V.A. Grade Reports
V.B. Grades and Grade Points
V.C. Change of Grade
V.D. A/Pass/Fail Options
V.F. Procedure for Contesting Grades
V.F.1. The College and Schools, Except the School of Law
V.F.2. The School of Law
V.G. Credit by Examination
VI. Class Attendance
VII. Change of Schedules
IX. Academic Fresh Start
X. Academic Misconduct
XII. Repetition of Courses
XIII. Student Perception of Faculty
XIV. Absence of the Instructor from Class
XV. Copyrighted Materials for Classroom Use
XVI. Claims for Damages on University Property
XVII. Participation in Activities
XVIII. Office or Conference Hours
XIX. Committee Responsibilities
XXI. Professional Meetings
XXIII. University Smoking Policy
XXIV. Faculty Members as Advisors
History of Changes to Section Six
(The following is from the American Association of University Professors' "Statement on Professional Ethics," which was adopted by the General Faculty 2017)
From its inception, the American Association of University Professors has recognized that membership in the academic profession carries with it special responsibilities. The Association has consistently affirmed these responsibilities in major policy statements, providing guidance to professors in their utterances as citizens, in the exercise of their responsibilities to students, and in their conduct when resigning from their institution or when undertaking government-sponsored research. The Statement on Professional Ethics that follows, necessarily presented in terms of the ideal, sets forth those general standards that serve as a reminder of the variety of obligations assumed by all members of the profession.
In the enforcement of ethical standards, the academic profession differs from those of law and medicine, whose associations act to assure the integrity of members engaged in private practice. In the academic profession the individual institution of higher learning provides this assurance and so should normally handle questions concerning propriety of conduct within its own framework by reference to a faculty group. The Association supports such local action and stands ready, through the general secretary and Committee on Professional Ethics,to counsel with any faculty member or administrator concerning questions of professional ethics and to inquire into complaints when local consideration is impossible or inappropriate. If the alleged offense is deemed sufficiently serious to raise the possibility of dismissal, the procedures should be in accordance with the 1940 Statement of Principles on Academic Freedom and Tenure and the 1958 Statement on Procedural Standards in Faculty Dismissal Proceedings.
No set of rules or professional code can guarantee or take the place of a faculty member's personal integrity; however, the university expects faculty members to abide by the following guidelines for ethical behavior.
1. Professors, guided by a deep conviction of the worth and dignity of the advancement of knowledge, recognize the special responsibilities placed upon them. Their primary responsibility to their subject is to seek and to state the truth as they see it. To this end, professors devote their energies to developing and improving their scholarly competence. They accept the obligation to exercise critical self-discipline and judgment in using, extenidng, and transmitting knowledge. They practice intellectual honesty. Although professors may follow subsidiary interests, these interests must never seriously hamper or compromise their freedom of inquiry. See also Section 3.V. and Appendix X.
2. As teachers, professors encourage the free pursuit of learning in their students. They hold before them the best scholarly and ethical standards of their discipline. Professors demonstrate respect for students as individuals and adhere to their proper roles as intellectual guides and counselors. Professors make every reasonable effort to foster honest academic conduct and to ensure that their evaluations of students reflect each student’s true merit. They respect the confidential nature of the relationship between professor and student. They avoid any exploitation, harassment, or discriminatory treatment of students. They acknowledge significant academic or scholarly assistance from them. They protect their academic freedom.
3. As colleagues, professors have obligations that derive from common membership in the community of scholars. Professors do not discriminate against or harass colleagues. They respect and defend the free inquiry of associates, even when it leads to findings and conclusions that differ from their own. Professors acknowledge academic debt and strive to be objective in their professional judgment of colleagues. Professors accept their share of faculty responsibilities for the governance of their institution.
4. As members of an academic institution, professors seek above all to be effective teachers and scholars. Although professors observe the stated regulations of the institution, provided the regulations do not contravene academic freedom, they maintain their right to criticize and seek revision. Professors give due regard to their paramount responsibilities within their institution in determining the amount and character of work done outside it. When considering the interruption or termination of their service, professors recognize the effect of their decision upon the program of the institution and give due notice of their intentions.
5. As members of their community, professors have the rights and obligations of other citizens. Professors measure the urgency of these obligations in the light of their responsibilities to their subject, to their students, to their profession, and to their institution. When they speak or act as private persons, they avoid creating the impression of speaking or acting for their college or university. As citizens engaged in a profession that depends upon freedom for its health and integrity, professors have a particular obligation to promote conditions of free inquiry and to further public understanding of academic freedom.
II. Student RecordsThe University Registrar's Office is charged with the responsibility of maintaining permanent academic records of each student who enrolls at Washburn University. This is an impossible task without the complete and prompt assistance of the faculty member. Furthermore, all persons concerned with the records of the student, including faculty, shall recognize the confidentiality of them. The Family Education Rights and Privacy Act of 1974 (FERPA) prohibits the disclosure of information (other than"Directory Information") from academic records without consent of the student.
Washburn University conforms to the Council for Higher Education Accreditation (CHEA) proposed definition of a student credit hour which states: “For every credit hour awarded for a course, the student is typically expected to complete approximately one hour of classroom instruction, online interaction with course material, or direct faculty instruction and a minimum of two additional hours of student work each week for approximately 15 weeks for one semester or the equivalent amount of work over a different amount of time…” This credit hour definition is to be included in the Master Syllabus attached to each course syllabus. However, not all academic activities precisely match this definition (e.g., internships, student teaching, laboratory work, online courses, study abroad, and independent study). In such credit-bearing activities, the amount of student work required per credit hour will match as closely as possible the standard definition as defined above.
