UNIVERSITY OMBUDSMAN
University of Kansas
What Does Ombudsman Mean?

Why is the Ombudsman Here?

Impartiality Independence Confidentiality

What does the Ombudsman do?

Handles Complaints Provides Information Serves as Consultant

Need an Ombudsman?

Who is the Ombudsman?

What should be taken to the Ombudsman?

Other Resources

Annual Report July 1, 1997 - June 30, 1998

Statistical Summary

Suggestions for a Course Syllabus

Academic Misconduct

Grade Appeals

Other University and College Ombuds Links

Suggestions for a Course Syllabus and/or Requirement Sheet for University Instructors and Professors

 

The following from the University Senate Rules and Regulations are relevant to the preparation of course information:

Article II, Section 1, 2.1.1

The evaluation of student performance shall be based upon examinations, written papers, class participation and such other requirements as the instructor in each course may determine.

Article II, Section 1, 2.1.2

Information about the basis for evaluating students' performance and about the requirements that students must fulfill should be made available to students, preferably in writing, within the first two weeks of class. Students who are not in class when such information is provided are responsible for knowing it. Students are also responsible for subsequent announcements about course content and grading policies. This information should not be considered a contract; the information may be revised as the course progresses, provided students are given timely notice of such revisions.

BASIC INFORMATION:

 Full number and title of course

 Full name and title of instructor

 Office and phone contact information

 Name and contact information of any others involved in the course (i.e., TA's, discussion leaders, guest instructors)

 Course description in clear language *

 Arrangements for persons with disabilities

  Arrangements concerning religious holidays

*Note: if the description varies from the catalog or previously distributed department or school information, the fact of the change should be emphasized.

SPECIFIC LIST OF COURSE REQUIREMENTS AND POLICIES

 Reading - text and other

 Class attendance and participation

  Absence and excuse policy - as specific as possible

What does "class participation" mean?

 

    • Student asking instructor questions?
    • Student answering instructor's questions?
    • Student responding to other students' questions?
    • Student initiating discussion?
    • How is "participation" graded?
    • Seating requirements if any, especially as they affect taking examinations.
    • Lab participation
    • External requirements: field trips, lecture/concert attendance, etc.
    • Discussion group participation

 

 Papers/projects

 Examinations

 Policy regarding make-up examinations

 Time limits on scheduled examinations

 Indicate any flexibility in the above requirements, and how the changes are negotiated

 

CLEAR STATEMENT OF GRADING SYSTEM

 Explanation of grading system

 Points? Letter grades with numerical values?

 For example:

 If points on an exam or project are then translated into a letter grade by the instructor, then worked through a percentage application at the end of the semester, the method for doing so must be made very clear.

 Clarify any curve applied and how it works

 Make clear any provision for a student "dropping" or substituting any portion of the requirements, and how such changes relate to grading.

 If any adjustments are made at the end of the semester, how are they done? What is the rationale? When, where and how are grades announced?

 Opportunities for discussing grades

 Grade consequences for missing deadlines

 Any portion of the course that is required to pass the course (i.e., taking final exam) must be specified.

 The University grade appeal policy should be noted.

 

POLICY REGARDING STUDENT ACADEMIC MISCONDUCT, WITH SPECIFIC REFERENCE TO CHEATING AND PLAGIARISM, INCLUDING CONSEQUENCES

 You may wish to quote the university statements on academic integrity and misconduct.

 Interpretations of plagiarism especially relevant to your discipline can be helpful.

 

COURSE SCHEDULE

 Provide as much specific detail as feasible, including dates of examinations and due dates of assignments.

 Identify the relationship of readings to lectures/class activities.

 

RULES

 regarding classroom procedure, if relevant

 regarding use of materials in class, in labs, or during examinations

 related to writing assignments:

length requirements

acceptability of handwritten work

requirements of grammar and style, including punctuation and spelling, and any grading implications

 requirements of supporting materials for answers or solutions to quizzes, homework, lab reports or exams

 how are these related to grades?

 

GENERAL OBSERVATIONS

 If students are to be held responsible for knowing about oral announcements or requirements during the progress of the course (a risky procedure!), they should be forewarned in writing.

 If changes are made in the syllabus, especially related to requirements, grading or deadlines, these should be distributed in printed form, with effort made to reach all students in the course ins sufficient time for them to make necessary adjustments.

 If you, or your department, have a system for catching up with students who do not meet prerequisites or other requirements for the course, it is well to warn them in writing that this can happen, and that it may require their disenrollment at a potentially inconvenient time.

 In scheduling exams or other written material (and their return to students), keep in mind that students should have an opportunity to receive some grade evaluation in the course before the withdrawal deadline.

 If it is known that the university final examination schedule has your exam scheduled for an evening hour at the same time as another course in which some of your students could be enrolled, it is helpful to call that to their attention, as well as the page in the Timetable regarding priorities in such cases, and state what your arrangements are in the event of such a conflict.

SUMMARY

 Be as specific as possible.

