VIII. Faculty Interaction With Students

A. Faculty Responsibilities to Students

  1. Advising

    A faculty member’s role at the College of Charleston includes academic advising. Academic advising requires a commitment to assist students in taking responsibility for their own intellectual and life skills development. Advising should become less intrusive, mandatory and necessary, and more collegial over time as students mature in their academic program and life skills. Effective academic advising by faculty requires the ability and willingness to make oneself available to students and colleagues for learning support purposes. It also requires familiarity with College programs, degree requirements, academic and support services, student development stages, administrative policies, and regulations related to academic performance.

  2. Course Objectives

    At the beginning of each term, instructional faculty are responsible for stating clearly and in writing the instructional objectives (also called learning objectives or student learning outcomes) of each course they teach. It is expected that each member of the instructional faculty will direct instruction toward the fulfillment of these objectives and that examinations will be consistent with these objectives. Instructional faculty are responsible for ensuring that the content of each course they are assigned to teach is consistent with the course descriptions approved by the Faculty Senate and published in the current College of Charleston Undergraduate Catalog or the Graduate Catalog. (Rev. July 2016, Aug. 2018)

  3. Graded Exams and Papers

    Exams and papers must be graded and returned within a sufficiently appropriate time to make these assessments a part of the student’s learning experience. Final examinations must be retained for two years to provide the opportunity for review with the instructor if the student so desires. (Rev. Nov. 2010, June 2019)

  4. Meeting Classes

    All instructional staff members are required to meet their classes regularly and at scheduled times. In case of illness or any other emergency, the instructor will notify the Department Chair or Program Director so that appropriate action may be taken. Faculty members may not shorten the stated length of instructional periods, nor reduce the number of instructional periods in the term, nor reduce the number of weeks over which the instructional periods are distributed without prior approval.

  5.  Office Hours

    Faculty members are required to publish and maintain a schedule of a reasonable number of office hours for student conferences. Office hours must be scheduled at times convenient to both students and instructors, with the additional option of prearranged appointments for students where there is a schedule conflict. The number of office hours is to be determined by the Department Chair or Program Director. Each faculty member must file a schedule of office hours in the department or program office for reference and, when applicable, on the faculty member’s office door. (Rev. Aug. 2018)

  6. Office Hours During Registration

    All faculty members who are responsible for academic advising are expected to be in their offices at specified hours during the registration period for each semester in addition to the hours normally reserved for advising.

  7. Books and Materials for Classes

    The responsibility for ordering textbooks and materials for any given section of a course rests with the faculty member assigned to teach that section during a specific term. While it is true that some departments select an individual to act as textbook coordinator for book orders within that department, the ultimate responsibility rests with the individual faculty member.

  8. Classroom Procedures

    Each member of the faculty is responsible for controlling conduct of the faculty member’s class meetings. Student behavior is governed by the standards and regulations printed in the Student Handbook, a copy of which is available online. (Rev. Aug. 2018)

  9. Class Attendance

    Because class attendance is crucial for any course, students are expected to attend all classes and laboratory meetings of each course in which they enroll. Instructors maintain the authority to determine how absences will be addressed, which should be detailed in their attendance policies. Participation in college-sponsored activities, where students are official representatives of the College of Charleston, may result in absence(s). Instructors will recognize absences in which students are official representatives of the College of Charleston (such as intercollegiate academic or athletic team competition, or academic program sanctioned research presentation or artistic performance) as excused.

    During the first week of classes, instructors will announce and distribute their attendance policies, including criteria to be used in determining excused absences. Instructors determine whether absences are excused or unexcused for the purposes of participation grades, in-class assignments, and laboratories. Regarding formal graded work (such as exams, presentations, papers), instructors will make “reasonable accommodations” when a student misses class for an event at which the student is an official representative of the College of Charleston. Examples of reasonable accommodations might include: rescheduling an exam, altering presentation times, or flexibility in assignment submission dates. Students are required to submit documentation of their College representation-related commitment from the appropriate College authority at least one week prior to the scheduled absence in order to be eligible for reasonable accommodations by the instructor. Regardless of any accommodation granted, students are responsible for satisfying all academic objectives, requirements, and prerequisites as defined by the instructor and the College.

