Summary of ACADEMIC RESPONSIBILITIES for FACULTY
Source: Academic Programs, MSU’s catalog of all academic programs and selected academic policies and procedures
www.reg.msu.edu/UCC/AcademicProgramsUpdated.asp
CODE OF TEACHING RESPONSIBILITY
The teaching responsibilities of instructional staff members (herein referred to as instructors) are among those many areas of university life which have for generations been a part of the unwritten code of academicians. The provisions of such a code are so reasonable to learned and humane individuals that it may appear redundant or unnecessary to state them. However, the University conceives them to be so important that performance by instructors in meeting the provisions of this code shall be taken into consideration in determining salary increases, tenure, and promotion.
1. Instructors are responsible for ensuring that the content of the courses they teach is consistent with the course descriptions approved by the University Committee on Curriculum and the Academic Council. Instructors are also responsible for stating clearly to students in their classes the instructional objectives of each course at the beginning of each semester. It is expected that the class activities will be directed toward the fulfillment of these objectives and that the bases upon which student performance is evaluated will be consistent with these objectives. The University prohibits students from commercializing their notes of lectures and University-provided class materials, without the written consent of the instructor. Instructors may allow commercialization by including express permission in the course syllabus or other written statement distributed to all students in the class.
2. Instructors are responsible for informing students in their classes of the methods to be used in determining final course grades and of any special requirements of attendance which differ from the attendance policy of the University. Course grades will be determined by the instructor's assessment of each student's individual performance, judged by standards of academic achievement.
3. Examinations and other assignments submitted for grading during the semester should be returned with sufficient promptness to enhance the learning experience. Unclaimed final examination answers will be retained by the instructor for at least one semester so that they may be reviewed by students who desire to do so. Examination questions are an integral part of course materials, and the decision whether to allow their retention by students is the responsibility of the instructor. Term papers and other comparable projects are the property of students who prepare them. They should be returned to students who ask for them and those which are not returned should be retained by the instructor for at least one semester. Instructors who desire to retain a copy for their own files should state their intention to do so in order that students may prepare additional copies for themselves.
4. Instructors are expected to meet their classes regularly and at scheduled times. Instructors will notify their units if they are to be absent and if appropriate arrangements have not been made so that suitable action may be taken by the unit if necessary.
5. Instructors of courses in which assistants are authorized to perform teaching or grading functions shall be responsible for acquainting such individuals with the provisions of this Code and for monitoring their compliance.
6. Instructors are expected to schedule and keep a reasonable number of office hours for student conferences. Office hours should be scheduled at times convenient to both students and instructors with the additional option of prearranged appointments for students when there are schedule conflicts. The minimum number of office hours is to be agreed upon by the teaching unit, and specific times should be a matter of common knowledge.
7. Instructors who are responsible for academic advising are expected to be in their offices at appropriate hours during advising and enrollment periods. Arrangements shall also be made for advising during registration.
Hearing Procedures
1. Students may register complaints regarding an instructor's failure to comply with the provisions of the Code of Teaching Responsibility directly with that instructor.
2. Students may also take complaints directly to teaching units' chief administrators or their designates. If those persons are unable to resolve matters to the student's satisfaction, they are obligated to transmit written complaints to unit committees charged with hearing such complaints. A copy of any complaint transmitted shall be sent to the instructor. A written report of the action or recommendation of such groups will be forwarded to the student and to the instructor, normally within ten working days of the receipt of the complaint.
3. Complaints coming to the University Ombudsman will be reported, in writing, to chief administrators of the teaching units involved when in the Ombudsman's opinion a hearing appears necessary. It will be the responsibility of chief administrators or their designates to inform the instructor and to refer such unresolved complaints to the unit committees charged with hearing such complaints. A written report of the action or recommendation of such groups will be forwarded to the University Ombudsman, to the student, and to the instructor, normally within ten working days of the receipt of the complaint.
4. Students wishing to appeal a teaching unit action or recommendation may do so as outlined in Academic Freedom for Students at Michigan State University, Graduate Student Rights and Responsibilities, or Medical Student Rights and Responsibilities. Such complaints must normally be initiated no later than the middle of the semester following the one wherein alleged violations occurred. Exceptions shall be made in cases where the involved instructor or student is absent from the University during the semester following the one wherein alleged violations occurred.
STUDENT RECORDS AND THE FEDERAL FAMILY
EDUCATIONAL RIGHTS AND PRIVACY ACT
(FERPA)
Michigan State University complies fully with the letter and spirit of the Federal Family Educational Rights and Privacy Act (FERPA) which governs access to, and confidentiality of, student records.
