3. Preparing to Teach

A. Instructor Obligations

To Assure that there is similarity and consistency among the various sections in multi-section courses, and to assure that all the lower division courses run as smoothly as possible, all instructors are expected to meet certain obligations. If you have questions, consult your department secretary.

All Instructors are expected to...

* Meet every scheduled class (avoid canceling class early)
* Hold regular office hours during which the door is open and you are available to talk with students
* Follow the course outline and/or syllabus
* Require the minimum number of hourly exams, to be graded using partial credit
* Require the final examination as scheduled
* Return all exams to students as promptly as possible (within a week is tolerable, the next class meeting is desirable)
* Submit grades at the end of the semester to the department
* Submit grading policy for each course to the course coordinator for approval (at the beginning of the semester before you give it to your students)
* Attend all required meetings, either departmental or for specific courses which you are teaching
* Return all texts to the department unless you are assigned to teach the same course the following semester

*LEGAL TIP *
Religious Observations: Try to provide reasonable accommodations of a student's religious beliefs with regard to examinations and other academic requirements. Avoid scheduling mandatory academic requirements on days when substantial numbers of students would almost be absent because of religious observance.

Syllabus

It is a cardinal rule of teaching that an instructor share his/her expectations with the class, and as soon as possible. A course syllabus will be a major tool for detailing work you expect from your students. In fact, the syllabus becomes an implicit contract between student and instructor.

In most cases, duplication of class materials is handled through the departments. Early submission of materials is advisable; the start of the semester usually puts a high demand on typing and duplicating services.

Typically, a course syllabus should be structured to make information clear and easily understood, and include the following:

• Title of course and course number
• Day(s), time, and place class meets
• Name of instructor
• Day(s), time, and place of office hours
• Required and optional texts and readings
• General statement of purpose of the course ("this course is designed to engage you in an in-depth look at...")
• Course goals ("as a result of taking this course, you will be aware of and informed about...be conversant with...be able to articulate...be able to discuss, debate, and develop...")
• Academic Integrity Statement
• Course policies (may include student responsibilities, as well as instructor responsibilities in the areas of attendance, grading, makeups, assignments)
• Course schedule (may be chronological or topical; may include reading schedule, holidays if no classes held, due dates for assignments, exam dates)
• Course evaluation procedures
• Course resources for students (DRC, SALT, Writing Center)

*LEGAL TIP *
What types of liability do faculty members face, and how are they insured? All University employees are required to conduct their activities safely and legally, in accordance with established policies and regulations. However, in the course of you activities, liability may arise form a variety of sources such as your actions as a teacher, supervisor, or administrator, or while acting in another capacity such as driving a University vehicle.

Claims against University employees are defended and insured under the provisions of a statutory, self-insurance program provided by the State (A.R.S. 41-621, et seq.) Legal defense is appointed by the Arizona Attorney General's office, and court awards and/or settlements are paid by the State from the self-insurance fund or the University. If the University must pay for legal expenses, departments in which the dispute arises are responsible for identifying funds form which these expenses can be paid.

This coverage only applies to the acts and omissions of the State employees in the course and scope of employment.

Interim Policy on Course Syllabus

The distribution of a course information sheet is required for all University courses. It must be distributed during the first week of classes and a copy, available to students, must be kept in the departmental office for a period of not less than one year.

This interim policy was adopted by the Faculty Senate in 1993 and is pending formal adoption as institutional policy.

The following minimum information shall be provided:

1. Instructor's name, office (room) number, and telephone number
2. Office hours or a statement of an "open door" policy
3. Grade and absence policies
4. List of required texts.
5. Number of required examinations and papers
6. Required extracurricular activities, if any
7. Special materials required for the class, if any

A statement is permissible indicating that information contained in the course information sheet, other than the grade and absence policies, may be subject to change with advance notice, as deemed appropriate by the instructor.

Interim Provost Michael Gottfredson is asking the Undergraduate Council to consider an eighth element that would provide notification of course content that may be deemed objectionable by some students. As the council deliberates this proposed requirement, instructors may elect to augment their course information sheets with such information.