 If you or a colleague have recently been engaged in a time-consuming dispute with a student over an "I didn't know that" issue, it is probably worth paying attention to the content of that issue in preparation of your syllabus.

ADDITIONAL INFORMATION YOU SHOULD KNOW

University Senate Rules and Regulations pertaining to:

GRADE APPEALS

Article II, Section 3, 2.3.1

Unless the provision of 2.3.2. obtain, no change in grade shall be made after it is filed with the University Registrar except upon the written request of the faculty member in charge of the course with the approval of the chairperson of the department in which the course is given. Such a change may be made only if (1) the original grade resulted from an error, or (2) the original letter was I or P.

Article II, Section 3, 2.3.2

In the following exceptional cases a committee of at least three faculty members appointed by the chairperson of the department in which the course is given may review a student's work and assign the course grade.

Article II, Section 3, 2.3.2.1

When a faculty member who has been charged with and found guilty of sexual harassment or academic misconduct has assigned a grade to the student who has pressed charges.

Article II, Section 3, 2.3.2.2

When a clerical error is suspected in a course grade assigned by a faculty member who has become seriously ill and incapacitated or has died or whom the chairperson of the department in which the course is given cannot locate with due diligence.

Article II, Section 3, 2.3.2.3

When a student is found guilty of academic misconduct after the course grade has been assigned by a faculty member who has become seriously ill and incapacitated or has died or whom the chairperson of the department in which the course is given cannot locate with due diligence.

Article II, Section 3, 2.3.2.4

When there is procedural irregularity in the assignment of the course grade. However, in such a case, the grade shall be assigned in accordance with section 2.3.3.3 of the University Senate Rules and Regulations.

Article II, Section 3, 2.3.3

A student may initiate a grade appeal of a final course grade if he or she believes that there has been an improper application of the grading procedure announced for the course by the instructor.

Article II, Section 3, 2.3.3.1

Each academic unit within the University shall provide its members access to an exclusive procedure for appeal of a final course grade, which shall be the sole procedure available to such members at the unit level.

Article II, Section 3, 2.3.3.2

Such an appeal shall be made in accord with the procedures established by the unit under Article V, Section 2 of the University Senate Rules and Regulations. To the extent that a grade appeal involves charges of improper application of grading procedures, the dispute shall be resolved under the applicable procedures for disputes involving improper application of grading procedure, and appeal to the Judicial Board shall be available in accordance with those procedures. To the extent that a grade appeal involves charges of academic misconduct, the dispute shall be resolved under the applicable procedures for disputes involving academic misconduct, and appeal to the Judicial Board shall be available in accordance with those procedures.

Article II, Section 3, 2.3.3.3

If the Judicial Board sustains the student's appeal, the grade shall be assigned in accordance with Section 2.3.2 of the University Senate Rules and Regulations.

 

ACADEMIC MISCONDUCT

Article II, Section 6, 2.6.1

Academic misconduct by a student shall include, but not be limited to, disruption of classes; threatening an instructor or fellow student in an academic setting; giving or receiving of unauthorized aid on examinations or in the preparation of notebooks, themes, reports or other assignments; knowingly misrepresenting the source of any academic work; unauthorized changing of grades; unauthorized use of University approvals or forging of signatures; falsification of research results; plagiarizing of another's work; violation of regulations or ethical codes for the treatment of human and animal subjects; or otherwise acting dishonestly in research.

Academic misconduct by an instructor shall include, but not be limited to, grading student work by criteria other than academic performance, willful neglect in the discharge of teaching duties, falsification of research results, plagiarizing of another's work, violation of regulations or ethical codes for the treatment of human and animal subjects, or otherwise acting dishonestly in research.

Article II, Section 6, 2.6.2

An instructor may, with due notice to the student, treat as unsatisfactory any student work that is a product of academic misconduct. An instructor also may, with due notice to the student, treat a student's performance for a course as unsatisfactory when there are severe or repeated instances of academic misconduct as defined in Section 2.6.1. If an instructor deems other sanctions for academic misconduct by a student to be advisable, or if a student wishes to protest a grade based upon worked judged by an instructor to be a product of academic misconduct, or if a faculty member is charged with academic misconduct in connection with the assignment of a grade or otherwise, the case shall be reported to the Dean of the College or School in which the course is offered and processed in accord with applicable procedures.

Article 2, Section 6, 2.6.3

If either party to a charge of academic misconduct or to a grade appeal involving a charge of academic misconduct is dissatisfied with the unit level resolution of the charge, he or she may seek review by the Judicial Board in accordance with applicable procedures.

Article 2, Section 6, 2.6.4

Every instructor shall make clear, at the beginning of each course, his or her rules for the preparation of classroom assignments, collateral reading, notebooks, or other outside work, in order that his or her students may not, through ignorance, subject themselves to the charge of academic misconduct. An instructor has the authority to set reasonable rules for classroom conduct. When an instructor judges that a student's behavior is disruptive or obstructive to learning, the instructor can request that the student leave the classroom. Refusal to comply with a request to leave a classroom can itself be grounds for a charge of academic misconduct.