NSU Faculty Handbook
10.0 STUDENT-RELATED RESPONSIBILITIES
10.1 Student Advisement
All new and returning students to the Tahlequah campus of NSU are instructed to contact either the First-Year Experience (FYE) Center or Enrollment Services for an appointment to process their initial enrollment. Freshmen students are tested, advised and enrolled through an individual appointment with a Student Success Specialist in FYE. Tahlequah transfer and returning students make an appointment to attend a Transfer Connection session where they are advised and enrolled with the help of faculty advisors. Students new to the Broken Arrow campus are admitted, advised and enrolled by New Student Advisors in the Administration building on an individual basis with no appointment necessary.
Transfer students are immediately assigned a faculty advisor in their discipline and are encouraged to request that an official degree plan be developed on their behalf. Freshmen and continuing undeclared students are advised in FYE until they are eligible (the completion of at least fifteen (15) hours and ENGL 1113) and are ready to declare a major. Once this occurs, they are assigned a faculty advisor and are encouraged to request an official degree plan. Students who have completed eighty-five (85) hours are expected to request a final degree check to confirm that they are progressing toward completion of their degree requirements.
10.2 Classroom Policies
10.21 Response to Disruptive or Threatening Situations
Northeastern State University supports the principle of freedom of expression for both instructors and students. NSU respects the rights of instructors to teach and students to learn. Maintenance of these rights requires classroom conditions do not impede teaching and learning. Classroom behavior that interferes with either 1) the instructors ability to conduct the class or 2) the ability of other students to profit from the instructional program will not be tolerated. An individual engaging in disruptive classroom behavior may be subject to disciplinary action. Students who disrupt the process of learning in the classroom are subject to removal from the class and referral to the Dean of Student Affairs. Classroom disturbances which cannot be resolved between the faculty member and the student are to be reported to the Office of Student Affairs. If and when faculty perceive they are faced with potentially threatening actions or demeanor from individuals in or outside the classroom they should immediately contact the department of Public Safety/Campus Police at Tahlequah (phone number inside front cover of the University Phone Directory); or the appropriate administrative office at the Broken Arrow or Muskogee campuses.
Any offense that is motivated by bias may result in stronger penalties. An offense motivated by bias is any offense wherein the accused intentionally selected the alleged victim because of the alleged victim's race, creed, disability, color, religion, national origin, gender, age, marital status, sexual orientation, public assistance status or inclusion in any group/class protected by state or federal law.
A student whose name is not on the official class list should be instructed to clear his/her enrollment with the Office of Admissions and Records immediately. Non-enrolled students shall not be allowed to attend class.
10.23 Required Course Syllabus
Students are to be provided with a course syllabus during the initial meeting of the class or online. The syllabus shall follow the format provided by the college office. The syllabus will include the course name/number; days/times the class meets; instructor's name, email address, office location, and campus phone number; office hours; course prerequisites; texts and other materials to be used; outline of topics; anticipated reading assignments and test days; evaluation methods; statement regarding students with disabilities (see 10.33); weather policy and any special comments that relate to the teaching of the subject. Course syllabi (including those for online classes) should be filed with the dean of the college in which the course is being taught.
10.241 Student Attendance
Regular attendance in classes is required. Excessive absences may be reflected in the grade assigned. Class attendance policies that impact grades must be included in the course syllabus. Instructors should keep a record of daily attendance for each student. This procedure may be important in verifying student presence for financial or legal reasons.
Absences for University-approved functions may be permitted only after the activity sponsor has received authorization (see 10.242). This approval does not excuse students from fulfilling assignments and tests in the course, but authorizes them to receive reasonable accommodations from the instructor in fulfilling the assignments. It is the student's responsibility to contact the instructor prior to the event to make arrangements for the classes missed.
10.242 Authorized Student Absences
Student absences from classes which are due to University-sponsored activities require that the sponsor complete the appropriate request form, "University Approval for Student Absences from Class." This form is signed by the sponsor, college dean, Dean of Students, and Vice President for Academic Affairs. The form is due in the Academic Affairs Office five days prior to the requested absence.
Once the absence form has been approved, faculty of classes in which students are enrolled will receive an "Absentee Report." These reports verify that the absence has been approved as a University function. They include the course, student's name, the activity, and date(s) of absence. An illness or emergency related student absence must be documented through the Office of Student Affairs which will provide notification of the time missed to each affected faculty member.
Approval for University-authorized absences does not excuse students from fulfilling assignments, tests, or other requirements in the course. It is the student's responsibility to contact the instructor prior to the event to make arrangements for the classes missed.