1 Credit Hour = A minimum of three hours per week engaged in the supervised field placement for 15 weeks or equivalent over the course of a term for the average student.
B. Independent Study
1 Credit Hour = Meet with faculty member and/or engage in related academic activity for 3 hours per week for 15 weeks or equivalent over the course of a term for the average student.
C. Study Abroad
Students who enroll for semester- or year-long study abroad experiences are awarded credit based on the standard definition of a credit hour provided by CHEA.
D. Faculty-Led Travel Course
A faculty-led travel course is a credit-bearing course in which the majority of the academic work is accomplished through group study and travel external to the Washburn University campus. Normally, short-term programs are arranged for 1 to 3 credit hours. Typical activities included in determining the credit hours awarded for faculty-led travel courses are: pre-trip academic and cultural awareness sessions; on-site formal/structured learning; immersion activities; cultural interactions; group and individual reflection activities; student presentations; and service learning projects. Determination of the number of credit hours granted is based on the standard definition of a student credit hour espoused by the university (completion of approximately one hour of classroom instruction, online interaction with course material, or direct faculty instruction and a minimum of two additional hours of student work each week for approximately 15 weeks for one semester or the equivalent amount of work over a different amount of time).
E. Online/Hybrid Class
Online and hybrid courses must meet the same credit hour requirements as face-to-face courses. Online and hybrid courses must account for a minimum of 3 hours per week per credit hour for 15 weeks or equivalent over the course of a term for the average student. Course hours should involve faculty-led activities and engagement pertinent to the content of the course. Outcomes and assignments across multiple modes of teaching must be equivalent.
F. Laboratory Course
1 Credit Hour = A minimum of two (2) class hours of work each week in a laboratory under the supervision of a lab supervisor/instructor and an expectation of one (1) class hour of additional out-of-class student work each week.
G. Credit for Prior Learning
Credit for Prior Learning is awarded in accordance with the HLC criteria for accreditation, American Council on Education (ACE) and the Council for Adult and Experiential Learning (CAEL) Standards, and the CPL quality check list as recommended in the Kansas Credit for Prior Learning Handbook (April, 2016)
Note: As studio and ensemble work varies between fine art disciplines, assignment of credit hours should be according to discipline standards and/or accreditation criteria while meeting the main CHEA standard adopted by the University.
Class rosters authorizing class attendance for all students who have completed the total registration procedure are available to the faculty on MyWashburn whenever they choose to review the roster. Students are not eligible to attend class unless they are duly registered. Any student whose name is not on the class roster should be directed by the instructor to to properly register on MyWashburn. Students who do not appear on the class roster by the end of the late enrollment period should not be allowed to continue attending classes.
The essential purpose of grades is to differentiate accurately and appropriately between the students as to achievement in a particular course. An instructor must exercise great care in determining final grades of the student.
Term grades are submitted on-line and are due after the final examination period as specified in the appropriate class schedule so the necessary processing can be completed before the next semester/term. An electronic announcement will be sent to the faculty indicating the deadline for submission of grades. Grades not submitted by the deadline will be recorded as "NR" (not recorded). Timely submission of final grades is a basic faculty responsibility. Faculty failure to meet this deadline impacts students negatively. After the deadline, grades or grade changes must be submitted using the formal paper process on a "Change of Recorded Grade" form.
1. The following symbols and their values are used in grading except for the School of Law.
|Symbols||Meaning||Grade Points Per Hour of Credit|
|B||Well above average||3|
|D||Below average but passing||1|
|CR||Credit - Letter grade C or better||0***|
|P||Credit - Letter Grade D||0***|
|NC||No college credit||0***|
*Faculty will report grades of F in one of three ways:
FF - Grade of F earned due to performance in class
QF - Grade of F assigned due to student nonattendance at some point in the semester. The last date of participation will be provided.
NF - Grade of F assigned due to student nonattendance from the beginning of the semester.
Students who officially withdraw during a semester prior to the twelfth week deadline receive a W.
**The letter "I" indicates "incomplete work". The report "I" will not be used when a definite grade can be assigned for the course. It will not be given for the work of a student in any course except to indicate that some part of the work, for good reason, has not been completed, while the rest of the work has been satisfactorily completed. The student must have completed three-fourths of the course requirements. The "I" grade should be used only when, in the opinion of the instructor, there is expectation that the work will be completed.
Unless an earlier deadline is stipulated by the instructor of the course, the incompletes in undergraduate courses must be completed by the last day of classes. The instructor must submit grades to the University Registrar's Office using an "Incomplete Grade Report Form" by the grade submission deadline of the subsequent Spring semester for Fall incompletes or the subsequent Fall semester for Spring and Summer incompletes; otherwise, an "F" grade will be recorded.
***Not included in grade point average
2. The following symbols and their values are used in grading in the School of Law: A - 4, B+ - 3.5, B - 3, C+ - 2.5, C - 2, D+ - 1.5, D - 1, F - 0, I - Incomplete, W - Withdrawn passing, CR - Credit, AU - Audit.
Incompletes in the School of Law must normally be made up no later than the next time the final examination for that course is given; otherwise, an F grade will be recorded.
