Intranet
Faculty Handbook
Policies Relating to the Teaching Function
Academic Advisement
All students are required to visit with an academic adviser each semester. Students with less than 60 undergraduate hours of credit are required to be advised each semester by an academic adviser in the Student Advisory, Retention and Registration (STARR) Center. Students with 60 or more undergraduate hours of credit are advised by faculty members in the department of the declared major. During advising, the academic adviser “green lights” the student, which allows the student to register through the web registration, Buff Advisor. The purpose of advising each semester is to guide students in their course selection and progression.
Access to Student Records
Faculty members needing access to student records may refer to the Student Records Policy, set forth by the University in Appendix X.
Admission to Class
Students may attend only the classes and sections for which they are enrolled. When classes begin, faculty members will receive class rolls and instructions from the registrar.
Each faculty member has the responsibility to examine each set of class rolls carefully and report immediately any errors to the registrar. Failure to do so may result in a student not receiving credit for a particular course. All changes in student schedules must be made through the Office of the Registrar.
At the close of the registration period, faculty members will receive final class rolls from the registrar. Only students listed on these rolls are officially members of the class. Students not listed on these rolls or not officially auditing the class are not permitted to remain in the class. A student who drops a class or withdraws from school before the twelfth class day of a long semester or the fourth class day of a summer term is removed from final class rolls. When the registration period is over, no student can be added to any class. A student may still drop a class or withdraw from school but will remain on the class roll.
Classroom Records
During the semester or term, faculty members should keep their student records up to date, noting the exact date of each student’s absences. Records and dates of absences must be kept for veterans.
The faculty member should keep in the student records such information on tests, quizzes, daily participation and attendance as needed to determine the final grade of the student. These records must be available to the department head for one full year. Examinations and assignments not returned to the student should be retained for one full year.
Course Syllabi
A course syllabus that clearly specifies the goals and requirements of each course, student learning objectives, the nature of the course content and the methods of evaluation to be employed must be posted to WTOnline regardless of delivery mode and be made available to students. The template for WTOnline includes scholastic dishonesty statement, evacuation statement, and chemical and equipment safety statement. The syllabus for general education (core curriculum) courses must clearly identify the exemplary educational objectives for the component area. A course syllabus may include a course description, goals, texts and reading list, requirements, policies (such as attendance and grading standards), and the sequence of readings, lectures and assignments. In classes with graduate and undergraduate enrollment, separate syllabi that clearly identify significantly enhanced learning outcomes must be created and distributed to graduate students.
The following statement must be included in all course syllabi in accordance with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990: “West Texas A&M University seeks to provide reasonable accommodations for all qualified persons with disabilities. This University will adhere to all applicable federal, state and local laws, regulations and guidelines with respect to providing reasonable accommodations as required to afford equal educational opportunity. It is the student’s responsibility to register with Disability Support Services and to contact the faculty member in a timely fashion to arrange for suitable accommodations.”
Faculty are also encouraged to include the following statement in all course syllabi: “Copyright 2000 <instructor’s name> as to this syllabus and all instructional material; materials may not be reproduced without <instructor’s name> written consent. Students are prohibited from selling (or being paid for taking) notes during this course to or by any person or commercial firm without the express written permission of <instructor’s name>.”
Evaluation of Faculty
All faculty members and academic administrators at WTAMU are evaluated annually. Faculty members are evaluated on teaching effectiveness, scholarly activity/creative work and professional service.
In January of each year, faculty members complete an Annual Evaluation of Faculty Performance by Department Head form which documents their efforts in each of the areas designated above for the preceding calendar year (January–December). (For tenure and promotion consideration, see Appendix XI, Section II, E.) After completion of the evaluation of faculty performance, faculty members submit the completed Annual Evaluation of Faculty Performance by Department Head form for review/evaluation by their department head. Each faculty member must sign the evaluation form acknowledging the evaluation; however, faculty members have the right to respond in writing to all or any part of the department head evaluation which they believe is an inaccurate assessment. Department heads shall provide a copy of the signed evaluation to faculty. Academic administrators are evaluated by their immediate supervisors on their administrative performance.
The annual faculty evaluation is part of the University’s continuing attempt to provide students with an excellent educational experience. This constructive identification of strengths and weaknesses will enable faculty members to implement appropriate changes where warranted. Two unsatisfactory evaluations of tenured faculty will result in post-tenure review (see Appendix XII).