Faculty are expected to accommodate the student's schedule by permitting assignments to be handed in or tests taken, early or late; or by making other appropriate adjustments. Faculty may not arbitrarily penalize a student's grade resulting from University-approved absences.
Examinations are part of the student evaluation process for most courses, and the number and style required are determined by the instructor. Final examinations for a course are to be given during the published scheduled time of the Final Examination Week.
Faculty members are responsible for maintaining accurate and complete records of student performance that can be used to justify a student's course grade. These grade records should be retained by faculty for future reference. (See Section 10.30)
Faculty are expected to record mid-term grades and attendance information for all new freshmen and students who are experiencing academic difficulty. The mid-term grades are posted on unofficial transcripts for a few weeks and are used, along with the attendance report, for advisement purposes.
Faculty are responsible for electronically submitting final grades for each class within five (5) days after the scheduled end of the course. For procedures refer to "On-Line Grade Entry Process" issued by the Registrar.
For all incomplete ("I") grades assigned, the instructor is required to fill out in an Incomplete Grade Form and submit this form along with the grade sheet. Once the required work is completed the instructor will submit to the dean/chair Part II of the Incomplete Grade Form indicating the grade received for the course, and then submit the form to the Office of Admissions and Records. Students normally must complete an "I" grade by the end of the next semester in which they enroll for classes.
Course grades are made available to students shortly after the end of the semester through the NSU Website. Accordingly, it is unnecessary for faculty to post grades of students. Grades may be posted only if the student cannot be personally identified. Social security numbers, alphabetical listing, or other personally identifiable codes may not be used.
10.271 Conditions Allowing for a Grade Appeal
- Allegations that an instructor's policy in assigning final grades is not applied consistently to all students within a class and section.
- Allegations that the method of assigning grades differs from the method described in the instructor's course syllabus or in other material made available by the instructor to the students.
- Allegations that the instructor's policy on assignment of grades was not made known to students.
B. By instructor:
Allegations that the student achieved a grade through plagiarism, cheating, or misrepresentation. There is no time limit for an instructor to take corrective action as a result of a grade received through plagiarism, cheating, or misrepresentation.
10.272 Procedures for Student Appeal of a Grade
Refer to: Northeastern State University Grade Appeals Process available in college offices.
- The first step in appealing a grade is for the student to consult with the instructor of the course for the purpose of seeking a satisfactory explanation and/or resolution.
- If, after talking with the instructor, the student feels that his/her complaint has not been resolved, he/she may ask the department chair to review the matter. The chair shall discuss the matter with the instructor involved or refer the matter to the dean to seek resolution of the complaint.
- If, in the opinion of the student, the complaint is still not resolved, the student may discuss the matter with the dean. The dean shall then review the procedures and the conditions (Sec 10.271A above) which allow for the appeal of the course grade.
- If the student at this point desires to pursue the complaint he/she may submit a formal request in writing to the college dean that the complaint be submitted to adjudication through a Grade Appeals committee.
- Appeals should be initiated as soon as possible after receiving the grade in dispute and in no case later than four (4) months following issuance of the grade.
A faculty member's class schedule may not be changed without the approval of the department chair, dean and the Vice President for Academic Affairs. This applies to any change in scheduling such as room change location, meeting on a different day or time, or dismissing class on a given day or time and effectively eliminating one or more class sessions during the semester.
All faculty are expected to conduct final examinations and to do so during the designated finals week.
The starting time and length of each class is noted in the semester schedule.
10.30 Retention of Student Records
The following policy is drawn from "Student Records," State Universities and Colleges: Consolidated General Records Disposition Schedule, Archives and Records Commission, January 2003.
Instructor Grade Records. Student grade records for each class are to be retained and preserved for a period of five (5) years provided no complaints have been filed. If a complaint has been filed such records are to be retained for two (2) years after exhaustion of all legal remedies. Records of faculty who leave the University are to be retained in the appropriate office for the same time periods.
Course Tests/Papers. Completed tests, examinations, and papers not returned to students are to be retained in office until after the expiration of academic appeals period (four months after issuance of grade), then destroyed.
Comprehensive Examination/Papers. Comprehensive or general examinations for Masters or Doctoral degrees are to be retained in the appropriate office four (4) years, then destroyed provided no grievances have been filed. If grievances have been filed records are to be retained for two (2) years after exhaustion of all legal remedies.
Class Rosters. Course rosters showing enrollment for each course are to be retained in office for two (2) years, then destroyed.
Teacher Certification Records. Student teaching certification records are to be retained in the Student Records File of the Certification Office. A second copy is to be retained for two (2) years following termination of enrollment, then destroyed.
Internship/Assistantship Records. Student internship/assistantship records are to be retained in the appropriate office for two (2) years after termination of enrollment, then destroyed.