After a grade has been rolled to the transcript or an "I" grade has been automatically changed to an "F" by the University Registrar's Office (because it has not been submitted by the deadline), the grade may be changed with the approval of the department chairperson and Dean of the College/School by using a "Change of Recorded Grade Form." Exceptions may be made as a result of a decision by the Grade Appeal Committee or, in case of a law student, a decision by the Grade Review Committee. It is important to proofread grade rosters carefully for errors before submitting them. The "Change of Recorded Grade" forms for initiating grade changes may be obtained in the University Registrar's Office. The School of Law Grade Review Committee and the Grade Appeal Committee may direct grade changes that will be implemented by the Vice President for Academic Affairs following the appropriate appeal process described below. (See F., 1. & 2. below)
Under certain circumstances, undergraduate students have the option to elect to enroll in a course for a letter grade or for "A/Pass/Fail." A student can enroll in a course with the A/Pass/Fail option under the following conditions:
1. Must have a minimum of twenty-four semester hours completed.
2. Must have a cumulative G.P.A. of 2.0 or higher.
3. Courses in a student's major (including minor and correlate courses) cannot be taken for A/Pass/Fail without written permission from the appropriate department chairperson or dean on file in the University Registrar's Office.
4. May take the A/Pass/Fail option for only one course per semester.
If the student earns an "A" in the course, this is recorded on the transcript. If the student earns a grade of "B" or "C" this is recorded as "CR" (Credit) or if earning a "D" a "P" (Passing) is recorded on the transcript. Recorded grades of "CR" or "P" are not figured in a cumulative grade point average. If the student fails the course, a grade of "F" is recorded, and this grade is figured in the cumulative grade point average. While there is no specific limit to the total number of semester hours that may be taken on a non-graded basis (Pass/Fail, credit by examination, advanced placement, and/or military service), a minimum of 84 hours presented for graduation with a Bachelor's degree, 42 with an associate degree must be on a graded basis. For international students presenting transfer credit from an international tertiary institution accredited by the Ministry of Education (or its equivalent) in that country, a minimum of 60 hours for a baccalaureate degree (30 hours for an associate degree) presented for graduation must be on a graded basis since Washburn converts grades earned in these transfer courses to CR, P, and NC.)
Subject to the provisions above, a student may elect graded or A/Pass/Fail status for a course at any time during the period in which that student may elect to withdraw from that course. Certain courses may not be taken for a grade, but may only be taken pass/fail. The above policy does not pertain to such courses.
All examinations, with the exception of the final examinations, are scheduled at the discretion of the instructor. Final examinations are administered in all courses where applicable. All examinations are proctored by the instructor or, under certain circumstances, by persons appointed by the instructor. Strict adherence to final examination schedules is essential and any deviation from the printed schedule must be cleared with the Dean of the college or school. No final examinations, except "take home final examinations" may be given by an instructor during the five days prior to the first day of final examinations without approval of the Dean of their major academic unit. The faculty shall not administer any test, examination or quiz worth more than 10% of the final course grade during the last three days prior to the first day of scheduled final examinations each Fall and Spring semester to allow for proper preparation for the finals. Instructors may however, at their own discretion, in very unusual circumstances, arrange to give an individual the opportunity to take a final examination at another time. In the College of Arts and Sciences, chairpersons submit to the Dean a list of courses from the departments in which final exams are not "applicable." These lists should be compiled with the approval of departmental faculty.
The following grade appeal procedure applies to the College and the Schools, not the School of Law. The obligation of the instructor to evaluate the performance of students on sound academic grounds is basic to the formal education process. A student who believes the grade awarded him/her by an instructor is based upon reasons other than the student's academic performance may appeal the grade received in a course. Students utilize the procedure outlined below to appeal the grade unless a student believes the grade was awarded based on illegal discrimination on the basis of race, color, religion, age, national origin, ancestry, disability, sex, marital or parental status or sexual orientation/gender identity. Appeals based upon complaints of discrimination follow the University's procedure for complaints of discrimination.
Consultation with the Faculty Member. A student must first attempt to resolve his/her dispute concerning the final grade received in a course through consultation with the instructor of the class. Such consultation normally shall take place following award of the grade but in no event shall such consultation take place later than the fourth week of the next regular academic semester following the award of the grade. In the event the course instructor is no longer at the University or is on a leave of absence during the semester following the contested grade or the instructor shall have refused to consult with such student, the student may proceed to the next stage, mediation by the Department Chair (where such exists). If no Department Chair exists, the next stage is mediation by the Dean of the College or School in which the course was offered.
Mediation by the Department Chair. If the student is dissatisfied with the result of his/her consultation with the instructor or the student shall have been unable to meet with the instructor because of the instructor's refusal to meet or absence, the student may seek mediation of the matter with the Department Chair in the unit in which the course was offered. The Department Chair must be notified in writing by the student of his/her intention to continue the appeal process. Such notification must be received within 10 working days of the day on which the student/instructor consultation has been completed. The process shall be terminated if notification is not received within the 10 working days. The instructor shall make available to his/her Department Chair all of the materials and criteria which entered into the determination of the student's final grade in the course. The student shall provide the Department Chair, in writing, the grounds for contesting the grade by the instructor. After receiving and reviewing these materials, the Department Chair shall meet with the student and the instructor, either jointly or separately, to attempt to mediate the dispute about the contested grade.
Mediation by the Dean of the College or School in which the course was offered. If the student is dissatisfied with the result of his/her consultation with the instructor and with the Department Chair (where appropriate) or the student shall have been unable to meet with the instructor because of the instructor's refusal to meet or absence, the student may seek mediation of the matter with the Dean of the College or School in which the course was offered. The Dean must be notified in writing by the student of his/her intention to continue the appeal process. Such notification must be received within 10 working days of the day on which the student/Department Chair consultation has been completed. The process shall be terminated if notification is not received within the 10 working days. The instructor shall make available to the Dean all of the materials in his/her possession and criteria which entered into the determination of the student's final grade in the course. The student shall provide the Dean, in writing, the grounds for contesting the grade by the instructor. After receiving and reviewing these materials, the Dean shall meet with the student and the instructor, either jointly or separately, to attempt to mediate the dispute about the contested grade.