Office Hours

All faculty members and teaching assistants sign a faculty contract. The back of the contract states that you will see students in order to provide opportunities for students to seek guidance under conditions of privacy. A typical rule of thumb is a minimum of three to four posted office hours each week.

Office hours should be listed on the syllabus for each course and posted on the door of your office.

Inform the department of your office hours. A listing of all faculty and graduate student office hours should be maintained in the main office of the department.

Office hours are important for handling problems relating to the course and also for allowing students to develop personal relationships with the faculty. Encourage your students to take advantage of the time set aside to work individually with them.

B. General Information

Find out the following about your department:

• Personnel
  • Chair
  • Associate of Assistant Chair
  • Trainer/Supervisor
  • Course Coordinator
  • Secretaries
• Notices, Mail, and Mailboxes
• Supplies
• Audiovisual Materials
• Office Hour Requirements

*LEGAL TIP *
Risk Management and Safety: Many activities on a University campus involve some risk of harm. Losses can include theft, fire, injuries, liability claims and lawsuits, and regulatory penalties. Faculty members share the responsibility within the university community to conduct activities in a manner that recognizes and reduces these risks. The Department of Risk Management and Safety coordinates the UA's programs in this area, and is available to assist faculty members and supervisors with their responsibilities.

Certain activities require approval from various university committees and departments prior to starting the work. Examples include work involving radioactive materials, biological hazards, human subjects, hazardous materials or waste, etc. Faculty must contact Risk Management and Safety for guidance during the planning and development stage of any new activity or program that involves risk.

All accidents must be reported to Risk Management and Safety to ensure that proper documentation is gathered quickly in the event a claim arises from the incident.

For more information, contact Risk Management at 621-1790 or e-mail them at Risk@w3.arizona.edu.

C. Exams

Examinations are a critical part of many courses. The following describes regulations and policies concerning midterm and final exams.

Midterm Exams

It is expected that all midterm exams will occur during a regularly scheduled class period. For multiple-section courses in which it is impossible to offer midterm exams during the regular class period, the following requirements must be met:

• Departments may make notations in the Schedule of Classes when specific classes meet outside of the regular class period.
• The controlling academic dean should approve such action in advance.
  

Final Exams

Some guidelines for final exams:

• Final Exam guidelines are published in the Schedule of Classes (refer there for additional information).
• All forms of examination are prohibited on class days during the week of finals.
• Final exams should not exceed two hours in length and may be given only at the times established by the Schedule of Classes (hard copy version available at the U of A Bookstore; online version available in UAInfo at: http://garnet.ccit.arizona.edu/cgi-bin/schedule/schedule.cgi.
• Common final exams can be scheduled only in courses that have more than four (4) class sections. Rooms for these course finals will be announced by the instructor prior to the final exam period.
• It is the responsibility of the student to make sure final exam times do not conflict. A student having two or more exams scheduled for the same time period will take the exam in the course with the largest enrollment. The student must then arrange with the instructor of the other course to schedule a makeup exam at the earliest possible time during the final exam period.
• A student having four or more exams scheduled on one day may, upon prior notice to the instructors concerned, arrange to take the fourth, fifth, etc., exams on some other day during the exam period. The student must report to the Office of Curriculum and Registration (Administration 210) to obtain an authorization letter for rescheduling the exam.
• Final exams may be returned to students. If you elect not to return exams, please retain the exams for one year in case a grade conflict arises.

Such courses as seminars, colloquia, laboratory and studio course, workshops, and internships may not lend themselves to the format of a comprehensive final examination. The home department is best equipped to judge whether an exception should be made and, if so, whether some other meaningful academic activity should replace the final examination period. The student must be informed of any such exceptions made prior to the last day for withdrawal with a passing grade, as established in the University Catalog (last day to withdraw from courses with an instructor's signature, which is the end of the 8th week of classes).

D. Grading

For specific information regarding grading and grading policies, refer to the University Catalog online at http://catalog.arizona.edu and select the "Academic Policies" link.