Tenured faculty are required to be evaluated by students using the University’s student evaluation of faculty instrument in all of their classes for either the fall or spring semester. Tenured faculty may choose to give the evaluations both semesters and/or during the
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summer sessions, but this is not required. Tenure-track faculty, non-tenured faculty, adjunct faculty, part-time instructors, and graduate teaching assistants who are assigned to teach classes are required to administer student evaluations in all of their classes for both the fall and spring semesters. Summer evaluations are optional.
Additional questions can be added to the evaluation, but the standard questions must be administered and completed by the class. Evaluations will be administered only during the second half of the semester and must be performed by a faculty/staff member or other disinterested party other than the one teaching the class. The administrator of the evaluation must sign the envelope indicating that he/she administered the evaluation, and then deliver the sealed packet containing the evaluation forms and header form to the department secretary.
Results will be returned the following semester. The original data forms will be returned to the faculty member along with a statistical summary after review by department heads; the deans will receive only the statistical summary.
Additionally, peer evaluations, department head observations and other methods such as portfolios may also be appropriate in demonstrating teaching effectiveness, scholarly activity/creative work and professional service.
Final Examinations
A final examination, of a type appropriate to each course, is a requirement of the University. Final examinations will be given as scheduled, unless, for cogent reasons and with total agreement of each student involved, the final examination is rescheduled during the designated period for final exams by approval of the department head. In the case of a student having four final exams scheduled in one day, at the option of the faculty member concerned, a selected final exam may be rescheduled.
Grade Changes
Changes in grades after the grade has been reported are initiated by the faculty member at the Office of the Registrar on a Grade Change form. These changes, except for grades “I” or “N,” require review and approval of the appropriate department head. (See Appendix IX for grade challenge procedure.)
Grades—Their Meaning and Value
Quoted below are suggested meanings and values for grades.
Grade Points/Hours Description
“A” ....................4 .............................................................Excellent
“B” ....................3 ..................................................................Good
“C” ....................2 ..............................................................Average
“D” ....................1 ..............................................................Passing
“F” ....................0 .................................................................Failing
“E” ....................— ..................................Incomplete (prior to 1987)
“I” ....................— .........................................................Incomplete
“P” ...................— ..............Pass grade for developmental courses
(prior to fall 2002)
“S” ...................— ...................Pass in CLEP, SAT, ACT and other
specially approved courses
“IP” ...................— ..........................Thesis/Dissertation in progress
“U” ...................— .................Fail grade for developmental courses
(prior to fall 2002)
“X” ....................— ....................................................Drop a course
“XF” ...................0 ...................Drop a course failing (after midterm)
“N” ....................0 ............................................................No grade
When a grade of incomplete (“I”) is given by a faculty member, a Contract for Removal of Incomplete form must be completed and signed by the faculty member and the student. This form is to be turned in to the Office of the Registrar. If the incomplete (“I”) is not changed to a letter grade (“A,” “B,” “C,” “D” or “F”) by the date listed on the form, the incomplete (“I”) will automatically be changed to a failing grade (“F”).
When the instructor does not turn in grades by the deadline, the registrar will assign a grade of “N” to all students in the course. The instructor will then have to complete an individual grade change form for each student enrolled in the course in order to have the final grade recorded on the student’s official transcript.
Grading System
Faculty members are responsible for explaining clearly the requirements, regulations and goals of their courses to each class, including discussion of the course syllabus. It is the responsibility of each faculty member to assess students’ performances so that at the end of a semester or summer term each student can be assigned a grade in accordance with the grading system of the University, which will properly show the extent of each student’s achievement in the course. The faculty member determines the appropriate grade, subject only to the appeal process (see Appendix IX).
For more information regarding cheating/plagiarism, see Code of Student Life or Appendix XVII of this handbook.
At the end of the term or semester, the faculty member will submit grades through the Buff Advisor for each class. (The Buff Advisor User’s Manual is available from the Office of the Registrar.)
Last Date to Drop Class
Faculty members should advise students of the last date to drop a course for the semester, as published by the University registrar.
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Limitation on Number of Dropped Courses
Beginning with the fall 2007 academic term and applying to all students who enroll in higher education for the first time during the fall 2007 academic term or any term subsequent, West Texas A&M University may not permit an undergraduate student to drop a total of more than six courses, including any course dropped at another public institution of higher education in Texas (Senate Bill 2183, 80th Legislature; THECB Regulation, Chapter 4, Section 4.10(a)).