    Instructors ascertain whether both excused and unexcused absences count in determining the basis for the student’s grade. If attendance is used for grading purposes, the instructor is responsible for keeping accurate attendance records and for communicating to students, via the syllabus, how attendance will be taken into account in midterm and final grades in the course. All students, whether absent or not, are responsible for all information disseminated in the course. (Rev. Aug. 2018; Nov. 2020)

  10. Religious Accommodation for Students

    The College of Charleston community is enriched by students of many faiths that have various religious observances, practices, and beliefs. We value student rights and freedoms, including the right of each student to adhere to individual systems of religion. The College prohibits discrimination against any student because of such student’s religious belief or any absence thereof.

    The College acknowledges that religious practices differ from tradition to tradition and that the demands of religious observance in some traditions may cause conflicts with student schedules. In affirming this diversity, like many other colleges and universities, the College supports the concept of “reasonable accommodation for religious observance” in regard to class attendance, and the scheduling of examinations and other academic work requirements, unless the accommodation would create an undue hardship on the College. Faculty are required, as part of their responsibility to students and the College, to ascribe to this policy and to ensure its fair and full implementation.

  11. Final Exams and Major Tests During the Last Week of Classes

    No major test or final examination may be given during the last week of classes (seven days prior to the designated last day of classes). A major test is defined as an examination worth 20% or more of the final course grade. No test, exam, or other assignment of any weight may be given on or due on Reading Day. Other assignments, such as semester-long projects, quizzes, homework and papers, may be due during the last week of classes or during the regularly scheduled final exam period. This policy does not apply to final laboratory examinations, oral examinations, portfolio or exhibition critiques, individual or group in-class presentations, performance courses, activity classes, bachelor’s essays, tutorials, and/or independent study projects. In exceptional circumstances, the Provost (or Provost’s designee) may waive these restrictions. (Ins. June 2019)

  12. Final Examinations and Final Course Grades

    Prior to each final examination period, an examination schedule is published by the Registrar’s Office. Final examinations may only be administered by faculty at the time and in the place assigned on the Examination Schedule, except by written permission of the relevant academic Dean and the University Registrar.

    Faculty are responsible for informing students in their classes in writing of the methods to be employed in determining the final course grade and of any special requirements of attendance that differ from the general attendance policy of the College. Faculty must enter midterm grades for all students in all undergraduate course sections enrolling more than one student. At the request of the student, a faculty member should make additional available information and/or an evaluation of the student’s progress prior to the withdrawal date.

    Regarding final examinations and final course grades, if any course-, program-, department-, or school-specific policy document; syllabus; or examination schedule produced by a current or former employee of the College is in conflict with the relevant provisions of the Faculty/Administration Manual or any other approved institutional policy or policy of the Academic Affairs Division, the provisions of the Faculty/Administration Manual, approved institutional policy, or policy of the Academic Affairs Division shall prevail. The Provost and Executive Vice President for Academic Affairs (or the Provost’s designee) shall be responsible for the interpretation of these provisions for final examinations and final course grades. (Rev. Aug. 2018) (Rev. Nov. 2010, Aug. 2018, June 2019)

  13. Grading

    During the first week of class, each faculty member is responsible for announcing and distributing a written statement of the faculty member’s grading policy and grading system. Full information concerning the College of Charleston grading system for final course grades may be found in the Undergraduate Catalog and the Graduate Catalog.

    Any grade changes must be initiated by the faculty member who assigned the grade. All requests for a grade change must be fully documented, including the source of the error in the original grade submission or other rationale supporting the change. The statute of limitations for grade changes is two calendar years from the original grade submission deadline. After this period of time has elapsed, no grade issued to a student may be changed. No grade may be changed once a student has graduated and the degree has been posted. In the case of an official grievance filed due to a grade dispute that extends beyond the date the student’s degree was posted, the Provost (or the Provost’s designee) may make an exception to this policy. The decision of the Provost is final. (Rev. Aug. 2018, June 2019)

  14. Reporting of Midterm Grades

    At mid-point in each semester or term, consistent with the approved academic calendar for that semester or term, faculty must enter midterm grades for all students in all undergraduate course sections enrolling more than one student. These grades are for advising purposes and are not recorded on the student’s official transcript. At the request of the student, a faculty member should make available additional information and/or an evaluation of the student’s progress prior to the withdrawal date. (Rev. May 2007, Aug. 2018, June 2019)

  15. Student Discipline

    The Honor Code of the College of Charleston forbids lying, cheating, stealing, plagiarism, and failing to report an Honor Code violation. The Student Code of Conduct and the Alcohol Policy, found in the Student Handbook, regulate non-academic conduct of students.