Appeal to Grade Appeal Committee. If, after mediation with the Dean as provided above, the student is still dissatisfied with the result, she/he may file a notice of appeal with the Dean, which shall specify the grade requested and provide a written summary of the grounds for appeal to the Grade Appeal Committee. Such notification must be received by the Dean within 10 working days of the day on which the student/faculty member consultation was completed. The process shall be terminated if notification is not received within the 10 working days. Upon receipt of the notice of appeal, the Dean shall forward it and all materials submitted by the faculty member and student during the mediation process to the Vice President for Academic Affairs, the faculty member, and the student. The Vice President for Academic Affairs, upon receipt of the notice and materials, shall appoint and convene a committee of five persons comprised of three faculty members (at least one and no more than two members from the department/discipline from which the grade appeal originated and a minimum of one from other departments/disciplines) and two students from departments/disciplines outside the originating College/School to serve as the Grade Appeal Committee. The Vice President for Academic Affairs may request names of potential discipline-based committee members from the appropriate Dean and/or Department Chair. The awarding of grades that are fair and equitable is taken seriously by the University. Therefore, faculty members are urged to view a request to serve on a Grade Appeal Committee as an important obligation and a service to the University which should be refused only under extraordinary circumstances. At its first meeting, the Grade Appeal Committee shall select its chairperson and set the date, time and place for the appeal to be heard, and review appeal materials from the Vice President for Academic Affairs. The committee shall advise the student and the faculty member of the hearing date. The Grade Appeal Committee may only request clarifying information related to the original documents of the appeal packet. Clarifying information requested from the student/faculty member by the committee should be requested through the Vice President for Academic Affairs. Any clarifying information gathered by the Vice President for Academic Affairs will also be shared with the student and/or faculty member.
Hearing. The hearing will take place before the entire Committee. The burden of proof rests with the student who shall, during the course of the hearing on the contested grade, be responsible for presenting evidence to support the claim. The hearing will be informal and the formal rules of evidence shall not be applicable. Oral testimony of witnesses may be presented but is not required. If either the student or the faculty member presents witnesses, he/she must provide a written summary of the testimony expected of the witness(es) to the Vice President for Academic Affairs not later than five business days prior to the date of the hearing. The Vice President for Academic Affairs will then disseminate such information to the committee and each party within three business days. The student or the faculty member may be accompanied by an advisor whose only role in the course of the hearing will be to render advice to the student/faculty member. The student is required to attend the hearing. It is recommended that the faculty member attend the hearing. Should both the student and faculty member attend, they will meet with the committee jointly. The amount of time allotted to each party will be left to the discretion of the committee. The hearing will not be audio, video, or digitally recorded.
Decision. The student will prevail only if at least four of the five members of the committee agree that the relief (grade) sought should be awarded for the reasons stated in his/her notice of appeal and the student's grade be changed. The committee shall report its decision in writing to the Vice President for Academic Affairs who will then disseminate the decision to the student, faculty member, Dean, and Department Chair (if applicable). The decision of the committee shall be final. If it is the judgment of the committee that the grade be changed, the Vice President for Academic Affairs shall notify the University Registrar, who will enter the changed grade.
Should any student wish to challenge a grade received in any course the procedure shall be as follows:
a. The grading system is one which normally involves a judgment determination. Students who want to go over their papers meticulously to discover one or two points may just as frequently find they have received undue credit elsewhere. Grade review is designed to prevent major deviations from appropriate grading standards and to process substantial complaints.
b. The student must first discuss, or attempt to discuss, the reasons for the grade received with the faculty member(s) who determined that grade as a condition precedent to the filing of a petition.
c. Should the faculty member refuse to discuss the grade with the student, or the faculty member be unavailable for such a discussion, or the student, having discussed the grade with the faculty member, still not be satisfied with it then, within thirty (30) days after posting of the grade, the student shall file with the Dean, in writing, a petition requesting a review of the grade in question stating briefly and specifically the reasons for the complaint.
On a showing of good cause by the student, the Dean may extend the time limit for filing the petition.
d. Upon receipt of a properly filed petition, the Dean shall appoint a member of the faculty with the concurrence of the student and faculty member(s) to act as hearing officer. In the event the student and faculty member(s) cannot agree on the first two proposed officers, the Dean will appoint an officer without the concurrence of the faculty member(s) and student. The hearing officer shall, without delay, furnish a copy of the petition to the faculty member(s) involved and set at that time a date and place to meet with the student and faculty member(s) involved.
e. At this meeting, which shall be informal, the hearing officer shall attempt to reconcile or adjust the complaint between the student and faculty member(s). Should the complaint be reconciled or adjusted, the hearing officer will report, in writing, to the Dean the substance of that reconciliation or adjustment.
Should such a reconciliation not be possible, the student shall submit a written summary of the grounds on which the student relies and of the relief requested. The professor shall then furnish a written statement of the criteria used in grading the disputed material. The statement shall be furnished to the other party(ies) and to the hearing officer. The student's summary must present a prima facie case or raise a substantial question as to the appropriateness of the grade received or the appeal shall be dismissed by the hearing officer.