Lab Attendance Forms. Student lab sign in forms are to be retained in the appropriate office until expiration of academic appeals period (four months after issuance of grades for the term), then destroyed.
10.3 Student Rights and Assistance
10.31 Student Development Center
The Student Development Center on the Tahlequah campus assists students with developmental concerns and with the resolution of personal and academic impediments to the learning process. The Center's responsibility is to aid students in addressing any barriers which impede their learning process and help them to locate resources and services that might ensure their academic success at the University. Tutoring in most required freshman and sophomore level classes is available at no cost. Career services are supported with the computerized SIGI PLUS (Systems of Interactive Guidance and Information) system.
The Center sponsors the NSU Alcohol Awareness Program (N.A.A.P.), which is designed to increase the university community's awareness of the dangers of alcohol and drug abuse. Individual counseling is also available regarding alcohol and other substance-abuse problems.
The CARE Program promotes the physical and emotional well-being of students through Counseling, Awareness, Resources, and Education. CARE is for any students who experience difficulty with their drug or alcohol use, have struggled to adjust to campus life, have felt depressed or anxious, or just need to talk to someone. Through a working alliance with the Director of Student Development and the Coordinator of Student Activities and Organizations, programs are designed and implemented to strengthen and enrich the lives of NSU students. As a component of the CARE program, the Office of Student Affairs offers Licensed Professional Counseling free of charge to all students. Referrals to campus and community resources are also provided.
10.32 Release of Confidential Information
University policies regarding family educational and privacy rights are governed by the Family Educational Rights and Privacy Act of 1974 (FERPA). Copies of the act, policies, and regulations are maintained in the Office of Admissions and Records, John Vaughan Library, and the Office of the Vice President for Academic Affairs. Requests for release of student data to outside sources, other students, or other employees who do not have access to such information must have written approval from the Registrar.
10.33 Students with Disabilities
Under University policy, federal and state laws, "qualified students with disabilities" are entitled to reasonable accommodation that will allow them access to programs, jobs, services and activities unless the accommodation would pose an undue hardship on the institution.
It is the responsibility of the student to request assistance under the Americans with Disabilities Act (1990) through the Office of Student Affairs prior to enrollment or at the start of a new semester. Students must meet the federal requirements under the Americans with Disabilities Act (1990) to have a qualified disability which are as follows:
"A cognitive, physical, or emotional impairment that substantially limits one or more major life activities such as working or learning."
Students must also be able to provide valid documentation from appropriate professional or agency that (1) states the disability/disabilities and methods used to arrive at diagnosis, (2) describes the diagnostic criteria and/or instruments used, (3) and in the case of a learning disability, ADD or ADHD; is reasonably current and describes the current functional limitations. Finally, any student requesting accommodation must submit a written request to the Office of Student Affairs. This procedure can be found in its entirety in that office.
Faculty are expected to make reasonable accommodations for students with qualified disabilities and shall notify students of this policy through their course syllabi with the following statement:
If any member of the class feels that he/she has a disability and needs special accommodations, please advise the instructor of such disability at the first class attended.
The faculty member should refer the student to the Office of Student Affairs which will verify the disability and communicate the required academic accommodation to the course instructor.
10.34 Sale of Required Course Material to Students
The authorship of instructional materials by faculty and staff is encouraged as part of scholarship and teaching. However, when students are required to purchase these materials for use in the classroom, many issues arise, concerning academic responsibility. Therefore, any such use must comply with the standard University textbook adoption policies and procedures. Neither faculty members(s) nor staff members(s) should profit personally by requiring the purchase of any unapproved instructional materials. This includes but is not limited to syllabi, outlines, workbooks, course supplies, and/or access to instructional materials on the internet.
10.35 Tutorial Services by Instructor
While tutorial services are permissible, neither faculty members(s) nor staff members(s) should personally profit from the sale of tutorial services to their students. When students are required to purchase these tutoring services from the instructor, many issues arise concerning academic responsibility, Oklahoma conflict of interest laws and the accountability of state employees.
10.4 Change of Textbooks
The Bookstore Manager establishes cutoff dates for the ordering of new textbooks and notifies faculty of those dates. Requests for textbook changes should be made through the college dean after appropriate review and recommendations have been made by the department/college curriculum committee. The dean will communicate the change to the Bookstore Manager.
10.5 Student Government
The governing organization for the student population is the Northeastern Student Government Association (NSGA) which operates under a constitution approved by the student body. Senators are elected from all segments of the campus community including representatives from each college.