    Suspected violations of all student codes should be reported to the Executive Vice President for Student Affairs. When requested to appear at hearings involving student disciplinary matters, faculty members should appear and testify if requested to do so, unless privilege or privacy interests dictate otherwise. (Ins. Apr. 2009)

  16. Ordering Library Books and Journals

    Faculty members participate in the selection of new books, journals and databases for the library collection. Each academic department has a designated Departmental Liaison who collects individual book requests from the Liaison’s faculty colleagues, approves them, and submits them to the library. The library also receives new books on approval. Once a year, the library asks each academic department to recommend new journal titles. The Departmental Liaisons usually oversee this process to make sure that the library receives journal requests that meet with the approval of the entire department. (Rev. Aug. 2018)

  17. Library Reserves

    Faculty members may place books and copies of journal articles for students’ use on “RESERVE” at the circulation desk at the Marlene and Nathan Addlestone Library. Faculty members should bring reserve lists and/or personal copies of reserve materials to the library prior to the beginning of each semester. Normally materials will be removed automatically at the end of each semester and personal copies should be removed at that time. (Rev. May 2007)

B. Student Grievance Procedures

  1. Preamble

    Disputes may occasionally arise between members of the College of Charleston community over both academic and non-academic matters. While many issues can be resolved at the personal level between the two parties, a formal procedure is available for the resolution of disputes that cannot. The procedure which has been established presents a framework within which disputes may be settled. The formal procedure is not meant to change the character of a dispute but to ensure that all parties are treated fairly and that every attempt is made to arrive at a just resolution of the dispute.

  2. Informal Resolution of Dispute

    Since many disputes can be resolved in an informal manner, students having complaints about academic treatment or non-academic matters at the College are strongly urged to attempt to reconcile any differences informally with the faculty or staff member involved. Students should meet with the faculty or staff member to discuss their concerns openly, without fear of reprisal and as soon as possible during the academic semester, since ultimately delay may result in no viable resolution to the dispute. If the student is unable to meet with the faculty or staff member, or if his/her attempt to discuss the issue with the faculty or staff member is not satisfactory, the student should meet with the department chair or program director. Students should continue attending the class in question throughout this process unless they have been instructed not to by the department chair or program director. If the student elects not to pursue the matter informally directly with the other party, or if s/he does pursue an informal resolution and the parties cannot resolve their differences, the student may initiate the formal process. That process basically will be the same for academic and non-academic disputes and for disputes involving faculty, administrators, or staff.

  3. Formal Procedures: Student-Faculty Grievances

    • a. If the student elects to pursue the formal procedure for academic and non-academic grievances against faculty members, s/he must submit in writing to the faculty member’s department chair or program director a written grievance which includes the following:

      1. The act(s) complained of.

      2. Facts and evidence in support of the complaint.

      3. An account of attempts to resolve the complaint informally, if any, and the reason(s) those attempts have failed.

      4. Suggested resolutions to the problem which are acceptable to the student.

    • b. The department chair or program director (in consultation with the department chair where appropriate and where consistent with the reporting lines) will have a maximum of 30 days to review the materials, investigate the complaint, and attempt to bring the parties to an agreed-upon resolution. Should an agreed-upon resolution not be reached at this level, the grievance and all accumulated materials will be referred to the dean (or associate dean) of the school. The dean (or associate dean) of the school will have a maximum of 30 days to investigate the complaint and attempt to bring the parties to an agreed-upon resolution. His/her investigation may include interviewing and taking statements from the parties and others, securing documents and evidence from any available sources, and other actions which s/he deems necessary in the circumstances. Failing an agreed-upon resolution, s/he shall make a decision resolving the dispute and promptly notify the parties and the faculty member’s department chair or program director of his/her decision in writing.

    • c. Graduate Students Only: Either party may appeal the decision of the dean (or associate dean) of the school by presenting a written notice of appeal to the Dean of the Graduate School no later than five (5) working days from receipt of the written response from the dean (or associate dean) of the school. The Dean of the Graduate School will further investigate the complaint and attempt to bring the parties to an agreed-upon resolution. His/her investigation may include interviewing and taking statements from all parties and others, reviewing documents and evidence previously compiled, securing additional documents and evidence from any available sources, and other actions which s/he deems necessary in the circumstances. The graduate dean may affirm, reverse, affirm in part, and reverse in part the decision of the dean (or associate dean) of the school. The graduate dean will promptly notify the parties, the faculty member’s department chair or program director, and the dean of the school of his/her decision in writing.