If a prima facie case has been presented, or the student contests the hearing officer's finding of lack of substance, the professor(s) shall be notified of an appeal.
f. The hearing officer shall report the impasse to the Dean who shall nominate five (5) faculty members to hear the matter. These five nominees shall be made known only to the hearing officer. The hearing officer will then contact the student, who may challenge one of these; the hearing officer shall then contact the faculty member(s), who may strike one of the four remaining faculty members. Should either party fail or refuse to exercise a challenge, the hearing officer will, without consultation, strike such nominees by lot until three remain. These three shall constitute the Grade Review Committee.
The hearing officer will reduce to writing the exact points in controversy between the parties and will indicate his findings forwarding these to the Grade Review Committee and to the parties involved. The Review Committee shall also be furnished the written statement of the parties referred to in paragraph 2,e. above.
g. The Grade Review Committee shall select one of its members as chairperson and shall determine by majority vote whether a prima facie case is presented. If it determines that such a case has not been presented on the evidence before it, the chairperson shall forward the Committee's finding to the Dean and to the parties involved. This shall terminate the proceedings. A dissenting opinion may be filed. If the Committee finds that a primafacie case has been made by the student, the chairperson shall, without delay, set a time and place for a hearing.
h. The hearing shall be held before the full Committee and the rules for such hearing shall be as follows:
1) In such proceedings there will be a presumption of regularity as to the grade bestowed and the student shall bear the burden of proving that the grade is improper by clear and convincing evidence.
2) Oral testimony need not be received except to explain and amplify the written offerings.
3) The proceeding will be informal. The amount of time allotted and the direction of the questioning shall be at the discretion of the committee.
4) An electronically recorded transcript of the proceedings may be made by the committee for its use. This transcript will be erased after a decision is reached.
5) The Committee may in its discretion ask either party to furnish additional evidence and all parties shall have the right to inspect such materials (except those of a confidential nature). A continuance may be obtained at the request of any party at the discretion of the Committee.
6) The Committee shall then meet and determine the issues by a majority vote. The Chairperson will reduce the decision to writing and furnish copies to the parties. A dissenting opinion may be filed. The decision and any recommendations shall be forwarded to the Dean and be binding on all parties.
Students may receive credit by taking examinations constructed by the departments concerned which are comparable to end of course examination. Students may also receive credit through the Advanced Placement Examinations, International Baccalaureate Diploma Examinations, the Defense Activity for Non-Traditional Education Support (DANTES) Examinations, and the College Level Examination Program. Details for administration of these examinations can be obtained in the University Registrar's Office or the offices of the Academic Deans.
These regulations do not apply to the School of Law; Law School class attendance requirements are printed in the Law School catalog.
The value of a college education is enhanced by full participation and attendance in class activities. Because classroom activities are intended to assist the students in the learning experience, it is expected that they will attend class sessions whenever possible. There are certain kinds of class sessions in which it is impossible to carry on the work of the class unless the student is present. For this reason, each member of the faculty has the prerogative of establishing specific attendance regulations which, in the instructor's opinion, are best suited to the course. The faculty member's attendance requirements must be included in a course syllabus that is distributed to the class and/or is subsequently available to class members upon request. There is no University-wide attendance policy.
An instructor, after giving due notice to the student, may request withdrawal of a student from a course because of nonattendance through the same date as the last day a student may withdraw from a course. This would NOT absolve the student of financial responsibility for tuition/fees for the course in question.
A. Adding a Class
A student wishing to add a course to his/her schedule may do so on the web when it is available for registration/enrollment. Specific instructions will be available in the appropriate Class Schedule Bulletin or on the web.
A student adding a course to his/her schedule may need for an instructor to place an override or a combination of overrides on the My Washburn account. Placing an override on the student's account provides special approval to enroll for a student who has circumstances which have prevented the student from adding the class. Some types of overrides that may be needed by the student to register include: capacity, class (classification), level (i.e., undergraduate, graduate, law), link (linked courses), corequiste, prerequisite, special (special permission), and time (time conflicts). Students may add a class at any time throughout the registration period prior to the last day to enroll in a course without instructor's permission. After this date, all course additions require the student to utilize the late add process found on the registration screen on the My Washburn account. Courses added after the last day to enroll without instructor's permission require that the instructor provide a late add override through the My Washburn account thereby permitting the student to register if the instructor believes this is appropriate. When an instructor places a late add override on a student account after the last day to enroll without instructor's permission, this single override will take the place of all overrides the student might need and assures the student will be added into the class.
1. Initiated by Student: Withdrawing from class(es) or from the University
A student who wishes to withdraw from a course may do so on the web when it is available for registration/enrollment. Specific instructions will be available in the appropriate Class Schedule Bulletin on the web.
The date of withdrawal is determined by the day the withdrawal is processed. Students who cannot complete the withdrawal process on the web must notify the University of their intent to withdraw by sending an e-mail using their MyWashburn account to firstname.lastname@example.org. To verify that the withdrawal process has been successfully completed, students should access their MyWashburn account on-line and view the "Detail Course Schedule" link on the Student Tab. The status will indicate withdrawn and the date the course was withdrawn successfully.
The responsibility for initiating and processing withdrawals rests with the student, not the faculty. Failure of the student to officially withdraw requires the instructor to record an "F" grade at the end of the semester/term. Students are responsible for all assessed charges.
Specific dates for withdrawal deadlines are listed in the academic calendar, in the appropriate Class Schedule Bulletin, and on the web using the "last day" deadline link. When a student drops a course, an e-mail is automatically generated and sent to the instructors' MyWashburn account as notification of the drop..
