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3 Faculty Responsibilities

  • 3.1 Role of the Faculty Member

    The faculty at UNG is committed to the tripartite mission of teaching, scholarship and service. UNG expects faculty members to develop each of these three areas in the regular course of their professional lives.


    Each faculty member is responsible for the quality and content of instruction in the classroom. The instructor should at all times strive to promote the general purposes of the University and to achieve the objectives of the College. 

    The following objectives and considerations should guide the faculty:

    1. Provide the highest quality classroom instruction toward the attainment of the goals of the University, the College, the Department, and the courses.
    2. Combine scholarship and research in the faculty member's major field of interest and incorporate the latest research, knowledge, and theory in classroom instruction.
    3. Seek new and better devices, techniques, online technologies, procedures, and methods that may improve the teaching and learning process.
    4. Recognize individual needs of students and provide challenging learning opportunities for all learners.
    5. Recognize and provide academic and career guidance and encouragement through formal and informal conferences with students in order to supplement and improve the regular classroom instruction.
    6. Develop efficient and equitable procedures for the evaluation of student academic performance and assign grades that reflect the achievement and progress of students enrolled in the courses. Provide timely and appropriate feedback to students.

    Scholarship and Creative Activities:

    Faculty members are expected to remain active in their fields of study or artistic/creative practices through research, creative output, and other professional activities as described by their Department and/or College.


    Faculty members are expected to use their expertise and professional experience to serve their departments, their colleges, the university, the community, and their professions through service activities.

    Together, these three pursuits—teaching, scholarship, and service—comprise the role of the faculty member at UNG.

    Recognize and provide academic and career guidance and encouragement through formal and informal conferences with students in order to supplement and improve the regular classroom instruction.

  • 3.2 Faculty Workload

    The University of North Georgia is committed to a workload policy that is appropriate for the institution’s standing as the premier institution of higher education for the region. Faculty will teach, engage in research, scholarship, and creative activities, and provide service to the institution. Specific expectations are worked out at the college and departmental levels with an effort to balance specific situations with equity across the institution. In all cases, faculty workload must fit the departmental, college, and university mission.

    Under the University System of Georgia’s guidelines, the workload for full-time faculty members is thirty credit hours per academic year (fall/spring). At UNG, for tenured or tenure-track faculty this mandate translates into 24 credit hours of teaching duties per academic year, with the remainder work coming in the areas of research, scholarship, creative activities, and service. For graduate faculty, it translates to 18 credit hours, plus 12 hours of research/ service. Some full-time, limited-term faculty may be required to teach 15 hours in lieu of other activities, and certain disciplines may be better served by using contact hours to determine teaching loads at a rate equal to the 12 credit hours of teaching set by UNG. Faculty workload must also take into account accreditation requirements, where appropriate, as well as professional guidelines, recommendations, and best practices for certain disciplines.

    Approved Nov 2012

  • 3.3 Faculty Orientation
    The University of North Georgia faculty orientation process is facilitated by the Center for Teaching, Learning, and Leadership.
  • 3.4 Academic Advising [+]
    • 3.4.1 Advisement Policy

      The goal of academic advising at the University of North Georgia is to assist students in constructing meaningful educational plans based on their interests and abilities and consistent with each student’s academic, professional, and personal goals. Prior to registration periods, a four-week advising period will take place. Professional advisors in specific programs of study will advise students in the major and perform additional responsibilities as determined in collaboration with the school Dean. Campus Academic Advising Centers will advise the following populations:

      1. Open Option (undeclared) students
      2. Students who are not in good academic standing and having less than 42 hours
      3. MOWR/ACCEL/Joint Enrollment students
      4. Students requesting financial aid appeals
    • 3.4.2 Plan of Study

      The plan of study (POS) provides the list of requirements for completing a degree at UNG. Initially, the plan of study serves as a guide for discussion between the student and academic advisor.  Degree requirements and plans of study can change each academic year to reflect current department and program standards.  The POS version used by students is determined by the first term of enrollment at UNG.  Students may choose to use a future POS version at any time during their academic career.  Students may not use a POS version that was approved and used prior to their enrollment at UNG. Once a student has elected to use a POS from a future academic year, they cannot revert to a previous version. Degree programs are subject to change.  Adjustments may be made to the requirements for the degree regardless of the undergraduate catalog under which the student entered. 

      Students pursuing a baccalaureate degree must have an approved plan of study (POS) on file in the Office of the Registrar prior to earning 90 hours.

      Students seeking an associates degree must have an approved plan of study on file prior to earning 40 hours.

      The approved POS is changed only upon written authorization of the faculty advisor and the head of the department concerned. 