Meeting of Classes
Faculty members have the responsibility of meeting all their classes at the times and places and for the complete periods officially scheduled and of teaching them in accordance with University policy. Regularly scheduled classes during the semester are those lecture-type classes scheduled to meet for at least 15 weeks beginning the first scheduled week of classes and ending with the scheduled finals week. Anticipated absences from class meetings for any reason must be reported in advance to the department head in order that arrangements can be made for another regular faculty member to teach the class. (See also the paragraph entitled “Notification of Absence” in the section entitled “General Policies Affecting Faculty.”)
Office Hours
Faculty members shall keep regular office hours suitable for meeting, conferring and counseling with students. These office hours should be chosen for the convenience of student visits and should be posted. Faculty members should also express their willingness to make special appointments for students who are unable to utilize scheduled hours.
Posting of Grades
The only acceptable way grades can be posted is by assigning a random number code to each student using a non-alphabetized class roster. Faculty members are not required to post grades.
Each instructor and each department must assume responsibility for maintaining grading standards. Each faculty member must at the end of a semester or term assign grades, as noted in the West Texas A&M University Catalog. Final grades are determined only at the end of a semester or term.
Program Assessment Guiding Principles of Program Review
- West Texas A&M University is committed to the assessment process and using assessment results in planning and budgeting decisions that reflect the University mission.
- Program faculty will share primary responsibility for the development, implementation, maintenance, and review of assessment activities.
- Program faculty will clearly explicate learning outcomes for each class and the academic program as a whole.
- Assessment processes and tools should be integrated with, and integral to, the learning process of West Texas A&M University students.
Annual Assessment and Five Year Program Review Goals
- Ensure high quality educational programs consistent with the University mission.
- Assure programs address student learning outcomes in discipline specific ways.
- Make continuous improvements in program structure, course content, and pedagogy.
- Evaluate student expertise within each program.
- Assess student competencies based on the learning outcomes from the University's general education curriculum taught in specific programs.
- Maintain a review process that is faculty driven and supported.
- Achieve these goals with integrity and trust to maximize the enjoyment of teaching and learning.
Program Review Process
The West Texas A&M University Curriculum Committee is charged to implement and report Annual Assessments and Five Year Program Reviews.
The Curriculum Committee should:
- Implement the Annual Assessment plan
- Implement the Five Year Program Review Plan on a five year rotating basis by college
- Report program review findings
- Make recommendations for program and curriculum changes based on program review findings
- Release an Executive Summary of Annual Assessments and Five Year Program Reviews to the public
Program/Curriculum Review Process
West Texas A&M University places primary responsibility for the content, quality and effectiveness of its curriculum with its faculty to ensure effective student learning outcomes.
Program review by the faculty is an ongoing process whereby faculty members review and evaluate the educational programs in their disciplines. Primary responsibility for program coordination is assigned to persons academically qualified in the field. Faculty members with appropriate credentials have primary teaching assignments in the programs and annually review the programs for curriculum development.
At the beginning of the fall semester, a memo from the vice president for academic affairs is sent to all faculty, department heads and deans with the scheduled dates for the curriculum process. Departmental faculty will meet to discuss curriculum for their discipline specific areas and present new courses/programs and/or edits for consideration. Curriculum forms which are available online are then prepared for review and approval by the department/division head, then for review and approval by the appropriate dean. After approved signatures are obtained from the department head and dean, curriculum items affecting teacher education are reviewed by the Teacher Education Unit; graduate curriculum items are reviewed by Graduate Council. All curriculum
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items are then submitted for review and approval to the University Curriculum Committee, which generally meets in November. Course fees must be submitted on the Fee Request Form at the same time as the curriculum forms.
All curriculum committees from departmental to university levels will include appropriate faculty representation. With approval of the president, curriculum changes requiring approval by the Texas A&M University System Board of Regents and the Texas Higher Education Coordinating Board will be prepared by the provost/vice president for academic affairs for submission.
This program/curriculum review process assures a coordinated effort of the faculty and the administration to offer high-quality educational experiences to students.
Revised February 2005
Recording Devices
Except for equipment or aids explicitly required to assist students designated as handicapped, faculty may prohibit any or all electronic devices from the classroom.
Small Classes
The Texas Higher Education Coordinating Board defines small classes as organized undergraduate classes having fewer than 10 regularly enrolled students and organized graduate classes having fewer than five regularly enrolled students. Small classes are subject to cancellation, which may necessitate a reassignment for faculty members involved.