Reporting Final Grades to the Registrar and to Students

Each semester, the Office of Curriculum and Registration provides grade rosters and instructions to faculty members for all courses. Grades must be reported promptly and in accordance with the Registrar's instructions, based upon Faculty Senate and University policies. If a student is not listed on the grade roster and has attended class regularly, taken exams, and earned a final grade, write his/her name at the bottom margin of the grade roster and report it to the student. The student is responsible for the class and clearing the matter with the Office of Curriculum and Registration. An instructor has no alternative but to assign a failing grade (E) to a student who has not participated in the course but whose name appears on the grade roster list.

Public posting of grades by student names, matriculation numbers, or Social Security numbers violates the Family Educational Rights and Privacy Act of 1974 (see University Handbook for Appointed Personnel, Ch. 1, Sect. 2.05).

If the instructor wishes to report the students' final grades to them before they are processed by the Office of Curriculum and Registration, it is recommended that the instructor ask each student to submit a stamped, self-addressed envelope, or postcard at the time of the final examination.

Student's grades are available through Student Link the day after the grade roster is submitted to the Office of Curriculum and Registration.

Challenge of Grade

Grades reported to the Registrar by an instructor may not be changed except by the authority of an "Official Change of Grade Form" completed by the instructor and approved by the head of the instructor's department, or pursuant to the appeals procedure. Instructors may change a final grade only when the original grade was miscalculated. The grade of "I" (Incomplete) may be removed within one year by filing a completion with the Registrar, on the "Official Change of Grade Form." For further details, see the section on "Grading System" at http://catalog.arizona.edu/policies/994/grade.htm.

Grade Appeals

A student's protest of a grade must be lodged by a student with the course instructor no later than the end of the fifth week of classes of the first next regular semester after the semester or summer term in which the grade was awarded. Only in exceptional cases shall a grade review be processed during a summer session. The dean of the college offering the course shall determine if the case warrants immediate review. (See University Handbook for Appointed Personnel, Ch. 7, Sect. 7.08). Refer students to the University Catalog.

Withdrawals

Students may drop courses via Student Link through the end of the fourth week of classes, resulting in the course being deleted from the student's record. After the end of the fourth week of courses, and through the eighth week, students may drop with instructor's permission using a "Change of Schedule Form." After the end of the eighth week of classes, a student is referred to the College Dean's office. For further information, see "Withdrawal Grade" within the "Grading System" portion of the University Catalog.

Instructors may administratively drop students for nonattendance. The date that the Administrative Drop is received in the Office of Curriculum and Registration determines the manner in which a student's record is affected. Administrative Drop information is available in the University Catalog at http://catalog.arizona.edu/policies/994/classatten.htm.

Grading Policy Issues

The following points are offered to help you deal with grading policy issues

• On the first day of class, inform students in the syllabus that you do not change grades. It is against University policies and regulations to do this, and it is not fair to other students in the class. You will be glad to recheck their scores, but you have a firm policy of not changing grades based on students' scholastic or personal situation
• When you are concerned about a student's personal situation, encourage the student to make an appointment with Counseling and Psychological Services, Campus Health Service (621-7591 or 621-3339).
• Remember that it is not your course alone that is leading to the student's problem. Typically, a student's academic difficulties are due to a continuing pattern of poor performance.
• Along with your concern about a particular student's dismissal, consider the morality of changing a grade or allowing a course repeat through assigning an Incomplete without considering all other students in your class.

E. Confidentiality

Release of Student Information

The policy of the UA, with respect to release of information, is that most student records are confidential. The Office of Curriculum and Registration is responsible for the maintenance of student academic records, and for the appropriate release of information from those records, but any information maintained by you may be considered an "educational record" in appropriate circumstances. You are responsible for assuring the confidentiality of that information.

Graduate teaching assistants should take special care to honor the confidentiality of student records. It is the policy of the UA, a set forth by federal law in the Family Education Rights and Privacy Act of 1974 (FERPA), that students' educational records (excepting "directory information") shall not be given to anyone other than authorized school officials without the prior written consent of the student. The exception for "directory information" concerns public information such as student's name, local/residence hall address and telephone number, field of study, dates of attendance, and degrees. This may be disclosed by the University for noncommercial purposes, unless restricted by the student. Under this act, students also have the right to file complaints with the United States Department of Education concerning alleged failure by the employees of the University to comply with the Act.