2. Initiated by Instructor
a. Withdrawal for Lack of Attendance
An instructor, after giving due notice to the student, may request withdrawal of a student from a course because of nonattendance during the semester. (Instructors may not initiate or process any other type of withdrawal since it is the responsibility of the student to withdraw.)
The Instructor must inform the University Registrar's Office in writing if the student is being withdrawn for lack of attendance. In such cases the grade W is recorded if the withdrawal is on or before the last day to withdraw.. After the last day to withdraw, a student cannot be withdrawn by the instructor.
b. Administrative Withdrawal
Instructors may administratively remove students from the class roster who are inappropriately registered in a class or classes at the completion of registration/enrollment. The most common example of inappropriate registration would be that the student has not satisfied the prerequisites for the course. The instructor may write a memo to the Office of the University Registrar providing the name of the student, his/her student identification number, and the name and course reference number of the class as well as stating the reason for the removal of the student from the class. The request for administrative withdrawal must be submitted by the end of the second week.
c. Changes to an Individual Class
A student may make other changes to his/her class (i.e. change of section; involving pass/fail, audit, or grade status; change in credit hours, etc.) by submitting the change on the web registration form.
Washburn has a variety of means to provide proper recognition for outstanding academic success and several programs to encourage highly motivated and talented students to undertake work at the honors level. For information about honors recognition and programs, please refer to the Washburn University Catalog.
Students who have performed poorly in their first year or two at any regionally accredited post-secondary institution and then withdraw or are dismissed frequently return to school at a later date to resume their education. Unfortunately, their prior academic record often presents a major obstacle to their overall success.
Students who want an opportunity for a fresh undergraduate start at Washburn University, without the handicap of their prior academic record, may apply for admission under Academic Fresh Start within the first term of attendance subject to the following conditions.
A. All previous academic work at any regionally accredited post-secondary institution will be disregarded with respect to Washburn University graduation requirements.
B. The prior academic record remains a part of the student overall academic transcript, but is not carried forward as part of the student's program.
C. The Washburn transcript will indicate "Academic Fresh Start" and the date it was granted.
D. The student will then begin college study again under the current catalog with no credits attempted, no credits earned, and no grade points earned.
E. A person may receive Academic Fresh Start only once.
The Academic Fresh Start policy applies only to the Washburn academic record. A student granted Academic Fresh Start is an entering first-year student and as such is eligible for consideration for all academic opportunities afforded by Washburn. A student transferring from Washburn University to another institution will have to follow the receiving institution's policy.
To be eligible for consideration of an Academic Fresh Start:
A. At least three years must have elapsed between the end of the semester in which the applicant was last in attendance at any regionally accredited post-secondary institution and the beginning of the semester in which he/she intends to re-enroll. This three-year waiting period may be waived if course work was completed prior to high school graduation.
B. Student must petition for Academic Fresh Start within the first term of attendance.
C. Student must apply for admission through the Office of Admissions.
D. Student must submit official transcripts from all regionally accredited post-secondary institutions attended.
E. Application fee paid.
Granting of Academic Fresh Start does not mean the student is eligible for institutional scholarships or financial aid. An individual request for reinstatement of federal aid should be directed to the financial aid office in writing.
Petitions are available through the Office of Academic Advising.
See Section 7 of the University Faculty Handbook for details.
A person who does not desire credit in a course may attend class as an auditor on approval of the instructor. Auditors enroll for the course and pay the same fee as the students enrolled for credit. The names of auditors are entered on the class roster as evidence of their eligibility to attend class. A student who enrolls as an auditor in a course may change to credit status the first week of classes and may change from credit status to auditor during the first three weeks of classes.
Undergraduate courses may be repeated. Courses for which grades of Ds and Fs are recorded can be retaken without departmental approval; courses for which a grade of C, or pass, or higher are recorded will require departmental approval. The transcript will contain a complete record of all courses taken and grades earned. The repeated and not the original grade will be included in determining the cumulative grade point average. However, after a student has repeated the same course three times, or has repeated three different courses, that student must have the permission of his/her academic dean before repeating any course. Students who are taking graduate courses (excluding law courses) may repeat courses in which they received a grade of C, D or F if the repeat is granted by the dean/chair of the academic unit/department offering the course. The dean/chair must provide a letter to the Office of the University Registrar indicating approval has been given to the student to repeat a graduate course in which a C, D or F grade was received. The transcript will contain a complete record of all courses taken and grades earned, but only the last grade earned in a repeated course will be used to compute the cumulative grade point average. Law students can repeat only those courses in which they earned an F, unless approval of the faculty Curriculum Committee is obtained in advance. The transcript of a law student will contain a complete record of all courses taken and grades earned, and all grades earned in repeated courses will be averaged to compute the cumulative grade point average.
Student perception surveys may provide helpful information for faculty as they strengthen their teaching techniques. Information from these surveys, along with other methods, is used for the purposes of professional development of teaching, annual evaluations, promotion, and tenure. Schools and departments administer student perception surveys for each course taught.
Travel authorization forms are available on-line for instructors who plan to be absent from class because of attendance at professional meetings or because of some other professional activity. These forms provide not only the data for compensation for travel but also serve the purpose of notifying the various offices of such absence from class.
If absence from class is necessary as a result of sudden emergencies such as illness or other unforeseen circumstances, the chairperson and/or dean of the department should be notified in every case and effort should be made to make some arrangement for the class meeting. Classes are dismissed only when no such arrangement can be appropriately made.
