Faculty Responsibilities

1. Course goal(s) and objectives.
2. Listing of required and recommended readings.
   (A copy of this listing should be sent to the Library.)
3. Grading policy and examinations to be given.
4. Listing of course topics to be covered.
5. Statement of attendance requirements.
   

Faculty Office Hours

Faculty members are expected to be available for conferences with students during established hours and by special appointment each week. Conferences may be requested either by instructors or students.

Curriculum

All new courses (including electives) or any proposed modifications in the curriculum must be submitted through the Curriculum Committee.

Course Credits

Credit for coursework will be computed as follows:

One lecture hour = one credit.
Two laboratory hours = one credit.
Three clinic hours = one credit.

Class Scheduling

Class scheduling is the responsibility of the Office of Student Affairs. Schedules will be distributed to chairpersons, clinic chiefs, students and faculty 5 weeks prior to the beginning of the quarter.

In the event that it becomes necessary to make a change in a lecture or laboratory (the lengthening, shortening, adding, canceling or rescheduling of class periods), in order to avoid class and room scheduling conflicts, the Office of Student Affairs should be notified at least five working days prior to the change. The form "Modification of Class Schedule" (available from Student Services) should be used, and requires the signature of both the Department Chair and the Academic Dean. It is the responsibility of the Instructor of record to communicate directly with the students regarding any modifications of class schedule, time or location. Any permanent changes, after being approved by both the Dean and the Office of Student Affairs, should be communicated by the Registrar.

The switching of times with another instructor should also be handled in a similar manner, since there are some classes that do not have the full roster of students attending.

Elective Courses

The grading policy for elective courses is that they will be given on an "honors-pass-fail" basis. Upon petition from the student, a letter grade may, at the discretion of the instructor, be awarded in place of the above. Under either condition, the instructor shall provide the student with a statement of the criteria for awarding the appropriate grade.

If a student withdraws from a course within one week of the first meeting, no notice shall appear on the transcript. If a student withdraws after this period, a "W" shall appear on the transcript indicating withdrawal.

The Registrar shall be notified, prior to the start of the course, that such a course will be given.

Attendance in Class and Clinic

Attendance in clinic is mandatory. Procedures for dealing with anticipated absence and appropriate penalties or disciplinary action for failure to follow these procedures are established and communicated to the students by the Department of Clinical Optometric Sciences.

An instructor in any course may require attendance. Instructors are required to present to students a clear statement of their attendance policy, and its impact on grades.

Auditing of Courses

The decision on whether or not to admit a potential auditor to a course is to be at the discretion of the instructor and shall be for a period not to exceed one academic quarter. The auditor shall attend without formal recognition (i.e., transcript). The elderly may be admitted to audit certain courses, where appropriate, on a space-available basis, in compliance with appropriate state statutes.

The Office of Student Affairs shall administer this process and will notify all of the appropriate administrators. The policy document on special students and auditing is available from the Office of Student Affairs.

Leave of Absence

Upon petition by a student in good standing, a one year leave may be granted by the Academic Dean.

Examinations

Examinations are given during the quarter at the discretion of the instructor. A midterm week is scheduled for first year students during the Fall Quarter only. All midterms given should be restricted to this week. For the last two quarters of the first year class, and for the second and third year classes, one week of the quarter shall be designated as "suggested midterm week". Faculty are asked to try and schedule all midterms during this week only. Any examinations which are missed for any reason must be made up at the discretion of the instructor.

A final examination period is designated and scheduled at the end of each quarter by the Office of Student Affairs, in consultation with the course instructors, and should be adhered to once established. Finals given during regularly-scheduled class time create havoc with other classes and should be avoided, unless unanimously approved by the other class instructors affected.

Practical examinations should also be held during finals week wherever possible.

It is understood that there are some "short courses" in the curriculum. These will, by necessity, require an alteration on the above-stated examination policies.

Instructor Responsibility

Retention of Examinations and Clinical Evaluation Forms

Written examinations and clinical evaluation forms should be kept on file for a period of three years from the end of the quarter during which they were given. After the three year period is over, the examinations should be discarded in a manner that will insure their confidence.

If an instructor permits students to retain exams, a copy should also be placed in the library.

Grades

Student performance shall be reported as

A	Superior or excellent
B	Very Good (above average)
C	Average; minimally competent
D	Marginally competent; below average
F	Failure
X	Credit by exemption (not used in calculating GPA)
NC	No Credit (not used in calculating GPA)
W	Withdrew voluntarily (no credit, not used in calculating GPA)
U	Failure (no credit, not used in calculating GPA)
P	Pass (credit, not used in calculating GPA)
H	Pass with honors (credit, not used in calculating GPA)
J	Temporary grade assigned when a course extends across quarters; replaced by a permanent grade at completion of the entire course
I	Incomplete; student failed to complete the requirements of the course in the required time. The student completes the course requirements and this grade is replaced by a conventional grade by the end of the fourth week of the next academic quarter during which the student is required to attend classes. If the student is unable to comply with this requirement in a clinical sequence because of problems of scheduling, he/she may petition the instructor for an extension with the concurrence of the department chair and the dean.