Copies of the University of Arizona Policy on the Release of Student Information can be found at the Office of Curriculum and Registration, the Office of the Dean of Students, and at the several other locations on campus. This policy will explain in detail the procedures for complying with the provisions of FERPA.

Returning Materials

Graded materials should be returned to students by the following methods. Hand out the papers directly to the students during class or during office hours. You may be able to (not all offices will do this) arrange for someone in the department to hand out the graded materials to students who come to the office to obtain them (in this case, it would be advisable for the department office staff to check the University photo I.D. of each student).

*LEGAL TIP *
Student Privacy: Respect student privacy and comply with laws for the protection of privacy. Among other tips, do not give a student's grade over the telephone. Do not release grades to others without a student's written consent, and do not post grades by student name or social security number. For policy on release of student information, see the University Handbook for Appointed Personnel (UHAP), Appendix D, or call the Dean of Students Office at 621-7059.

F. Documenting Your Teaching

In order to be evaluated, your department needs to have full and correct information about the goals, content, and range of your instructional activities. It is important that you maintain a dossier of materials related to your teaching activities that you can submit when evidence of teaching is required. The important components of a "teaching dossier," or portfolio are:

• Course material, such as syllabi and examinations
• Discussions of course goals and methods, plus any evaluations you have made of how well these goals have been met
• Information on the development of new courses or curricula
• Academic advising activities, work with individual students, undergraduate honors and other individual studies, and supervision of graduate students, theses, and dissertation committees
• Other activities, such as GAT training and supervision, guest lecturing, etc.
• Preparation of texts, instructional manuals, audiovisual materials, or computer programs for use in teaching
• Papers at professional meetings on teaching and relevant committee service
• Evidence of student achievement, papers, performance on achievement tests, student self-rating, student publications, graduate and postgraduate achievements of your students
• Teaching evaluations, student ratings, awards, solicited and unsolicited letters from students, peer evaluation of classroom performance course material and non-classroom teaching activities, letters concerning guest lecturers, etc.
• Evidence of problems and measures taken, evidence of improvement such as colleague evaluations, student ratings, etc.

G. Registration

Any student who makes use of classroom or laboratory facilities or of faculty time is required to formally register.

Upon admission, students are classified under one of the following divisions:

All students must register for each class in which they will participate. Registration is not complete until tuition and fees are paid. A Schedule of Classes is issued each semester listing courses by department, course number, call number, meeting time, meeting place, and instructor. Students register by online via Student Link, based upon current classification. Graduate students, seniors, Law, Medicine, and Pharmacy students are given first priority, starting registration a week before juniors. Instructions concerning the RSVP system are in the Schedule of Classes.

The hard copy Schedule of Classes is available at the U of A Bookstore; online, this information is available at: http://www.arizona.edu/schedule.

Enrollment

During the first four weeks of Fall and Spring semester classes, students may drop a course using Student Link(Summer Sessions I and II, during the first week). However, if a student wishes to add a course after classes begin, he/she must submit a "Change of Schedule" form. This form is also required for students wishing to change from credit to audit or A, B, C, D, E, grading to pass/fail grading, and for those students changing sections. Administrative Drops should only be used to drop students from class based on nonattendance. Instructors will receive four (4) class lists semester. The schedule is:

• First day of classes;
• End of the first week of classes;
• End of the fourth week of classes (end of the delete period); and,
• End of the eighth week of classes (end of the period in which a student may drop a course with instructor's permission alone).

Official Grade Rosters are distributed the day following the last day of classes. Instructors are to return the original copy of Official Grade Rosters to the Office of Curriculum and Registration within 48 hours following the final examination.

A Complete Withdrawal class list is distributed with Official Grade Rosters. This class list only includes students who received a grade "WP" by contacting the Dean of Students in order to withdraw from all classes during the semester. Instructors can, if appropriate, change a grade of "WP" to a grade of "WF" on the Official Grade Roster.