    • 3.4.3 Academic Advisement Center

      Academic Advisement Centers on the Gainesville, Oconee, and Dahlonega Campuses serve as resources for Open Option (undeclared) students, students who are not in good academic standing, and joint enrollment students. The centers provide information, resources, and support needed by students to develop and reach their academic goals. Professional advisors can assist students in understanding academic policies, choosing majors, planning course schedules, and obtaining information regarding transfer requirements.

      In addition to one-on-one advising, professional advisors in the Academic Advising Centers present information at new student orientations, train faculty advisors, present workshops, and collaborate with campus support services. For more information about Advising Center programs and services visit the Academic Advising webpage.

    • 3.4.4 Core Curriculum Rule

      Students are required to successfully complete all Area A core curriculum courses (courses emphasizing communication skills and quantitative skills) in a timely manner. First-time and transfer students entering UNG who have earned 30 hours but have not completed Area A must enroll in the next course necessary to make progress toward completing this area in every semester in which they take classes. For students with Learning Support requirements in reading, writing, and/or mathematics, taking the required Learning Support course(s) counts as making progress toward completing Area A. Students are also encouraged to complete at least one laboratory science course and at least one course of any foreign language requirement during the first sixty hours of coursework.

      USG BOR Academic & Student Handbook, Section 2.4.4
    • 3.4.5 Legislative Requirements

      A Georgia law requires that all candidates for a degree from an institution supported by public funds shall pass an examination "of the History of United States and the History of Georgia" and an examination "upon the provisions and principles of the United States Constitution and the Constitution of Georgia." The requirements for instruction in the above areas can be met by passing a test in each of the four areas or by satisfactorily completing one of the following courses at either UNG or another university in the University System of Georgia: HIST 2111, HIST 2112 or POLS 1101.

      If a student transfers one or more of these courses into UNG from a private or out-of-state institution, the student will have to take at least two exams to meet the mandated requirements. See the following exam options.

      • If a student received AP or CLEP credit for POLS 1101 & HIST 2111 or HIST 2112, the student needs to take the GA Constitution and the GA History exam.
      • If a student transferred from another state or received AP or CLEP credit for POLS 1101, the student needs to take the GA Constitution, GA History and U.S. History exams.
      • If a student transferred from another state or received AP or CLEP credit for HIST 2111 or HIST 2112, the student needs to take the U.S. Constitution, GA Constitution and GA History exams.

      Students should contact the Department of Political Science & International Affairs and the Department of History, Anthropology & Philosophy for clarification of these restrictions.

      Any baccalaureate student who has not met the legislative requirement, but has completed Area E, may petition the departments to use the following upper-level courses to meet the requirements listed below through coursework at the University of North Georgia:

      • Credit for U.S. history requirement: HIST 3150 or HIST 3151
      • Credit for Georgia history requirement: HIST 3182, HIST 3183, HIST 3184, or HIST 3185
      • Credit for Georgia constitution requirement: POLS 3106, POLS 4112, POLS 4120

      Approved 15-MAY-2013

    • 3.4.6 Regents' Test

      Each institution of the University System of Georgia shall assure the other institutions, and the system as a whole, that students obtaining a degree from that institution possess certain minimum skills of reading and writing. The Regents' Skills Program has been developed to help in the attainment of this goal. The objectives of the Regents' Skills Program are (1) to provide system-wide information on the status of student competence in the areas of reading and writing and (2) to provide a uniform means of identifying those students who fail to attain the minimum levels of competence in the areas of reading and writing.

      The University of North Georgia has been granted an institutional exemption to the Regents Reading and Writing Skills requirement by the USG executive vice chancellor and chief academic officer under delegated authority of the chancellor in consultation with the chair of the academic affairs committee of the Board of Regents.

      The exemption was granted based on UNG’s assessment of communications outcomes in Area A1 classes (ENGL 1101 and 1102). Therefore, if a student has passed ENGL 1101 and 1102 with a C or higher (or has been granted transfer credit for those classes AFTER ENROLLING at an exempt institution), then the student is exempt from Regents' Test requirements at that point, regardless of where he/she may transfer.

      Other exemptions may be found at the BOR website.

    • 3.4.7 Transient Permission

      Current University of North Georgia students may request to complete certain courses at another institution as a transient student. A Transient Permission Request form must be submitted in Banner Web prior to the term in which the student would like take these courses. Permission is not granted to students who have outstanding Learning Support or ESL requirements, or to students who have been granted academic renewal, or to students who are on academic suspension.

      Students who do not request (and receive) transient permission to attend another institution or who do not take the requested/approved courses risk not having their work transferred back to UNG.