In each course, including clinical laboratories and internships, there shall be stated criteria for the assignment of grades.

"F" or "U" Grades

"F" or "U" grades in required courses must be made-up by the end of the following quarter during which the student is required to attend classes. (See next section regarding advancement to next academic year.)

It is the student's responsibility to contact the instructor of record to arrange for equivalent course work, including an appropriate examination, that will result in credit and a grade for the deficient course work. The grade for this equivalent course will appear on the student's transcript and be included in calculations of the GPA and CUM along with the "F" grade originally earned. If there are problems because of unavailability of a faculty member, the student should contact the Department Chairperson, and the requirements may be amended.

Advancement to Next Academic Year

Students must achieve passing grades in clinic-based courses before advancing to the next academic year. If other than a passing grade is received (either and "F" or an "I"), it must be made up in a manner determined by the Academic Dean, with input from both the Committee on Course and Standing and the Chairperson of the appropriate Department. This policy may be modified on an individual basis upon recommendation of the Chairperson and with the final approval of the Academic Dean.

Grade Posting Confidentiality

Student grades are posted at the discretion of the instructor, and in a manner that will maintain confidentiality. There shall be no unauthorized disclosure of grades.

Grade Submission

Grades must be hand-delivered to the registrar within one week of either the final examination date or of the date of the last class if no exam is given. Grades must be submitted on official grade form only, signed by the instructor.

Supplemental grades such as for the completion of "I" grades or for "F" grades must be submitted by the instructor to the registrar on the "Grade Change Form" available from Student Services, and signed by the Department Chair and Academic Dean.

Final grades may be changed by the course instructor only in the event that the original grade issued was in error. Written notification by the instructor to the registrar must be on the "Grade Change Form" available from Student Services, and signed by the Department Chair and Academic Dean.

Evaluation of Academic Performance

The faculty of each professional year meets with the academic dean at the conclusion of each quarter to review the students' academic performance. When a student's performance is less than satisfactory, the faculty may recommend probation, retention, or dismissal, or a formal indication of concern (e.g., letter of warning or concern).

When a student is already on special academic status, e.g. probation, the faculty will review the student's performance and may recommend removal of such status.

Faculty recommendations for academic action are considered by the Committee on Course and Standing. Recommendations and circumstances of each student for whom academic action is contemplated are considered individually by the Course and Standing Committee and its recommendations are made to the Academic Dean. The Academic Dean will make appropriate decisions after considering the recommendations of the faculty and the Committee on Course and Standing and will then communicate his/her decisions to the student concerned and, if contrary to their recommendations, to the Committee on Course and Standing.

Students for whom action other than normal advancement has been recommended may, at their option, communicate information directly to the Course and Standing Committee in person, via a representative, or by written statement when the committee is considering such action and before a recommendation is made.

(See "Academic Dismissal from the College".)

Exemption from Course Requirements

Exemption from a course requirement is at the discretion of the course instructor. The basis of the determination is typically either (a) evidence of prior satisfactory completion of equivalent coursework, or (b) the passing of a prerequisite examination. Upon the granting of exemption, the instructor should forward a written statement to the registrar indicating the basis for advanced standing. Such students will receive the letter "X" in place of a grade for the course. (See Section on "Grades")

Probation (See "Requirements for Graduation")

The academic dean, after consultation with the teaching faculty and the Committee on Course and Standing, may place a student on academic probation if the student's current level of achievement is deemed inadequate. Consideration of a recommendation of academic probation from the Course and Standing Committee to the dean is mandatory under any one of the following conditions:

1. The grade point average for the first quarter of the first year is below 1.5, or;
2. The cumulative grade point average thereafter is below 2.0, or;
3. The grade point average of each of two consecutive quarters is below 2.0, or;
4. A student fails to complete requirements for changing an "F" or "U" grade for a required course, or;
5. A student fails any clinical lab associated with an academic course, or any clinic course.

Placement on probation will appear on the academic transcript.

Academic Dismissal from the College

A student may be recommended for dismissal when it appears likely that the student will not be able to meet the academic requirements for graduation in a timely manner (See "Requirements for Graduation"). He/she must be considered for dismissal after three consecutive quarters on Academic Probation. In these situations, the Dean may take such action after soliciting the judgment of the faculty and after the student's academic record and circumstances have been considered by the Committee on Course and Standing and that committee has made a recommendation.

When a student is being considered by the Committee on Course and Standing for a dismissal recommendation, the student shall be notified in writing that such a recommendation is to be considered. The student shall, at his/her option, have the opportunity to (a) voluntarily withdraw from the program, (b) submit a written statement of mitigating circumstances to the committee for its consideration, (c) appear personally before the committee to explain any mitigating circumstances, or (d) have his/her representative appear before the committee, with or without the student present, before the Committee on Course and Standing makes its recommendation to the Academic Dean.

