioral issues should be referred to the Dean of Students.


Forward Credits

Allowing a registered student to receive course credits and grades without doing required class work during the registered term is strictly prohibited. Students who have previously participated in or audited a course or engaged in academic work without registering may not earn credit in a subsequent semester for the previous work.


Retroactive Course Registration

The campus strictly enforces university policy pertaining to the disallowance of retroactive course registrations except in the most compelling instances. The impact for faculty is that no student is to be allowed to attend classes unless officially registered in the course, and if it is so permitted by faculty, registration after the completion of the semester will not be permitted. No staff member is authorized to allow or encourage a student to stay in a course with the assumption that the student can be added to the course after the semester has concluded. Supplemental Grade Reports (SGR) for non-registered students will not be accepted. If there is an instance in which such a retroactive registration can be fully justified, the student must obtain a "Petition for Retroactive Registration" from the college office. The faculty member must then separately submit a written justification along with either an SGR or course information and the assigned grade to Senior Associate Dean Emanuel Pollack (327 UH, M/C 228).

Specific information is available in the Grading Manual but your attention is drawn to: "students whose names are not listed on the roster are not officially enrolled and will neither receive credit nor a grade" and "faculty members should review the information carefully to ensure that students attending class are officially registered."

Please be aware that the flexibility the College had in the past regarding justifiable retroactive registrations has been curtailed; thus, there is no assurance that even college-endorsed requests will be honored. Instructional staff may be liable for situations arising from having permitted a student to be in a class without being properly registered.


Syllabus

The LAS Dean's Office enforces the campus policy that each course must have a syllabus available to each registered student that includes the  listed information.  Refer to http://www.uic.edu/depts/oaa/ua/syllabus_policy.html for details.


Volunteer Emergency Worker Policy

The Volunteer Emergency Worker Higher Education Protection Act (Illinois P.A. 94 957, 2006) provides for accommodation to be made for students who volunteer to serve as emergency workers. If an absence is the result of a student's documented role as a volunteer emergency worker an instructor is required to accommodate the absence within reason. Students can appeal using the college petition process if they believe the professor has not reasonably accommodated an absence resulting from volunteer emergency work. A volunteer emergency worker is defined in the Volunteer Emergency Worker Job Protection Act and in most cases would be a volunteer fire fighter, emergency medical technician, ambulance attendant, or other first responder.


Service for Faculty

Please familiarize yourselves with faculty information and services through the Academics link once you have logged into my.uic  Verify that you are assigned to your courses. It will be necessary to file your final grades using this system, and only the assigned faculty member may enter grades. Students use my.uic  to access their registration and grade information.

Reminder: Faculty are obligated to complete and submit student-related documents and inquiries in a timely manner.

 


Please direct questions or issues regarding the content of this document to Senior Associate Dean Emanuel Pollack by e-mail or telephone at (312) 413-2532