      The Transient Permission Request for undergraduate students is available in Banner Web. Graduate students should contact the Office of Graduate Studies for more information.

      After the student submits the electronic request, the Registrar's office will send a letter confirming the student’s transient eligibility to the transient institution. The student must apply for transient admission to that institution. At the close of the transient term, students must request an official transcript of their coursework at the transient institution be sent to the University of North Georgia.

      Revised 03/10/2014
  • 3.5 Office Hours [+]
    • 3.5.1 Academic Year

      Full-time faculty whose teaching load consists of traditional course offerings are expected to post and maintain a minimum of six office hours per week. Faculty members will arrange office hours convenient to the needs of their students. Exceptions to this policy may be made in cases where the faculty member has significant off-campus responsibilities (e.g., internship supervision, clinicals, and online instruction). Department heads will review exceptions to this policy to determine their justifiability prior to submitting the schedules to the dean. An instructor's office hours and e-mail address should be posted on the instructor’s door, and should be on file in the department office and in the dean’s office. The new course evaluation instrument contains specific wording addressing availability and responsiveness of faculty.

      Adjunct and part-time faculty will maintain office hours according to the number of semester hours they teach each semester. Specifically, the adjunct and part-time faculty member should have office hours according to the following schedule: Number of Hours Taught

      Minimum Number of Office Hours Per Week









      Approved 27-MAR-2013
    • 3.5.2 Summer Session

      Faculty who teach during the summer term will be expected to maintain office hours during the summer session according to the following schedule:

      For Either Short Session Number of Hours Taught

      Minimum Number of Office Hours Per Week








      Approved 27-MAR-2013
    • 3.5.3 Summer Overlapping Sessions

      No faculty member will be expected to post more than six office hours per week in instances where he/she is teaching overlapping sessions. Office hours may be adjusted as the summer term progresses to match the instructor's actual teaching load according to the aforementioned schedule.

      Approved 27-MAR-2013
  • 3.6 Course Syllabus [+]
    • 3.6.1 Course Syllabus Usage

      The primary document detailing the expectations placed upon students in a given class is the course syllabus. Consequently, each faculty member is expected to provide a syllabus to each student in each of the faculty member’s classes. The syllabus should be accessible to the student by the first day the class meets*. A copy of the syllabus for each course of instruction should be placed on file in the appropriate department.

      *For the Faculty Internship Instructor of Record, a copy of the completed Internship Learning Agreement, which includes duties and learning outcomes, can be used to supplement the syllabus. These should be made available to the internship student by the first day of their internship and placed on file in the appropriate department.

    • 3.6.2 Course Syllabus Template

      Syllabus Requirements

      Each semester faculty members will provide students in each of their classes with a syllabus in the format of and containing the minimum of information as outlined below. Faculty can expand the information included in the syllabus template.

      Faculty members should provide the student any written or published documents that would facilitate the student's understanding of the requirements of the course. A copy of the syllabus will be filed in the discipline’s department office at the beginning of each semester.

      University of North Georgia
      Standard Course Syllabus

      College of:

      Instructor's Name
      Office Room Number
      Office Phone & e-mail address
      Office Hours
      eLearning (D2L) login Information (if needed)


      required texts
      optional materials
      supplementary readings
      online resources and access information; link to student IT support


      Description similar to the one in the college catalog. Explanation of how course is used in the Core – if appropriate. Specification of hours of credit. Pre-requisites and/or co-requisites if any.


      Specific skills and concepts the student is expected to master by the end of the course; explanation of their relationship to the college’s, discipline's and department’s goals. (See UNG mission statement and select those goals that apply to your course.)



      Include here grading practices and weights assigned to each graded aspect of the course and how the final grade will be calculated. Also see policy in the faculty handbook regarding fully online courses.


      Provide students with specific evaluation criteria, e.g., number of tests, reports, themes, assignments, final exams, etc., and their relative weight. The students should have a full understanding of the criteria used to determine his/her grade.


      Incorporate calendar with important dates during the semester, including last date to withdraw without academic penalty.

      This syllabus may be adjusted if deemed necessary by the instructor.


      Students are expected to refer to the supplemental syllabus for the following information:

      1. Academic Exchange
      2. Academic Integrity Policy
      3. Academic Success Plan Program
      4. Class Evaluations
      5. Course Grades and Withdrawal Process
      6. Disruptive Behavior Policy
      7. Inclement Weather
      8. Smoking Policy
      9. Students with Disabilities

      Approved 27-FEB-2013

  • 3.7 Class Attendance Policies [+]
    • 3.7.1 Student Attendance Policy

      University of North Georgia expects students to attend all regularly-scheduled classes for instruction and examination. When a student is compelled for any reason to be absent from class, the student should immediately convey the reason for the absence directly to the instructor. The student is responsible for all material presented in class and for all announcements and assignments.