      Either party may appeal the decision of the dean (or associate dean) of the school (in cases involving undergraduates) or the Dean of the Graduate School (in cases involving graduate students) by presenting a written notice of appeal to the Executive Vice President for Academic Affairs/Provost no later than five (5) working days from receipt of the decision by the graduate dean. A copy of the original written grievance and the decision appeal form should be attached to the notice of appeal. If the Executive Vice President for Academic Affairs determines that the notice of appeal has been filed in a proper and timely manner, s/he will promptly appoint an ad hoc College grievance panel as described below (see “College grievance panel composition”) to consider the case. The Provost will notify the parties of the composition of the panel and will instruct the dean (or associate dean) of the school or the Dean of the Graduate School to forward all materials accumulated thus far to the panel chair, who will be designated by the Provost.

      The appeal of the decision of the dean (or associate dean) of the school or the Dean of the Graduate School may be on either procedural or substantive grounds and shall constitute a de novo determination of the issues.

      Within ten (10) working days after submission of the notice of appeal to the Executive Vice President for Academic Affairs, the student may submit to the executive vice president any additional evidence, including written affidavits and other items deemed pertinent to the issues.

      Within ten (10) working days of notification of an appeal, the faculty involved may submit to the Executive Vice President for Academic Affairs any additional evidence, including written affidavits and other items deemed pertinent to the issues. Those materials reviewed or considered by the panel in reaching a decision shall be made available to the parties for their inspection except where confidentiality is required by law.

      The panel shall review all materials made available to it. It may also conduct its own investigation and secure further evidence it deems necessary in order to make a decision. It may hear live testimony if it wishes or may ask the parties to orally present their sides of the matter; both parties shall be given an opportunity to attend panel sessions called for these two purposes. Whenever the parties appear before the panel, they may be accompanied by an advisor or an attorney; such person may only advise and may not participate in the panel sessions or address the panel. Those materials reviewed or considered by the panel in reaching a decision shall be made available to the parties for their inspection.

      The panel’s decision will be sent in writing to the parties, the faculty member’s department chair or program director, the dean of the school, the Dean of the Graduate School, and the Provost and Executive Vice President for Academic Affairs. The panel may affirm, reverse, affirm in part, or reverse in part the decision of the dean (or associate dean) of the school or Dean of the Graduate School or may remand the case to the Dean of the Graduate School, the dean of the school, or to the faculty member’s department chair or program director for a new and final attempt at informal reconciliation which, if it fails, may not be pursued further. If not satisfied with the panel’s decision, either party may, within three (3) working days of receipt of the decision, request that the Provost and Executive Vice President for Academic Affairs review the decision. If the Provost decides that extraordinary circumstances exist justifying his/her review of the case, s/he will review all accumulated materials and may take any of the actions which were available to the panel. His/her decision will be final.

      Any informal reconciliation which is reached at any level of these procedures will result in the purging of all formal records; all that will remain is a signed document setting forth the agreement.

  4. Student-Staff or Student-Administrator Grievances

    The same procedure will be followed except that the immediate supervisor of the staff person or administrator involved in the dispute will substitute for the department chair or program director, and the appropriate college vice president will substitute for the dean (or associate dean) of the school or Dean of the Graduate School. If conflicts of interest arise or the person designated cannot proceed for any reason, it shall be the responsibility of the Executive Vice President for Academic Affairs to appoint persons to fulfill the responsibility of the immediate supervisor and the vice president for purposes of these procedures.

  5. College Grievance Panel Composition

    For grievances filed by undergraduate students, the panel will be composed of:

    • a. Two student members of the honor board, drawn by lot; and if the dispute is

      1. Academic – three faculty members of the academic standards committee, drawn by lot.

      2. Non-academic, involving a faculty member or administrator, three faculty members of the student affairs and athletics committee, drawn by lot.

      3. Involves a staff person – three supervising personnel selected by the Executive Vice President for Academic Affairs in consultation with the director of personnel.

      4. For all grievances filed by graduate students, the panel will be composed of:

        • (a) Two student members chosen by lot from the graduate student judicial committee. Members of this committee will consist of one student from each graduate program, to be designated by the program director (or the Dean of the School of Education, Health, and Human Performance in the case of the graduate education programs).

        • (b) Two faculty members, selected by lot from the roster of graduate faculty members of the College.

        • (c) One member of the supervising staff of the College, selected by lot from the roster of the academic staff of the Executive Vice President for Academic Affairs.