Faculty teaching on-line courses must fill out travel authorization forms even though they are not missing a physical class, and for the same purpose: the notification of various offices of absence from teaching duties. On-line faculty should also inform the chairperson and/or dean of the department and students of absences from their presence on class discussion boards and any other activities considered to be continuous as defined by the structure of the class, whether due to professional activity, illness, or unforeseen circumstances. As with face-to-face classes, timely contact with students in discussions and with responses to assignments is part of a faculty member's duties.
For the most current guidelines associated with copyrighted materials for classroom use, please link to Washburn University Libraries LibGuide.
The University, by operation of the Kansas Tort Claims Act (KSA 75-6101 et seq and amendment), may be held liable for damages caused by the negligent or wrongful act or omission of any of its employees acting within the scope of their employment. Employees may also be held liable for tortious acts in the course of their employment.
The University shall provide for the defense of an employee named as a defendant in a civil lawsuit in either his/her official or individual capacity on account of an act or omission in the scope of his/her employment; provided, however, that a request for such defense be made in writing to the Vice President for Administration within fifteen (15) days after service of process upon the employee.
The University may refuse to provide for the defense if the University determines:
1. The act of omission giving rise to the action was not within the scope of the employee's employment; or
2. Such employee acted or failed to act because of actual fraud or actual malice; or
3. The defense of the action of proceeding by the governmental entity would create a conflict of interest between the governmental entity and the employees; or
4. The request for defense was not made within fifteen (15) days of service of process.
It is assumed that all faculty members will attend faculty meetings and participate in commencement activities in proper academic regalia. All faculty are urged to participate as fully as possible in assemblies, lecture series, concerts, plays, and whatever other activities contribute to the cultural life of the University community.
In accepting employment at Washburn University, the faculty member accepts the objectives of the University and, among these objectives, the idea of a close association with students on an individual basis. This implies that faculty members are available to students for individual advising. To this end, all faculty members must establish a schedule of office hours sufficient to meet this obligation and display this schedule of office hours on the office door. Conference hours should be scheduled at periods when the students are most likely to be able to utilize them. Conference hours should be kept as faithfully and regularly as class hours.
Much of the planning and studying of the University's program is done by standing and special committees. They are basic to the shared faculty, administrative, and student organization of the University. Washburn University seeks to encourage the fullest possible participation of the total faculty in such committee activity. On the other hand, election and assignment to committees will be distributed so that the work does not intrude too deeply into the time of any faculty member. During the first year of employment faculty members generally are not given committee responsibility.
A. Faculty Tutoring
Faculty members are encouraged to assist individual students. The degree to which any faculty member wishes to devote time to helping the individual student in academic work must be determined by the faculty member. In no case is a faculty member permitted to accept payment from students for tutorial work.
B. Peer Tutoring
Certain departments are granted funds for organized student, i.e. peer, tutoring. This service is intended primarily to aid beginning students or those in lower-class courses in areas in which tutoring has proven valuable, and in which the student is most vulnerable. Requests for tutoring funds are made to the academic deans.
The faculty are encouraged to participate in state, regional, and national professional meetings. Even though attendance at such meetings conflicts with classroom teaching and laboratory supervision at times, it is essential to professional growth to meet with peers from other institutions in professional discussion and to present professional papers.
Washburn University also favors such meetings on its own campus, and faculty members should invite their respective professional organizations to the campus. In order to prevent serious problems of space utilization, such arrangements should be discussed with the Dean of the appropriate school and cleared by University Scheduling so that conflicts may be avoided. Invitations to the organizations are issued by the President.
In cases of accident or sudden illness in the classroom or on campus, keep the person as comfortable as possible, do not move him/her any more than is necessary, do not administer liquids to an unconscious person, and do not remove objects that may be embeeded in his/her skin. In the event of a life-threatening condition (severe chest pains, gunshot wounds, severe burns, hemorrhaging, severe head injuries, and open (compound) fractures, among other things), call 911 and then contact University Police at extension 1153. Fire department paramedics will respond for treatment and transportation to a hospital emergency room. For any other injuries or illnesses help the individual seek medical attention at Student Health Services in Morgan Hall, Room 140 or contact University Police at extension 1153.
See the most current smoking and tobacco use policy at the following link: http://www.washburn.edu/campus-life/student-activities/policies-forms/tobacco-use.html
Advising is an integral and natural part of teaching and research. At Washburn University advising is under the general direction of the Deans of the various schools and colleges. Each school develops its own program. On occasion faculty members may be asked to assist the Director of Admissions in making new student contacts and in explaining specific programs in their area. Faculty members are urged to cooperate whenever possible.
2 August 2000
Part III.F.1, Procedure for Contesting Grades, modified to include language referring to graduate programs, and to include specific membership on the appeal committee of graduate students and appropriate faculty when the grade appeal involves a graduate student. Approved by General Faculty, Feb. 3, 2000.1 August 2004
Due to implementation of an integrated information system, changes in procedures were required to move from manual systems to on-line systems in the following areas (effective Fall 2004):
II - Class Rosters - No longer printed and distributed by University Registrar but available on the web for faculty to print as needed.
III.A, III.D- Grades - In order to allow the integrated system to enforce course prerequisites of C or better, courses completed in pass/fail grading status required differentiation of an earned grade of "D" which is now recorded as a "P" if completed in pass/fail grading status and "CR" if the earned grade is above a "D".
V.B - Dropping/Withdrawing - Students are no longer required to manually complete the withdrawal process and must withdraw themselves on the web.