      The decision to permit students to make up work that is required in any missed class resides with the instructor. Students who stop attending class may be administratively withdrawn (with or without academic penalty); a grade of W may be assigned when students fail to attend 10% of any class meetings prior to the midpoint of the term; a grade of WF will be assigned when students stop attending after the midpoint. Individual instructors or departments may have attendance policies stricter than that of the university, as long as the policies are stated in the class syllabus.

      Students who are absent because of university-sponsored activities that are approved by the provost or vice president for student affairs will be permitted to make up any work missed during the absence.  “University-sponsored activities” include activities related to performance groups, university athletic teams, the Corps of Cadets, the Student Government Association, field trips related to academic courses, as well as any other university-sponsored activities approved by the provost or vice president for student affairs. Approval of such absences will be granted only if the instructor receives advance notice in writing from the faculty member or university official sponsoring the activity.

      Extenuating circumstances for which an absence may be excused include participation in university-sponsored activities, hazardous weather conditions, personal hardship, extended illness or hospitalization, family emergencies, or death in the immediate family. Instructors may request documentation to verify the extenuating circumstances.

      Any absence problems which cannot be resolved between the instructor and the student are referred immediately to the appropriate department head and, if necessary, to the dean of the appropriate school. The dean of the appropriate school is the final arbiter in all absence disputes.

      Approved 12-DEC-2012

    • 3.7.2 Withdrawal/Drop Policy

      There is a short period at the beginning of each new semester during which students are permitted to drop and/or add classes with no penalties and are not required to obtain permission from the instructor. 

      After the drop/add period, students will be able to withdraw from courses only via their Banner account.  Students with a HOLD on their registration process may withdraw from a course or courses by completing the Course Withdrawal Request form and submitting it to the Registrar’s Office in person, via FAX, or via U.S. Mail.

      Limitations with regard to the official last day to drop a course with a grade of W apply in the online withdrawal process.

      • If the student processes the online withdrawal form before 12:00 Midnight on the last day to withdraw with a W, the student will receive a grade of W for the course.
      • If the student processes the online withdrawal form after 12:00 Midnight on the last day to withdraw with a W, the student will receive a grade of WF for the course.
      • If the student processes a paper withdrawal request in person, via FAX or U.S. Mail before 5:00 PM on the last day to withdraw with a W, the student will receive a grade of W for the course.
      • If the student processes a paper withdrawal request in person, via FAX, or U.S. Mail after 5:00 PM on the last day to withdraw with a W, the student will receive a grade of WF for the course.
      • It is possible for students who demonstrate a hardship or qualifying medical condition(s) to receive a grade of W should their withdrawal occur after the last day to withdraw with a W.

      Instructors retain the ability to assign a grade of W or WF for excessive absences per the university’s attendance policy, assuming the student is withdrawn for excessive absences prior to the student processing the online withdrawal form.

      Students may be reinstated into a class from which they have withdrawn by completing the Course Reinstatement Request form. The course reinstatement request requires the signature of the instructor of record for the course, department head and dean, or their designees. The course reinstatement request must be submitted to the Registrar’s office no later than 5:00 PM on the last day of classes for the term in which the course is being offered.

      For the purpose of university records (Registrar’s office, Financial Aid office, Business office, etc.), the date the completed online or paper request is received in the Registrar’s office will be considered to be the last day of attendance in the class.

      Approved 10-APR-2013

    • 3.7.3 Hardship Withdrawal
      A student may be administratively withdrawn from the university when it is determined that the student has a condition which (a) causes the student to be unable to meet institutional requirements for admission and continued enrollment, (b) causes the student to interfere with the rights of other members of the university community or its personnel, or (c) poses a significant danger or threat of physical harm to the student or to the person or property of others. Either the student or the university can initiate an administrative withdrawal.

      Student-initiated withdrawal

      Students who seek to obtain a withdrawal after the approved withdrawal date must complete a Request for Health/Hardship Leave of Absence Petition to the dean of students for review or they will automatically receive grades of WF. Student-initiated withdrawals do not include any conditions for future registration. Examples include health-related withdrawal and hardship withdrawal.

      University-initiated withdrawal

      A student may be the subject of a university-initiated withdrawal from the university when 1) the student has received a student conduct sanction during a semester which would prevent the student from completing the semester or 2) it is determined, in the judgment of the vice president for student affairs, that the student is a threat to her/himself and/or others or results in a significant disruption to the university community.