10.6 Speakers Policies
10.61 Demonstrations and/or Orderly Assemblies
It is expressly forbidden that any group gather in such a manner as to disturb the public peace, do violence to any person or property, or disrupt the function of the University or interfere with its faculty or staff in the performance of their duties. No one shall encourage or in any way participate in the formation or prolonging of such a gathering. The University will protect the right to speak for all persons invited to the campus.
To ensure the peaceful conduct of activities the University retains the right to control specification of time and location for such activities for all on and off campus groups. NSU may designate places for personnel to conduct their activities so that they do not interfere with students going to and from class.
Persons/organizations may not use sound amplification equipment unless approved in advance. Nor may they use language calculated to arouse anger or cause a breach of peace as defined by Oklahoma State Statute 21-1363; or use loud or unusual noise or abusive, violent, obscene, profane, or threatening language to create a public disturbance as defined by Oklahoma State Statute 21-1362.
In order to provide proper accommodations, applications shall be made on forms provided by the Office of Student Affairs.
10.63 Responsibility for Speakers and/or Written Material
NSU reserves the right to request documentation and other written information concerning the content of a speech to be given by a guest lecturer and/or speaker. This may include but is not limited to an actual copy of the anticipated speech.
The dissemination of written and/or printed material on any NSU campus must be approved in advance by the Dean of Student Affairs (for student related activities) or the Vice President for Academic Affairs (for faculty related activities).
Outdoor areas may be reserved for meetings or other events, subject to all regulations of the University concerning the use of facilities. Sound amplification equipment may not be used unless it has been approved in advance. Reservations will be made through the Office of Student Affairs on the Tahlequah campus and through the appropriate administrative office at NSUM or NSU-BA.
10.65 Posting of Announcements
Contact the Dean of Student Affairs for the details of Northeastern's current sign posting policy.
Unless otherwise approved by the Dean of Student Affairs, posters are not permitted:
- to be attached to the outside of any University building;
- to be attached to trees, shrubbery, light posts, trash containers, sidewalks or benches;
- to be inserted under windshield wipers, door handles, etc. of any automobile parked on NSU campuses.
Posters meeting the requirements stated below may be placed on one or more of the Outdoor Information Centers or exterior bulletin boards located in the breezeway.
- contain the name of the sponsoring organization;
- be represented with a single copy at each posting site;
- be attached to designated surfaces at Information Centers;
- not exceed 22" x 28";
- be removed by the sponsoring organization when no longer timely;
- be in good taste;
- be removed by University personnel if inappropriate, untimely, or unauthorized.
10.652 Academic and Administrative Buildings
The posting of announcements inside campus buildings on the Tahlequah campus will be regulated by the appropriate dean acting in concert with the Director of Physical Plant and the Dean of Student Affairs. Postings at Muskogee will be regulated by the Administrative Office on that campus and at Broken Arrow by the Office of Academic Affairs. Posters must be placed at designated locations in each building. In no case will posters be tacked or taped to doors, window casings, walls or other furnishings. A building supervisor may remove inappropriate or untimely signs at his/her discretion. Prior to posting a sign in any building, a faculty member or student must speak with the building supervisor (contact Dean of Student Affairs for names) and then post signs in accordance with University policy. Any individual or organization posting signs in such a way as to deface University property will be made liable for the cost of repairs.
10.66 Distribution of Materials by Individuals
University personnel and students may personally distribute non-commercial announcements, statements, or materials at any reasonable outdoor area on campus consistent with the orderly conduct of University affairs, the maintenance of University property, the free flow of traffic and persons, and in accordance with all other University authorized guidelines and policies. Announcements or statements shall indicate the name of the distributing person or approved student organization on behalf of which the distribution is made.
10.7 Students Called to Active Military Service
The following University policy, drawn from Board of Regents of the Regional University System of Oklahoma Policy Manual, governs faculty responsibility toward students who are called to active military duty. This policy is not applicable to annual training for reservists or national guard personnel which falls under regular University absence policies.
- Student called to active military duty as a war measure: If the student has attended classes through the twelfth week of a regular semester (at least three-fourth of other terms), the grade earned up to the time he/she is called to duty will be that issued for the course.
- Student called to active military duty, but not as a war measure:
a. A student may withdraw with 100% refund
b. Instructor may permit an incomplete if the student is making satisfactory progress
c. Faculty may allow the student other alternatives - If student attendance ends prior to twelfth week of classes a 100% refund will be issued.
- The student must provide a copy of his/her military orders to the Office of Registrar before a refund is issued or an incomplete form is processed.
- If a student is called to active duty, and stops attending classes without notifying instructors, a grade will be assigned based upon University policy. Subsequently, upon receipt of appropriate documentation, a change of grade may be processed utilizing the Grade Change Procedure.
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