An appeal process to the President is available.

Class Ranking

The college computes and maintains records of students' class rank. It is placed on student transcripts which are available as requested by the student and for evaluation of academic progress.

Class rank, to be a valid barometer of a student's performance, must be computed properly. Therefore, the following guidelines should be adhered to:

1. Computation of the CUM shall be rounded to no more than two decimal places (hundredths) for the purpose of determining class rank.
2. Students having the same CUM shall be reported as having identical class ranks representative of their grouped data.
3. If class rank is to be reported to external agencies, it shall first be grouped in deciles and the decile rank shall be reported with an explanation that we have chosen this method to avoid creating distinctions where they are really not significant.

Readmitted Students or Students Repeating a Year of Study

For the student who is separated from the College because of academic problems or voluntarily leaves and then is readmitted, the following will apply:

1. The students' transcript will contain their complete academic record at the College. A notation will appear indicating the date and the reason for separation, e.g., leave of absence, withdrawal, dismissal etc., as well as the notation and date of readmittance.
2. Grades for all years attended, including unsuccessful quarters or year(s) will remain on the transcript. All grades, with the exception of the initial grade in repeated courses, will be utilized in calculating the cumulative GPA.
3. If a student is readmitted, the Committee on Admissions or the Committee on Course & Standing may recommend the conditions under which the student is readmitted, e.g., all courses repeated, exemptions granted for course or courses previously passed, etc.

For the student that is required to repeat a full year or years of study, the following will apply:

1. A notation will be made on the transcript indicating that the year(s) is being repeated.
2. All courses that are being repeated will be indicated with a "Y" after the course number.
3. Grades for all years attended, including the unsuccessful year(s) will remain on the transcript. All grades, with the exception of the initial grade in repeated courses, will be utilized in calculating the cumulative grade point average.

Special Students

(Those non-matriculated students who attend courses for credit on a part-time basis and pay tuition on a per-credit basis).

All requests by individuals for special student status should be referred to the Office of Student Affairs which will provide an application form. The application form will be sent to the instructor of the particular course(s) who will evaluate it on the basis of: (1) Can the course accommodate the student, and (2) Is the student's background suitable for the course. The approval of the chairperson and the academic dean is required subsequent to the instructor's approval.

If the application is approved, the student must register with the Office of Student Affairs and pay all necessary tuition charges.

Requirements for Graduation

A student must receive a passing grade for every required course in the curriculum (including clinics) and at least a 2.0 grade-point average in order to be considered for graduation.

Availability of Academic Records

Upon written request of the student, his/her grades will be made available to whomever is designated in the request.

At the request of the president or academic dean, term reports and written instructor comments may be made available at the end-of-term faculty meetings.

Transcripts from the SUNY College of Optometry will be provided at Course and Standing meetings. Transcripts of grades of prior institutions attended, copies of standardized test scores and letters of recommendation may be requested, upon a majority vote, by the Committee on Course and Standing. The registrar or a person designated by the registrar shall be responsible for distributing and collecting all documents, and copies thereof, which are utilized at faculty or Committee on Course and Standing meetings. All such documents and copies must be returned to the registrar or designee prior to the end of the meeting.

The chairperson at each meeting where student records are discussed must inform all present about the necessity to maintain confidentiality of all student records and of the proceedings of the meeting.

Student grades may only be made available in an anonymous manner on a class-wide basis to individuals and/or agencies conducting bona fide educational research. Proposals for educational research involving the use of students' grades, or test scores, will be evaluated by the Dean in consultation with the Vice President for Student Affairs and the President of the Student Council. Proposals must include:

A statement of the objective of the study.
The qualifications of the individual or group conducting the study.
A description of the methodology to be employed.
A signed statement assuring confidentiality of all data.
Assurance that data will only be reported as group data or, if published as individual data, that there will be no possible way of identifying the individual.

Textbooks and Readings

Faculty members should submit a listing of required and recommended textbooks and journal articles to their department chairperson and to the library at least two months prior to the beginning of a quarter in which a course is scheduled. Included in this listing should be all material to be placed on library reserve.

Unethical Student Conduct

Unethical student conduct will be grounds for dismissal from the college in other than good standing. Unethical acts include, but are not limited to, cheating, plagiarism, falsifying documents, and other acts of dishonesty, in addition to the activities described in the student code of conduct.

In the event of an allegation of unethical student conduct occurring, a committee will be appointed following procedures as set forth in the policy document on Unethical Student Conduct. The responsibility of this Committee is to ascertain the facts of the matter, decide if unethical conduct has occurred, determine if the person charged committed the act and recommend a course of action to the President. During the Committee's hearing, both the accused and accusing parties shall be asked to appear. The policy document may be obtained from the Office of Student Affairs or the Office of the President.

For additional information, see the separate section in The Student Handbook on "Unethical Student Conduct"

Procedures for Changing Educational Policy

This document may be modified as specified in the Faculty ByLaws, Appendix II.