      Students involved in university-initiated withdrawal have the opportunity to present their position and any relevant information prior to a final decision concerning continued enrollment at the university. University-initiated withdrawals follow the same guidelines, procedures, and due process as the student conduct hearing process outlined in the student handbook.

      This process will follow the same guidelines, procedures, and due process as the student conduct hearing process that is outlined in the student handbook.

      Students must complete all the conditions outlined within the university-initiated withdrawal. In order to be eligible to register for future terms, students must complete the Request for Re-Enrollment Form. The conditions for reapplication to the university will remain for students who have not been in attendance for three or more consecutive semesters. Please see submission requirements. Examples include withdrawal based on student conduct suspension; withdrawal based on academic misconduct suspension; and withdrawal based on behavior intervention team recommendation to the vice president for student affairs.

  • 3.8 Roll Verification

    Faculty are required to verify the accuracy of class rolls on a designated date generally 1-2 weeks after the drop/add period has concluded for each term. Class rolls are not official until drop/add is over. The roll verification periods will be listed on the academic calendar for the term, and an email message will be sent to the faculty/staff listserv each term to notify faculty of the roll verification dates.

    The purpose of the roll verification process is to prevent future problems associated with tuition refunds, federal financial aid relative to Title IV refunding rules, and issuance of grades of 'NR' (not reported), 'WF' or 'F' for student who never attended class.

    Instructors should check their rolls for attendance throughout the semester to ensure that students have not stopped attending the class without processing an official withdrawal.

    Roll Verification Procedure

    The Registrar’s office will send an email to the UNG list indicating the roll verification period for the term (or part of term). Roll verification should be completed during the time frame announced.

    Each primary instructor or instructor of record will verify his/her roll online from within Banner in the manner described by the Registrar’s office.  The department head will be responsible for submitting roll verifications for course sections that have STAFF listed as the instructor.

    After the close of the roll verification period for the term (or part of term), Registrar’s office staff will modify the rosters of the course section based on the changes submitted by the instructor (or department head).

    Students who need to be reinstated to the course must complete the course reinstatement process by seeking approval from the Instructor and completing the Course Reinstatement Request form.

  • 3.9 Student Email

    University issued student email is the official channel of communication between the University of North Georgia and its students regarding university policies, procedures, and/or deadlines.  The responsibility lies with students to regularly monitor their email accounts and be aware of the information sent by the university.  Failure to monitor university email communications will not excuse students from complying with university policies, procedures, and/or deadlines and will not be considered grounds for appeal for relief from those policies, procedures, and deadlines.

    Approved 28-NOV-2012

  • 3.10 Final Examinations [+]
    • 3.10.1 Final Exams

      It is expected that all faculty will require a final examination, final project, or final assessment for each class they teach. Non-traditional classes (internships, clinicals, etc.) that would not necessarily hold final examinations may be exempt from this requirement.

      The date and time for a final examination/project/assessment is a scheduled part of the class. When a student registers for a class, he or she is registering for the scheduled final examination period as well. Therefore, it is the responsibility of the student to be available for the final examination/assessment or for presentation (or submission) of the final project at the time scheduled. Take-home examinations/ projects/assessments requiring more than two hours to complete should be provided to students prior to the last day of class.

      In the case of fully on-line courses, it is up to the faculty member teaching the course as to whether to give a proctored exam, use an on-line exam, or require a final project. In the case of online courses, students who live too far from campus to travel to campus for a proctored final exam, the student/instructor is required to arrange a proctored final exam through a testing center at a local (to the student) college or university and have the center forward the completed exam to the instructor for grading. Faculty members are encouraged to set deadlines for students to confirm testing center locations/appointments. The student will be required to pay any fees associated with the use of a testing facility. For those traveling to a UNG campus, the instructor should work with academic departments to identify open classrooms to use during the evening class hours or the overflow period on the final exam schedule for use in administering the final exam.

      Only in the case of unusual extenuating circumstances should consideration be given for allowing a student or a class to change the final examination schedule. When extenuating circumstances occur, the following procedure is to be followed:

      1. A request for a change in the examination schedule for an entire class is to be submitted in writing by the instructor. The request is to include a justification for the change. Such a change requires written approval of the department head and the dean of the college. The entire class of students should sign a statement agreeing to the time change. A request for a change in the examination schedule for an individual student is to be submitted in writing by the student. The request is to include a justification for the change. Such a change requires written approval of the instructor and the department head (or campus designee).