As a means of complying with this act, the University has developed detailed Guidelines Governing Privacy and Release of Student Records. These Guidelines are reproduced below.
GUIDELINES GOVERNING PRIVACY AND
RELEASE OF STUDENT RECORDS
A. INTRODUCTION
Michigan State University recognizes the importance of maintaining individual student records to preserve authentic evidence of the events and actions which document the student's educational progress; and which facilitate the intelligent and purposeful guidance necessary to the achievement of the educational goals of the student in a university setting.
The release and disclosure of student records maintained by the University are, in large measure, governed by state and federal laws and by University policy. It is the purpose of these guidelines to provide reasonable interpretations of the laws as presently stated and to protect the student's right of privacy. These guidelines, then, have a two-fold purpose.
1. To protect a student's right to the privacy of information which the University has in its possession concerning the student, and
2. To provide reasonable guidelines for release or disclosure of such information as is required by federal and state laws and as necessary for the effective functioning of the campus community.
B. DIRECTORY INFORMATION
1. The following personally identifiable student information has been designated as directory information and may be included in publications or disclosed upon request without the prior consent of the student:
a. name of student,
b. the student's local address (if listed),
c. the student's local phone (if listed),
d. PILOT email address (if listed),
e. the student's permanent address (if listed),
f. the student's permanent telephone number (if listed),
g. current enrollment status or dates of attendance,
h. program level (undergraduate, graduate, professional),
i. class (freshman, sophomore, junior, senior, etc.),
j. major,
k. current term candidacy for degree and/or teacher certification,
l. employment status as a graduate teaching or research assistant, office address
and office phone number,
m. information pertaining to awards and honors achievements,
n. degree(s) earned from Michigan State University and effective date(s),
o. State of Michigan certification for teaching and effective date(s),
p. participation in officially recognized University activities and sports, including
weight and height of athletic team members,
q. the registration documents of student organizations which contain the
names and addresses of the officers and the statement of purpose of the
organization. These documents are available in the Student Activities Office,
101 Student Services Building.
2. Pursuant to federal law, a student has the right to refuse to permit the inclusion as directory information of any or all of the personally identifiable information enumerated above. Questions concerning general disclosure should be addressed to the Office of the Registrar, Room 150 Administration Building. Exclusion from printed directories, programs, and public lists should be addressed to the administrative units responsible for publication. Directions for printed MSU Student Directory exclusion may be found in the Student Directory section.
C. CONFIDENTIAL RECORDS
All personally identifiable information not covered by Part B above is confidential and shall only be disclosed by the University as provided herein. That information includes, but is not limited to, the following:
a. academic evaluations and grades,
b. counseling and advising records,
c. disciplinary records,
d. financial aid records,
e. letters of recommendation,
f. medical and psychological records,
g. police records,
h. transcripts and other academic records,
i. scores on tests required for new students,
j. billing and fee payment record.
D. PRACTICE GOVERNING DISCLOSURE
1. Disclosure of Directory Information
a. Inquiries by phone or in person for directory information listed in Part B will
be honored as their nature and the time available permit. The Student Directory
already supplies most of the basic data and requests will be referred
to this whenever feasible.
b. Requests which require extensive work and interfere with regular operations
or requests requiring data in specific formats (mailing labels, for example)
may be denied or a charge for the service may be levied.
c. Requests in support of commercial promotion or sales campaigns will be
denied as constituting inappropriate use of University records.
2. Disclosure of Confidential Information to the Individual Upon proper identification, a currently
enrolled or a former student has the right to inspect and review official records, files, and data
directly related to the student as a student.
Applicants for admission have the right to a review by and with an admissions officer of records,
files, and data submitted for the purposes of admission.
Those denied admission have the right to a review of the accuracy of their records, files, and
data submitted for purposes of admission. This right must be exercised within six months of the
date of denial of admission. The decision to admit or deny admission is, however, a composite
professional decision not subject to review.
Student access to records shall be pursuant to procedures established for the granting of
requests under this section. Appropriate requests shall be granted within a reasonable period of
time, but in no case later than forty-five (45) days from the date of request.
For the purpose of this section, the term "official records, files, and data" shall include that
material on students pertaining to their status as students which is held by any unit or department
and which is intended for University use, or (with restrictions as indicated below) to parties outside
the University system. As such, official records, files, and data must be distinguished from "non-
official" records.
The guiding principle here involves the content and purpose of the records as well as the nature
of the relationship between the student and the University or member of its staff. If the records
involve or affect the status of the individual as a student in the University, the records are official
and the student shall have access to them.