Two weeks after the end of final examinations, instructors receive a final class list to enable verification of semester grades.

It is the responsibility of the student to correct his or her registration. An instructor has no alternative but to assign a failing grade ("E") to a student who has not participated in the course but whose name appears on the final grade report list.

H. Other Enrollment Information

Extension

University Extension credit is granted only through the course Extension Office, 621-8632 or 624-8632. Registration takes place through their office.

Credit by Examination

This may be obtained by:

1. Advanced Placement Exam: Arranged through the high school with the results reported to the University.

2. CLEP (College Level Exam Program):
An Educational Testing Service (E.T.S.) college board series of 45-50 exams for students wishing to test out of a course and receive credit. Students pay a fee to the Student Affairs Research, Evaluation and Testing Office and take the exam. If they pass, the information is sent to the student and to the Office of Curriculum and Registration. It is the student's responsibility to check on the test score report.

3. DANTES: Similar to CLEP, but the exams are primarily aimed at vocational courses.

4. Credit By Examination: Students fill out a form in the department in which the course is offered, pay a fee to that department and the Office of Curriculum and Registration. Students are allowed to register for the next level of course without taking the course, provided they pass the exam. A student cannot be registered for the same course when taking it for credit by examination.

I. Course Cancellation and Room Scheduling

Courses and/or sections may be canceled due to low enrollment or departmental staffing considerations. If a student enrolls in a course or section that is subsequently canceled, the student will be notified on the printed schedule if the cancellation occurs prior to the billing date, or by the Office of Curriculum and Registration if the cancellation occurs afterward.

A department wishing to cancel a course during the first two weeks preceding the start of the semester must obtain college dean approval. The department is responsible for meeting with students on the first day of class to inform them of the cancellation.

Room Scheduling

Classroom assignments are made by Room Scheduling in the Office of Curriculum and Registration. Departments have control over some facilities. Most classrooms, however, are handled by Room Scheduling. Departments must submit classroom several months in advance. Requests for one time meetings can be scheduled by the department secretary or administrative assistant.

Please notify Room Scheduling immediately if your class includes a student with a disability who cannot access the classroom, or who needs an accommodation that the classroom does not provide.

If the class roster indicates that more students are enrolled in a class than the room will accommodate, notify the appropriate department staff person (administrative assistant or secretary) as soon as possible. The Fire Marshall prohibits holding classes in rooms beyond capacity. Room Scheduling will make every effort to fit the class size to the classroom. In extreme cases, however, students may have to be dropped from the class.

Room & Course Scheduling can be contacted by phone at 621-3313, or by e-mail at rcschedule@listserv.arizona.edu.

J. Statement on Professional Conduct

The following "Statement on Professional Conduct" was adopted by the Faculty Senate on January 4, 1971:

Membership in the academic community imposes on students, faculty members, administrators, and regents, an obligation to respect the dignity of others, to acknowledge their right to express differing opinions, and to foster and defend intellectual honesty, freedom of inquiry and instruction, and free expression on and off campus.

As a teacher, the faculty member encourages the free pursuit of learning in his/her students. S/he holds before them as best s/he can the scholarly standards of the discipline, demonstrates respect for the student as an individual, adheres to the proper role as intellectual guide and advisor, makes every reasonable effort to foster honest academic conduct, assures that the evaluation of students reflects their true merit, and respects the confidential nature of the relationship between faculty member and student.

The faculty member, guided by a deep conviction of the worth and dignity of the advancement of knowledge, recognizes the special responsibilities placed upon him/her. The primary responsibility to the subject is to seek and state the truth as s/he sees it. To this end, s/he devotes his/her energies to developing and improving scholarly competence. S/he accepts the obligation to exercise critical self-discipline and judgment in using, extending, and transmitting knowledge. S/he practices intellectual honesty.

As a member of the broader community, the faculty member has the rights and obligations of any citizen. She measures the urgency of these obligations in the light of his/her responsibilities to the subject, the students, the profession, and the institution. When s/he speaks or acts as a private person, s/he avoids creating the impression of speaking or acting for the college or University.