      2. No student is required to take three final examinations on the same day. Such a situation is sufficient reason for the student to be granted permission to take one such examination at an alternate time. Students should contact their instructor to obtain permission at least one week prior to the first day of exams. If needed, students should contact the department head(s) to obtain permission and to determine the most appropriate examination to reschedule.

      Approved 10-APR-2013

    • 3.10.2 Final Exam Schedule
      Visit the Office of Academic Affairs final exam schedule webpage for current dates and times.
  • 3.11 Grades & Student Records [+]
    • 3.11.1 Reporting Grades
      The Board of Regents has adopted the following grading system for all institutions in the university system (see the BOR Academic Affairs Handbook):

      All institutions of the University System of Georgia shall be on a 4.0 grade point average system. The following grades are approved for use in institutions in the determination of the Grade Point Average:

      A Excellent (4.0)
      B Good (3.0)
      C Satisfactory (2.0)
      D Passing (1.0)
      F Failure (0.0)
      WF Withdrew Failing (0.0)

      Incomplete grades (I) - This grade indicates that a student was doing satisfactory work but, for non-academic reasons beyond her/his control, was unable to meet the full requirements of the course. For undergraduate programs, if an “I” is not satisfactorily removed after one semester (excluding summer), the symbol of “I” will be changed to the grade of “F” by the appropriate official. For graduate programs, if an “I” is not satisfactorily removed after two semester (excluding summer), the symbol of “I” will be changed to the grade of “F” by the appropriate official. Under special circumstances, this period of time can be increased with the approval of the department head and the dean.

      To assign a grade of “I” for a student, a Grade Assignment of Incomplete form must be completed and approved the by the department head and dean of the college. This form, once approved, will be forwarded to the Registrar’s office for processing. Any “I” grade may remain on the student’s record until the end of the following term. At that time, the grade will be changed to an “F” grade. However, the instructor may file an extension for the “I” grade with the dean, if needed. Once the requirements of the course have been met, the instructor should submit a completed Request for Grade Change form to the department head and dean. This form will be forwarded to the Registrar’s office for processing.

      In Progress (IP) - This grade is appropriate for thesis hours, project courses, Learning Support and English as a Second Language (ESL) courses. These courses require a continuation of work beyond the semester for which the student signed up for the course. It is not appropriate for traditional credit courses. If an “IP” grade isn't satisfactorily removed after 3 semesters, the appropriate official will change the symbol of “IP” to the grade of “F”. Under special circumstances, this period of time can be increased with the approval of the dean. However, students who receive a grade of “IP” in a learning support or an ESL course will retain this grade due to the nature of the course.

      K - This symbol indicates that a student was given credit for the course via a credit by examination program approved by the respective institution's faculty (CLEP, AP, Proficiency, etc.). K credit may be provided for a course the student has previously audited if the institutional procedures for credit by examination are followed.

      CR – Credit (for Military experience)

      NR - This symbol indicates that the grade was not reported by the instructor.

      S- This grade symbol indicates that credit has been given for completion of degree requirements other than academic course work. The use of this symbol is approved for dissertation and thesis hours, student teaching, clinical practicum, internship, and proficiency requirements in graduate programs. Exceptions to the use of this symbol for academic course work must be submitted to the chancellor for approval.

      U- This grade symbol indicates unsatisfactory performance in an attempt to complete degree requirements other than academic course work. The use of this symbol is approved for dissertation and thesis hours, student teaching, clinical practicum, internship, and proficiency requirements in graduate programs. Exceptions to the use of this symbol for academic course work must be submitted to the chancellor for approval.

      V - This symbol indicates that a student was given permission to audit the course. Students may not transfer from audit to credit status or vice versa. If an audit student withdraws from a course prior to the end of the term, a W will be assigned as the grade rather than a grade of V. An audit student who is dropped by the instructor for excessive absences will be assigned a grade of W.

      W - This symbol indicates that a student was permitted to withdraw without penalty.  Students may withdraw from courses prior to the midterm and receive a grade of W. However, instructors have the ability to change a grade of W to WF if the student is failing the course at the time of withdrawal. According to policy, the instructor must include the right to retain this ability in the course syllabus. Withdrawals without penalty will not be permitted after the midpoint of the total grading period except in cases of hardship as determined by the Vice Provost of Academic Affairs or his/her designee.

      Consistent with the approved UNG syllabus template, faculty are required to list their grading scale in the course syllabus.

      Approved, July 2013

    • 3.11.2 Posting Grades

      The Family Educational Rights and Privacy Act (FERPA) prohibits the posting of grades by social security number, student identification number, or in any manner personally identifiable to the individual student. FERPA does not prohibit the posting of grades using code numbers that are appropriately restricted to school officials who have been determined to have a legitimate educational interest in the grades. Even if such code numbers are used, the list should not be alphabetized or ordered in any other way that might make identification possible by unauthorized individuals.