Non-official records are of three kinds:
a. Those maintained by a physician, psychiatrist, psychologist, or other recognized
professional or para-professional acting in a professional or para-professional capacity,
and which are created, maintained, or used only in connection with the provision of
treatment to the student, and are not available to anyone other than persons providing
such treatment—provided, however, that such records can be personally reviewed by a
physician or other appropriate professional of the student's choice. The student has
access only through the practitioner. Release or disclosure of these records shall be
covered by state statute and codes of professional ethics.
b. Notes or personal records kept by faculty members or by supervisory and administrative
personnel. These records assist University personnel or individuals in assisting students.
These records are not available to others.
c. Records which relate to the student as an individual or citizen. If the student as a citizen
has contact with a law enforcement agency, any records generated by this contact shall
be governed by state law. Since files are maintained by incident, a file may contain several
names including students and non-students. In Michigan such records are not accessible
to the individual until a complaint has been signed and a warrant issued. Should the
Prosecutor not issue a warrant, but refer a report back to the University for disciplinary
action, the student shall have access to this record.
In addition to the above, students shall not have access to letters of recommendation or
statements of evaluation obtained or prepared before January 1, 1975. A student may be allowed, but not required, to waive his/her right of access to letters of recommendation received after January 1, 1975. A student who wishes to waive right of access to letters of recommendation must so indicate by filing a waiver form to be placed with his/her records or by supplying the letter writer with a signed statement of waiver to be attached to the letter. It will be the student's responsibility to inform the letter writer of this waiver. If a student asks to review his/her records, letters of recommendation received before January 1,1975 shall be extracted from the folder and the student shall be told this is being done to provide the writer an opportunity to acquiesce on access to the letter or withdraw it. If the student objects, it should be pointed out that (1) the University is permitted forty-five (45) days to respond to such requests, and (2) both the University and the student will suffer if the substance of recommendations, which the writer viewed as confidential, becomes the subject of discussion between the writer and student.
If a student is denied access to his/her record, he/she should appeal to the individual responsible for the direction or coordination of the unit maintaining the records. This individual, if he/she does not reverse the denial, must assert it in writing including the rationale for the denial within ten (10) days of the appeal. The student or the administrator may then request from the Committee on Release of Confidential Information an interpretation of the rules and policies involved. If the Committee determines that the record in question is an academic record covered by these guidelines, the student shall then be granted access to the record.
A student, former student, or applicant shall be entitled to an explanation of any information contained in official records, files, and data directly related to the student and shall have the opportunity for a hearing to challenge the content of such records to ensure that they are not inaccurate or misleading, or otherwise in violation of privacy or other rights of the student, and to provide an opportunity for the correction or deletion of any such inaccurate, misleading, or otherwise inappropriate data. The substantive judgments of a faculty member about a student's work, expressed in grades assigned in a course and other evaluations of a student's work, are not within the scope of such hearings. Neither are the actions of admissions or scholarship officers or committees. Actions of duly established University judicial boards are subject to review or appeal only as already prescribed by policy statements.
If a student contests the factual accuracy of his/her record and is unable to obtain a correction, he/she may request a hearing. The request should be addressed in writing to the Chairperson of the Committee on Release of Confidential Information via the Office of the Provost. The Committee will assign a hearing officer to conduct the hearing according to procedures that reflect fundamental fairness. The hearing shall be limited to the factual accuracy of the record. The student is entitled (at his/her own expense) to the presence of an adviser at the hearing. The University shall designate a representative to represent the interests of the University. The hearing officer’s report and recommendation will be sent by the Chairperson of the Committee, to the student and to the University official responsible for the records. Within 10 days of transmission of the hearing officer’s decision to the parties, either party may enter an appeal in writing to the Provost. In the event of such an appeal, the Provost or his or her designee shall make a final determination without delay. Records of the hearing, the report of the hearing officer, and any determination stemming from an appeal will be retained in the files of the Committee. If, as a result of these processes, it is determined that the record is factually incorrect, the record shall be amended by the responsible official in accord with the final determination. The inaccurate material should either be destroyed (if this does not violate audit responsibilities for record keeping) or so annotated as to indicate the nature and source of error and date of correction. If the student is dissatisfied with the final determination, he/she may then appeal to the appropriate federal agency. Any actions or decisions based upon the erroneous entries shall be reviewed at the decision
source.
3. Disclosure of Confidential Information to Third Parties
The student and the University office in which rests the primary obligation for maintenance of his/her records share a common concern, for accuracy and confidentiality of records. In meeting their public responsibilities, University officials will be faced with various circumstances in which a decision must be made about release of information to third parties either within or outside the University. The policies in this section cover these contingencies.
a. Disclosure to individuals and public or private agencies external to the University:
Confidential information may be released or disclosed to individuals or agencies only
with the prior written consent of the student, unless the release or disclosure is pursuant to
Section 3b. below. See also Section 3d.