    • b. As panel members are selected, any designee who is found to be in a conflict of interest in the case will be excused and an alternate will be selected.

    • c. These panels will be ad hoc, and a separate panel will be selected for each dispute or set of related disputes.

C. Students With Disabilities

The College of Charleston is committed to providing equal access to educational

opportunities for qualified students with disabilities, as required by the Americans with Disabilities Act, Section 504 of the Rehabilitation Act, and other applicable law regarding students with disabilities. Under these laws, and consistent with the provisions described below, no qualified student with a disability shall be denied access to or participation in services, programs and activities of the College.

The College provides reasonable accommodations for qualified students with disabilities. In an instructional setting, an accommodation typically is a change in the delivery of instruction or in the testing of knowledge or skills. Such a change allows a student to have equal access to educational opportunities. An accommodation is reasonable if it is not unduly burdensome for the College and does not fundamentally alter the nature of the service, program or activity. For example, an accommodation would not be reasonable if it altered the student learning objectives for a specific course. Further, an accommodation would not be reasonable if it posed a health or safety threat to any member of the community.

The Center for Disability Services (CDS) is the primary office that coordinates reasonable accommodations and services for students with qualified disabilities. In performing this work, CDS collaborates with the Office of Legal Affairs and the Office of the Provost.

The identification and implementation of reasonable accommodations for a student with a qualified disability are shared responsibilities of the student, CDS, the faculty member, and the College administration.

It is the responsibility of the student to:

  1. meet and comply with the academic and technical standards of the College;
  2. make a request to be approved for SNAP (Students Needing Access Parity) services, provide adequate evidence of the disability based on established criteria, and communicate with CDS reasonably in advance of situations for which SNAP services and reasonable accommodations are necessary;
  3. meet obligations related to accommodations recommended by CDS (e.g., providing appropriate notification to the instructor); and
  4. communicate concerns related to accommodations to a CDS administrator

It is the responsibility of CDS to:

  1. provide information to the faculty about types of disabilities, disability- related issues and the availability of services;
  2. review documentation provided as evidence of disability;
  3. recommend reasonable accommodations;
  4. enter into a dialogue with faculty whenever there is a disagreement about an accommodation, with the intent of collaboratively resolving such disagreements at the earliest opportunity, normally before the conclusion of the drop/add period at the beginning of a semester or academic term; and

  5. communicate to the student, faculty member, Department Chair or Program Director, and Dean, as appropriate, those agreements that have been reached in any case involving a dispute over reasonable accommodation.

It is the responsibility of the faculty member to:

  1. maintain the confidentiality of a student’s disability status and accommodations;
  2. be familiar with the availability of disability services at the College;
  3. provide and administer reasonable accommodations;
  4. contact CDS at the earliest opportunity if the faculty member believes the accommodations recommended by CDS are unduly burdensome or fundamentally alter the nature of the course and, additionally, to communicate those concerns and recommend alternative accommodations to a CDS administrator; and
  5. inform the faculty member’s Department Chair or Program Director if the faculty member believes that a dispute over reasonable accommodation will not be quickly resolved through a dialogue with CDS. (Rev. Aug. 2018)

It is the responsibility of the College administration to:

  1. ensure that the institution complies with state and federal law,
  2. provide support to academic units in the provision of reasonable accommodations; and
  3. resolve concerns and appeals related to accommodation requests.

In those cases where there is a continuing dispute between a faculty member and CDS about a proposed accommodation, the faculty member and CDS should work collaboratively with the Department Chair or Program Director to agree on the accommodations that will be offered, with an agreement to be reached within ten (10) business days of the faculty member contacting the Department Chair or Program Director. The Department Chair or Program Director, or CDS, may request the additional involvement of the relevant Academic Dean(s), a representative of the Office of the Provost, and the General Counsel (or General Counsel’s designee) to facilitate a timely agreement. When an agreement cannot be reached within ten (10) business days, CDS and the faculty member shall promptly inform the Provost in writing regarding the nature of the dispute. Within five (5) business days of receiving written notice in such a case, the Provost shall make a determination of the reasonable accommodations to be made. The Provost’s decision is final and cannot be appealed.41

Retaliation against a student or faculty member is prohibited in any case where there is a dispute over reasonable accommodation and a student or faculty member has contacted CDS or an Academic Administrator in a timely fashion for assistance in resolving the dispute. (Rev. Jan. 2015)

41 Nothing in this section shall be interpreted in such a way as to override the provisions of the Americans with Disabilities Act.