      The safest course of action is to refrain from posting grades at all. If a faculty member chooses to post grades, he/she should use code numbers as indicated above or posting of grades within the learning management system.

      Approved 13-FEB-2013

    • 3.11.3 Grade Changes
      Grade changes are not to be a regular practice by faculty members. However, if a grade must be updated or changed (e.g., because it was not reported on time, or it was improperly recorded, or an incomplete has been completed), the Request for Grade Change form must be completed by the instructor. The form must include the reason for the change, the prior grade, the new grade, and signatures from the instructor, the instructor’s department head (or designee), and the dean of the college (or designee).

      Grades of W assigned after the mid-term will follow procedures outlined in section 3.7.2 Withdrawal and Drop Policies.

      Approved 27-MAR-2013

    • 3.11.4 Student Grade Appeals

      The procedure for student grade appeals will be as follows: 

      1. The course syllabus is considered an agreement between the instructor and student. If classroom procedures outlined on the syllabus conflict with institutional policies, institutional policies shall supersede the syllabus. A student who believes a grade violates classroom and/or institutional policy should first, within the first 30 calendar days of the start of the subsequent semester, attempt to resolve a grade appeal directly with the instructor. 
      2. If this attempt fails, the student must, within the first 30 calendar days of the start of the subsequent semester, submit via college email a written appeal to the instructor's campus-based administrator, copying the instructor as well as the associate dean of the college, requesting mediation in his/her grade appeal. The campus-based administrator will facilitate a dialogue between the student and the instructor within 14 working days of receipt of the written complaint. If the complaint cannot be resolved at the campus level, the associate dean will review the complaint and render a decision. 
      3. In instances that cannot be resolved at the departmental/campus or college level, within 30 calendar days of the decision reached in step 2 above, the student will complete and submit a Grade Appeal form, including supporting documentation, to the associate provost for Academic administration or campus-based designee. Academic Affairs will, within 14 working days, schedule the hearing as well as elicit additional information from all parties involved (i.e., student, instructor, department chair, campus administrator, dean) necessary for the Student Grade Appeals Committee to conduct the hearing.
      4. The faculty pool for the Student Grade Appeal Committee will be chosen in the following manner: 
        1. Each year, the Faculty Senate/Leadership Appointments committee will select a pool of faculty members with representation from each college. When a student grade appeal is submitted to the associate provost for academic administration or campus-based designee, three faculty members will be selected to serve as a Student Grade Appeal Committee for that particular appeal. A committee chair and a recording secretary will be designated. 
        2. Faculty from the same degree program as the instructor(s) involved in the appeal will not serve on the committee. Faculty from the same degree program of the student’s academic major will not serve on the committee. 
        3. Faculty who are potentially biased against or in favor of the student or the involved instructor(s) will not serve on the committee.
        4. The aggrieved student and each involved instructor may strike one member from the panel without prejudice. 
      5. The committee functions in the following manner: 
        1. The committee investigates the circumstances of the appeal, allowing both the student and the involved instructor(s) to present their cases. The student and the instructor have the option of addressing the committee in person or providing the committee with a written statement of appeal in lieu of appearing in person. Both the student and the instructor(s) may name other individuals with relevant, first-hand information to address the panel in person or in writing. If the student chooses to address the committee in person, he/she has the privilege of bringing one advisor, selected from the faculty, staff, or student body, to the meeting. The advisor is not allowed to address the committee or to ask questions of committee members during the meeting. The student is allowed, during the meeting, to confer privately with the advisor. The student and the instructor(s) have the right to remain in the room while testimony is being given. All oral testimony will be recorded. If the student chooses to provide the committee with a written statement of appeal in lieu of appearing in person, the student will be required to submit a signed statement indicating that he/she has chosen not to meet with the committee. If there are follow-up questions from the committee, they will be mailed to the student, along with a request that they be answered in writing. 
        2. After considering all information relating to the appeal, the committee will formulate recommendations based on the decision of the majority.
        3. The committee will forward a record of the hearing and a recommendation to the Office of the Provost. 
      6. The associate provost for academic administration will review the recommendation. It will be the responsibility of the associate provost to render a decision in the case, whereupon the student, the department head and the faculty member shall be advised in writing. If circumstances warrant, the provost shall have the authority to change a student’s grade upon recommendation of the committee. 
      7. In the event the student wishes to appeal the decision of the associate provost, he/she may direct his/her appeal in writing to the provost within five business days from the receipt of the letter sent by the associate provost. The decision of the provost shall be final and binding.

