Academic Ombud Services

                                                              109 Bradley Hall
                                                      Lexington, KY 40506-0058 
                                                                  606-257-3737 
                                                    E-MAIL. OMBUD@ukcc.uky.edu

MEMORANDUM

TO:  Chancellors, Deans, Directors, Department Chairs, Administrative Officers
     and Faculty

FROM:   Lee A. Edgerton, Academic Ombud

DATE:   July 24, 1997

RE:     Beginning of Semester Reminders

     **NEW FOR FALL, 1997 - Fall Break (No Classes) on October 3, 1997**

I.  SYLLABUS.  All students officially enrolled in a course must be provided a
    copy of the course syllabus free of charge.  (University Senate Rule,
    6.1.1, effective 1/20/94).  In addition, the Senate Rules require that
    each student be given a class syllabus during the first or second class
    meeting which at a minimum outlines the following:

    A.  Course Content.  This should accurately reflect what will be covered
        in the course and conform to the description published in the official
        Bulletin.

    B.  Activities to be evaluated and the relative importance given to each
        assignment.  (Example:  Midterm - 30%; Term Project - 30%;
        Comprehensive final - 40%).  List dates of all major exams, assignment
        due dates and date/time/place of final exam.
        Remember that no examinations are to be given the last week preceding
        finals.  Clarifying, in the syllabus, your expectations for activities
        during this week will reduce confusion and frustration at the end of
        the semester.

    C.  Grading Criteria:  Clarify numerical scales and their relationship to
        letter grades.  Discuss how unexcused absences or other requirements
        may affect the final grade.  If factors affecting evaluation must be
        revised during the semester, students must be given reasonable
        warning.
        NOTE.  If you are in the Arts and Sciences or Communications and
        Information Sciences, you have recently been given the option of
        adding a plus or minus to the traditional letter grades.  Because
        plus/minus grading has created apprehension among students, it is to
        everyone's advantage to clarifl in the syllabus whether you will use
        plus/minus categories or only the traditional letter grades.  As with
        the traditional grading system students have a right to know the
        process which will be followed in determining plus/minus grades.
        Because students are not yet comfortable with the system, it is
        advisable to not only state the system but to illustrate it with some
        sample calculations during the first or second meeting.  Sharing some
        personal philosophy behind your selection of a given system may help
        students understand your general pedagogical perspective.

    D.  Midterm grades.  By the last day of class before the midterm
        withdrawal date, all teachers must inform the undergraduate students
        in their courses of their current grade based on the criteria in the
        syllabus.  (University Senate Rule 5.1.0.1, effective 2/14/94).  The
        withdrawal date for the Fall, 1997 Semester is October 24, 1997.

    E.  Policy on unexcused absences and late submittals.  Be as precise as
        possible in describing the penalties.

II. EXCUSED ABSENCES.  Acceptable reasons for excused absences are listed in
    Student Rights and Responsibilities.  (5.2.4.2) In such cases, students
    must be given the opportunity to make up missed work and/or exams.  It
    will be advantageous to clarify your expectations for verification of
    excused absences in the syllabus.

    Remind students that they may be entitled to an excused absence for the
    purpose of observing major religious holidays; however, the student must
    notify the instructor in writing prior to the last day for adding a class,
    which is September 3, 1997 for the Fall 1997 semester.

III. OFFICE HOURS.  Clearly state times during which you will be available for
    assistance and explain procedures by which a student can make an
    appointment.

IV. CHEATING AND PLAGIARISM.  Cheating and plagiarism continue to be
    significant problems on campus.  In many cases, students are unaware of
    the seriousness with which the University views the offenses or of the
    potential consequences.  We should, therefore, try to eliminate
    misunderstandings regarding definitions and interpretation.  You should
    also stress that the minimum punishment for either of these offenses is an
    "E" in the course.  Guidelines for responding to these academic offenses
    may be obtained by calling this office:  7-3737.

V.  CLASS ENROLLMENT.  Students who are attending class but are not on the
    class roll (i.e.  not enrolled) should be directed to the registrar.  The
    University has no obligation to instruct students who elect to participate
    in class without enrolling or who elect to determine their standing in a
    course before enrolling.

PLEASE DISTRIBUTE THIS ANNOUNCEMENT TO ALL TEACHING ASSISTANTS AND 
PART-TIME FACULTY.