Written consent on the part of the student must be provided prior to the release of the
requested information and shall (1) identify the individual, agency, or classes of individuals
or agencies to whom the information is to be made available; and (2) specify the records to
be released.
b. Disclosure of confidential information without prior consent of the student:
Information otherwise confidential and requiring a student's consent may be released
without such consent pursuant to the conditions listed below. The practice shall be
construed narrowly to protect the student's right to confidentiality.
(1) Disclosure to school officials with legitimate educational interests (For the purposes of these Guidelines, “school officials” include: University administrators, advisers, managerial and supervisory staff, and faculty; and persons or companies with whom the University has contracted to provide or administer student insurance programs or student account billing and collection services.):
All confidential information shall be disclosed only on a NEED TO KNOW BASIS.
That is, an official requesting information must have a legitimate need to have the
requested information for the effective functioning of the position or office. The dean
of each college and his or her administrative staff have access to all official records
on students in that college. Otherwise, determinations as to whether the need to
know requirement has been satisfied shall be made by the head administrator of
the unit retaining the information or by the President of the University.
University administrators, advisers, managerial and supervisory staff, and faculty
whose regular responsibilities require the collection, receipt, or utilization of
information shall be responsible for its release and disclosure pursuant to the
provisions of this policy and specifically the preceding paragraph. To assure
accuracy, maintain records on release of information and avoid misunderstandings,
release or disclosure shall be made by the office which has primary responsibility
for maintaining the information.
Organizations recognized by the University and sponsored by faculty members,
which have as their principal purpose the recognition of student accomplishment
through proffer of membership or by an award, shall have access, through the
faculty sponsor, to such student records as may be required to select students to be
thus recognized. (As a requirement for this access, the organization must provide a
statement of the criteria and rules, policies or standards applied in the selection
process. This statement will make it possible for any student to review the criteria
and submit evidence on a proficiency or accomplishment not part of his or her
University record; for example, proficiency in a foreign language.) This information
is available in the Student Activities Department, Office of the Vice President for
Student Affairs and Services.
(2) Disclosure pursuant to judicial order: Confidential information shall be released if
properly subpoenaed pursuant to a judicial, legislative, or administrative
proceeding. In all such cases the student shall be notified of the order in advance of
compliance or evidence of a reasonable attempt to do so should be available.
(3) Disclosure pursuant to requests for financial aid: Appropriate student records may
be disclosed without the student's prior consent in connection with the student's
application for, or receipt of, financial aid.
(4) Disclosure to federal and state authorities: This policy shall not preclude access to
student records by authorized federal and state officials as required by the audit
and evaluation of federally supported education programs or in connection with the
enforcement of federal legal requirements which relate to such programs. Except
when collection of personally identifiable data is specifically authorized by federal
law, any data collected with respect to individual students shall not include
information (including Social Security numbers) which would permit the personal
identification of such students after the data so obtained have been collected.
(5) Disclosure to accrediting and professional associations: Access to student records
or information therefore is authorized for officially designated representatives of
accrediting and other professional organizations with which the University or segment thereof is affiliated but only to the extent necessary to fulfill the obligation
of that affiliation.
(6) Disclosure as necessary to effect collection of financial obligations to the University.
(7) Disclosure to attorneys representing the University of any data on a student
deemed necessary for the defense of the University when that student has filed suit
against the University.
(8) Disclosure pursuant to the University's obligations to support study and research
undertaken to better understand and to improve its own educational programs or
those of institutions and agencies with which the University cooperates. Requests
for access to information for research must be presented to and authorized by the
University Committee on Release of Confidential Information. Such requests, when
deemed appropriate, should be fulfilled, if possible, by provision of data from which
all identification has been removed. If the research requires release of information
by name, the Committee will require assurance that the data supplied will be
treated in full confidence and either returned or destroyed as soon as it has served
its research purposes.
(9) Disclosure to officials of another school, school system, or institution of
postsecondary education where the student seeks or intends to enroll.
c. Conditions of disclosure:
Confidential information disclosed to a third party pursuant to this policy shall be subject
to the condition that the third party will not permit any other party to have access to the
information without prior approval from the primary University source. (See also b.(1),
second paragraph.) This permits the University to reevaluate the proposed use and deny
or refer it to the student for written consent as required by Section 438 of the General
Education Provisions Act. (Title IV of Pub. L90-247 as amended.)