      Approved 13-FEB-2013
    • 3.11.5 Grade Codes on Transcripts
      The following codes are used on student transcripts:

      * RHSC Course. RHSC courses (formally CPC) are taken to meet deficiencies in high school credit. College credit is not awarded for completion of the course(s). These courses must not be used towards degree requirements. No grade below a C satisfies RHSC deficiencies.

      # Academic Renewal (AR). Student has officially been granted academic renewal. Only courses with grades of A, B, C, or S retain earned hours, and only these courses may be used towards degree requirements. US/GA history/constitution requirements met prior to receiving academic renewal remain satisfied even though these requirements may not be included in AR credit.

      @ Post Secondary Option. Joint-Enrolled courses are college courses taken prior to high school graduation. College credit is awarded for these courses.

      % Learning Support. Learning Support course(s) are not counted in the overall hours/GPA and must not be used towards degree requirements.

      ^ Undergraduate course taken by a Graduate Student. Graduate students may enroll in undergraduate courses in a term, but these courses do not count in the student’s grade point average (GPA) or towards their degree requirements.

      $ Course taken at a prior college, but no transfer credit given. These courses are taken at a prior college, but do not transfer to UNG. These courses must not be used towards degree requirements.

    • 3.11.6 Retaining Academic Records
      The University of North Georgia complies with USG Board of Regents Policy as prescribed in the USG Records Retention Manual, Series B: Academic Affairs.
    • 3.11.7 Confidentiality of Student Records
      The University of North Georgia complies with USG Board of Regents policy related to confidentiality of student records.
      USG BOR Policy: Business Procedures Manual: 12.5.1 "Family Education Rights and Privacy Act (FERPA)
  • 3.12 Faculty Absence from Class
    For all cases when a faculty member will be absent, the faculty member is responsible for notifying his or her supervisor before class, if possible. Professional development/activity - faculty absence from one or more class sessions as a result of travel due to professional development and/or any other sanctioned professional activity requires prior authorization via the completion and approval of the Professional Travel Authorization Request.

    Illness/Personal Emergency - In all other cases in which a faculty member is absent from a class session (e.g. due to illness or other personal emergencies) the faculty member must process the appropriate leave request. If a faculty member is absent three or more consecutive days, the faculty member should consult with Human Resources to request FMLA.

    Approved June 2013

  • 3.13 Independent Studies and Internships for Undergraduate Students
    University of North Georgia has guidelines regarding independent study and internship courses. Faculty should note the following:

    Independent Study
    Independent studies should be determined at the departmental level. The department head has the responsibility of ensuring the quality and comparability within her/his program. However, departmental administrators and faculty should work together to establish policies that will accomplish these goals without infringing on the academic freedom enjoyed by each faculty member at UNG. It is expected that students will receive syllabi for independent study courses and that copies of syllabi will be placed in the student advisement file.

    The university will not use independent study enrollments in calculating average class size.

    Independent Study records should be retained for five years after graduation or date of last attendance.

    Students at UNG are not permitted to enroll in internship courses unless they have completed a minimum of 48 semester hours (or the equivalent) and are in good academic standing with a grade point average of at least a 2.0 on a 4.0 scale. Internships must be in a student’s major or minor and should be supervised by a faculty member in the major or minor.

    Academic programs must provide information to Career Services regarding each internship placement. This information should include the agency name, student name, supervisor's name and phone number, start date, and approximate completion date. The information should be sent immediately after the final day for schedule changes.

    Departments are asked to consider some form of agency evaluation by the intern. This evaluation can be accomplished through a journal format. Results of the evaluation are to be kept at the departmental level.

    Internship requirements should be standardized within each department among the various faculty offering the same internship course. Grades of "S" (satisfactory) or "U" (unsatisfactory) may be available for internships at the discretion of the department. Liability and/or health insurance policies that apply to specific programs should be maintained during internships.

    Internship program records should be retained for five years after graduation or date of last attendance.

  • 3.14 Commencement

    Commencement exercises are held each year at UNG. These exercises are official university functions. Faculty attendance at commencement ceremonies is voluntary. All faculty are strongly encouraged to attend commencement ceremonies. The provost will ask the deans of the colleges to encourage attendance of an appropriate number of faculty at all commencement ceremonies.

    Faculty who do not own academic regalia must make appropriate arrangements for obtaining regalia. Regalia can usually be ordered several weeks/months prior to a commencement exercise through the campus bookstore. 

    Approved 10-APR-2013

  • 3.15 Outside Activities [+]

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