Student Absences From Class
Students are responsible for attending the classes in which they are registered. Students who miss classes for reasons of official University business will be given the opportunity to make up the missed work without penalty. However, students and/or the sponsor/coach of the official University activity must inform individual instructors prior to absence. Students who miss two or more consecutive class sessions due to illness or emergency should contact the Office of Student Services for assistance. Upon receipt of the documentation detailing the illness or emergency, Student Services will contact individual instructors, in writing, explaining the nature of the absence and requesting consideration in making up missed work without penalty. It will be the student’s responsibility to follow-up with the individual instructor on missed work. Documents may be sent to Student Services at WTAMU Box 60775, Canyon, Texas 79016 or fax to (806)651-2926. Call (806)651-2050 for more information.
While the University does not have a standard requirement on attendance, individual instructors have the right to set reasonable and clearly explained attendance standards for their classes. If an attendance requirement is adopted because regular active participation is essential to satisfactory mastery of the course content, the requirement should be reasonable and clearly explained in the course syllabus. (If a student wishes to contest the fairness of an instructor’s attendance policy, a complaint should be filed in accordance with the Code of Student Life, Appendix I or II.) Rewards for good attendance or penalties for absences should be incorporated into the course rather than becoming a single factor resulting in a significant difference between the semester average and the final grade. This practice will ensure that students be apprised of their academic standing throughout the semester. Students called to active duty should tell their instructors and must withdraw from the University by notifying the Office of the Registrar of that intent in person, by mail or by fax.
Student Absence Report System
When an instructor believes that excessive absences have put a student’s grade in jeopardy, the instructor should report this information to the STARR Center. An excessive absence report memorandum should contain the student’s name and identification number or social security number. When a report is made, the STARR Center will contact the student and will attempt to resolve the problem.
Student Disruptive Behavior
Disruptive student behavior will be handled in accordance with the guidelines outlined in the Code of Student Life, available online at www.wtamu.edu/codeofstudentlife.
Student Life
For additional information related to student life, please refer to the West Texas A&M University Catalog and the Code of Student Life, both of which are available at www.wtamu.edu.
Student Privacy
The Family Educational Rights and Privacy Act of 1974 limits the information which can be disclosed by faculty or University officials. Students have the option of signing a request in the Office of the Registrar to prevent disclosure of their personal information to other students or to the general public. It is mandatory that offices with access to student information do not give out information about these students to anyone. A code is listed on SPRO#7 (“N” or “Exclude”) as a signal that “no information” is to be given out.
Even if the student has not blocked the access to information, the only information which can ever be released is as follows: student’s name, sex, local and permanent address, telephone number, date and place of birth, marital status, major field of study, classification, participation in officially recognized activities and sports, height and weight if a member of an athletic team, dates of attendance, degrees, awards and honors received, the most recent educational institution attended and other similar information.
Academic information (grades, transcripts, etc.) is never to be released without the student’s knowledge and approval. Only authorized University personnel should have access to student academic information, and they may use it only for official purposes relating to the University. For letters of reference, faculty members should have the student complete the “Authorization for Comment” form. (See Forms.)
Faculty and staff who have access to student records—whether from student files in a departmental office, the University computer, or other sources—are legally responsible for the security of student information. Printed copies of student records should not be left on a
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desk, for example, and must be shredded and disposed of properly when no longer needed. Computer screens should not be left on if the computer is in a highly traveled area or if the operator is away from the terminal.
The student record policy is explained in Appendix X. A complete copy of the Family Educational Rights and Privacy Act is on file in the Office of the Registrar.
Teaching Load
Faculty members are assigned teaching loads by their respective department heads. A full-time teaching load is normally 12 adjusted contact hours and may be as much as 15 if not combined with other duties. In addition to teaching, scholarly activity/creative work and professional service where appropriate, other duties considered as faculty assignments include, but are not limited to, student advisement and various committee assignments. The complete teaching load policy is given as Appendix VII. 12.03
Textbooks
The University makes the following suggestions for textbooks:
- (1)
- Faculty should use the same primary text for multi-section courses;
- (2)
- Selection of a text should be for a minimum commitment of 12 months; (3) Textbook choices submitted to the University Bookstore should not be altered after that submission; and (4) Instructors should carefully consider the cost of texts to be used in their classes before final adoption.