X - Repetition of Courses - Approved by the Board of Regents, the repeat policy was modified so that the most recently repeated course grade is used when an eligible course is repeated but permission of the student's academic dean is required after the third instance of a repeat (single course repeated three times or three courses repeated once). The previous policy allowed the use of the most recent grade for the first five repeats and the inclusion of both the original and the repeated grades for subsequent repeats.
15 November 2004
Part III.D. - New Pass/Fail policy approved by General Faculty and Washburn Board of Regents effective Spring 2005. Students who choose to complete a course in A/Pass/Fail grading status are awarded a grade of "A" if that is the grade earned for the course. If a grade of "B" or "C" is earned, "CR" is recorded. If a grade of "D" is earned, "P" is recorded. If a grade of "F" is earned, "F" is recorded. Recorded grades of "A" or "F" are figured in the student's cumulative grade point average. Recorded grades of "CR" or "P" are not figured in the student's cumulative grade point average.
10 June 2005
Part V.A. - Effective Fall 2005, new option added through integrated information system so faculty are able to access the web to allow students to enter their courses late rather than complete a manual paper process to do so.
15 November 2005
Part III.B. - New Incomplete Deadline policy approved by General Faculty and Washburn Board of Regents effective Spring 2006. Unless an earlier deadline is specified by the course instructor, the deadline for completing course requirements when an Incomplete is awarded changed from two weeks before the final examination period of the subsequent semester to the end of the subsequent semester.
18 June 2008
Part III.F.1, Procedure for Contesting Grades, modified to include language directing students who believe their grade was awarded due to discrimination on the basis of race, color, religion, age, national origin, ancestry, disability, sex, marital or parental status or sexual orientation to appeal the grade following the University's procedure for complaints of discrimination instead of the established procedure for contesting grades. Change required based on the "Resolution Agreement" signed by the University with the Department of Education's Office for Civil Rights.
21 July 2008
Part XX - The procedure for handling a medical emergency in the classroom or on campus was revised to reflect the university-approved procedure identified in the Employee Safety Manual.
16 January 2009
Part III.F.1 - Based on a directive from the Washburn Educational Opportunity Officer, a clarification was added to this section which identifies when a student should utilize the existing grade appeal procedure and when a student should use the existing procedure for handling complaints of discrimination.
12 January 2010
Part XXI - The University Smoking Policy was revised to reflect the policy approved by the Washburn Board of Regents.
3 March 2010
Part X - The policy regarding repetition of courses was revised to allow any course to be repeated with the approval of the departmental chairperson of the course which is to be repeated. Approved by the Board of Regents Summer 2009.
11 May 2010
Part III.F.1 - The Grade Appeal Procedure was modified to clarify the process, ease the transfer of communication and to alter the composition of the Committee. Approved by General Faculty 11 May 2010.
24 September 2010
Part III.E. - The Final Examinations section was adapted to incorporate Success Week which limits the course activities which are allowed during the last full week of classes before final examinations. Approved by General Faculty 11 May 2010. Approved by the Board of Regents 24 September 2010.
1 May 2014
Part III.D.4. International transfer credit will no longer be accepted on a graded basis but as CR, P, or NC so the number of graded hours required for a baccalaureate or associate degree has been reduced for students who transfer international transcripts. Approved by General Faculty 24 April 2014. Approved by the Board of Regents 1 May 2014.
26 June 2015
Part III.A. and B. Grades - Adds explanatory information regarding the importance of submitting final grades on time and spells out the new requirement for the three ways of reporting a grade of F. Approved by General Faculty 30 April 2015. Approved by Washburn Board of Regents 11 June 2015.
Part III. D. A/Pass/Fail Eliminates the exception regarding allowing PE/KN 198 to be taken A/Pass/Fail in conjunction with a second course in a given semester. Approved by General Faculty 30 April 2015. Approved by Washburn Board of Regents 11 June 2015.
Part V.B. Dropping/Withdrawing Changed to reflect the current method of dropping a class. Approved by General Faculty 30 April 2015. Approved by Washburn Board of Regents 11 June 2015.
Part VII. Academic Fresh Start Changes reflect updated procedures for implementing Academic Fresh Start. Approved by General Faculty 30 April 2015. Approved by Washburn Board of Regents 11 June 2015.
Part XV. Participation in Activities Modified to reflect existing practice. Approved by General Faculty 30 April 2015. Approved by Washburn Board of Regents 11 June 2015.
27 April 2017
New Part I - Professional Ethics moved from Section Two to Section Six and updated to latest AAUP statement on professional ethics. Approved by General Faculty 27 April 2017.
New Part III - Definition of Student Credit Hour. Specifies that Washburn University conforms to the Council for Higher Education Accreditation (CHEA) proposed definition of a student credit hour. Approved by General Faculty 27 April 2017.
20 June 2017
New Part XXIII - University Smoking Policy. Updated to reflect the new smoking and tobacco use policy. Approved Board of Regents 21 July 2016.
7 May 2018
Part VII.B.2. - Dropping/Withdrawing by Instructor procedure changed to ensure administrative withdrawals are handled in a consistent manner. Approved by General Faculty 3 May 2018.
Part XIII. - Student Evaluation of Faculty changed to Student Perception of Faculty and updated to reflect current practice. Approved by General Faculty 3 May 2018.
Part XIV - Absence of the Instructor from Class - This policy was updated to include absence from on-line classes. Approved by General Faculty 3 May 2018.
Part XV - Copyrighted Materials for Classroom Use - Outdated policy replaced with link to most current copyright policy which is maintained in the Washburn University Library as a LibGuide. Approved by General Faculty 3 May 2018.