In order to accomplish these goals, the faculty member assumes certain specific responsibilities. S/he particularly accepts the responsibility:

• To conduct each course s/he has been employed to teach in general conformity with the content, format, and official description of such course as established by the faculties and approved by the President and Board of Regents;
• To meet and conduct classes at all regularly scheduled times and places. The President or a duly appointed representative may authorize a member of the faculty to be absent from classes or to reschedule the work for reasons of health or when in the best interests of the University; and,
• To notify as promptly as possible the head of the department whenever emergencies such as illness or accident prevent meeting a scheduled class so that replacement may be arranged.

In the event that a member of the faculty appears to have failed in meeting these standards, any affected member of the University community may make a complaint. Such a complaint should, in the first instance, be made to the head of the accused faculty member's department. The head of the department and the dean of the college shall first of all attempt to resolve the matter in a manner satisfactory to all parties utilizing the offices of the faculty Committee on Conciliation when appropriate. If they are not successful, they shall refer the matter to the Committee on Academic Freedom and Tenure for consideration in accordance with the provisions of the Faculty Constitution and Bylaws.

In addition to fulfilling the responsibilities listed in the above "Statement," faculty members are expected to support students in the following ways:

• By meeting and terminating classes at the scheduled times;
• By posting and keeping a schedule of office hours during which they are available for conferences; and,
• By advising students during Orientation and Registration.

Faculty are encouraged to support students:

• By attending commencement exercises (in academic dress); and,
• By serving as advisors to students' honorary and professional societies, and other student organizations and clubs.

The World Wide Web site for the Faculty Center/Faculty Senate Home Page is http://w3fp.arizona.edu/senate/. E-mail address is facsen@u.arizona.edu.

*LEGAL TIP *
Who must report "outside activities" and what must be reported? Employees who may be involved in any actual or potential conflict of interest or commitment with his/her University duties are required to self-identify and report this on a University-approved Conflict of Interest Disclosure Form. Examples of conflicts might include outside part-time or full-time employment, self-employment, consulting, or advising, whether or not done on University premises or during University business hours and even for a not-for-profit or government entity. For more information, see the UHAP at 2.06.06-08 and the University Conflict of Interest Policy online at http://www.vpr.arizona.edu/conflict-of-interest/index.php, or contact the University Attorneys' Office at 621-3175.

*LEGAL TIP *
What if jury duty prevents me from meeting my class? As members of our community, faculty are not exempt from jury duty and should be prepared to serve. Should jury duty conflict with teaching responsibilities, consult instructions regarding postponement of service, located on the back of your jury duty notice.

You are eligible for leave if you are summoned for jury duty.

*LEGAL TIP *
The Protection of "Intellectual Property:" There are generally recognized protections for the fruits of human intellectual activity, for "intellectual property," which includes patents, copyrights, trademarks, and trade secrets. You may lose these protections if you fail to take certain steps required by law. Be aware, for example, that by publishing your creative works (including "publication" in the classroom) before required protective measures are taken, you may have automatically lost valuable rights to which you, and the University, are otherwise entitled. See the Arizona Board of Regents Intellectual Property Policy by visiting the ABOR web site at http://www.abor.asu.edu/, clicking on "Policy Manual" and going to Chapter VI at 6-908, or call the University Attorneys Office at 621-3175.

*LEGAL TIP *
Are there restrictions that govern research and consulting off campus? Although the University encourages its faculty to consult outside the University, there are guidelines and restrictions which you must follow. For example, you may not use your public position for personal gain in a manner contrary to the interests of the University of Arizona. ("Personal gain" includes money, gifts in kind, equity, or anything of value to the recipient.) In addition, you may not, in a manner contrary to the public interest of the University, use or attempt to use your public position or state property, including property leased by the state, to gain or attempt to gain anything of substantial value, to benefit yourself, your family, or any organization with which you are associated. Check with your college or department for the applicable consulting policy or guidelines. Also, see the UHAP at 2.06.08 or the University Conflict of Interest Policy specific to research at http://www.vpr.arizona.edu/conflict-of-interest/index.php.