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MARYMOUNT UNIVERSITY
School of Arts and Sciences
ADJUNCT AND NEW FULL-TIME FACULTY HANDBOOK
2013-2014
Table of Contents
I. Marymount University and Its Mission……………………………………..3
II. Arts and Sciences Office: Location, Hours, Phone Numbers and Office Staff…………………………………………………………………….4
III. Computer Accounts ...……………………………………………................4
IV. Course Support InformationA. Syllabus..……………………………………………….………………………5B. Academic Calendar.…………………………………….…………………….. 6C. Faculty Office Hours.…………………………………….………………….....6D. Weather and Emergency Information; MU Alerts………….………………….6E. Faculty Late Arrival, Illness, or Missing a Class….……….…………………..7F. Textbook Information………………………………………..…………………7G. General Office/Classroom Supplies.……………………………………….…..8H. Supplemental Course Materials – Purchasing Policies………………………...8I. Blackboard Accounts….......……………………………...……………………..8J. Marynet Accounts - Obtaining Class Rosters and Entering Grades. .………......8K. Grading Policies and Procedures: Submitting Grades, Incompletes, Change of Grade..………………………………………………..………….…………..9L. Adding and Dropping Classes, Entering Closed Classes……………………….9M. Center for Teaching and Learning (CTL).…………………………………….10
V. The Arts and Sciences Mailroom …………………………………………...10A. Mailboxes..…………………………………………………………………….11B. Putting Student Work into Faculty Mailboxes/Leaving Materials for Student Pick-up………………………………………………………………………...11C. Mail Pickup and Distribution/ Telephone Calls………………………………11
VI. Making Copies: The Mailroom and the University Copy Center.……....12
VII. Important University-Wide Policies and ProceduresA. Students Identified with Disabilities………………………………………….13B. FERPA..……………………………..……………………………………......14C. Academic Freedom and Professional Ethics…...…… ……………………..15D. Academic Integrity Policy.……………………..…………………………….16 --Step-by-step guide to the Academic Integrity process ....………………….16E. Code of Ethics…………………………………………….…………..………18F. Non-Discrimination and Anti-Harassment Policy ……..…………..…….......19G. Emergency Preparedness…………………… .………………………....…..23
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About Marymount University
Marymount University was founded in 1950 by the Religious of the Sacred Heart of Mary. Today, Marymount is an independent, comprehensive Catholic university serving approximately 3,600 undergraduate and graduate students. The University has four Schools: Arts and Sciences, Business Administration, Education and Human Services, and Health Professions. Programs are offered at Marymount’s Main Campus, Ballston Center, and Reston Center, as well as various corporate and government sites. The University’s location in Arlington, Virginia — just minutes from Washington, DC — offers students unparalleled opportunities for academic and personal enrichment.
The University Mission
Marymount University is an independent Catholic university that emphasizes academic excellence at the undergraduate and graduate levels. Committed to the liberal arts tradition, the University combines a foundation in the arts and sciences with career preparation and opportunities for personal and professional development. Marymount is a student-centered learning community that values diversity and focuses on the education of the whole person, promoting the intellectual, spiritual, and moral growth of each individual. Scholarship, leadership, service, and ethics are hallmarks of a Marymount education.
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School of Arts and SciencesLocation: Gailhac 2003
Office hours: Mon-Thurs 7:45 a.m. – 6 p.m.; Fridays 7:45 a.m. – 5 p.m. 703-284-1560
Fax: 703-284-3859
Arts and Sciences office staff
Hazel Sirett Administrative Assistant
703-526-6867 or 703-284-1560
Meagan Wiseley Administrative Secretary 703-284-1560
Leslie Thomas Administrative Secretary
703-526-6986 or703-284-1560
Arts and Sciences administrative staff
Dr. George Cheatham Dean
703-284-1560
Dr. Nyla Carney Associate Dean
703-284-1560
Dr. Susan Heumann Assistant Dean
703-284-1560
III. Computer Accounts
To obtain a Marymount email account, you must first complete all HR paperwork. Once you have your employee ID number, go to http://archive.marymount.edu/mufsag/ to activate your account.
Faculty must use their Marymount University email accounts to receive University communication, whether from students, staff, or administration. All messages from the University are sent only to the Marymount email address. The Marymount email address must appear on your syllabus for students to use. Faculty may elect to forward Marymount email to a personal network provider. You may do this once you have a Marymount email account by calling the IT help desk at 703-526-6990 for assistance.
Faculty must have Marynet accounts to access class rosters and submit midterm and final grades. Instructors may also need or want Blackboard accounts for their courses.
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The user ID and password for each of these accounts are the same as those for your Marymount email. (See the following section, Course Support Information, for more information regarding Marynet and Blackboard.)
IV. COURSE SUPPORT INFORMATION
A. Syllabus
NOTE: There is a specific syllabus template for any introductory-level or upper-level course in Composition, Humanities, Mathematics, or Natural Science that has been approved as part of the Liberal Arts Core. Please contact the Chair of your department to determine if you are teaching such a course and/or to obtain an electronic copy of the appropriate template. All other courses use the “standard” syllabus template, which is available electronically from the School office.
All University instructors must distribute course syllabi to students and/or post them on Blackboard during the first week of the semester. Prior to distribution to students, all Arts and Sciences instructors must submit an electronic copy of each course syllabus to Dr. Susan Heumann (email: [email protected]) for review and approval for copying and/or posting. Submission deadlines are announced prior to each semester; instructors are strongly encouraged to meet them as closely as possible to ensure that there will be enough time for their syllabi to be reviewed, revised if necessary, approved, and copied (if desired). If an instructor fails to submit a syllabus to the Arts and Sciences Office by the end of the first week of classes, the program chair will be notified.
The Arts and Sciences Office uses Microsoft Office 2010, and submitting syllabi in that version of Word is preferred. However, Word 2007 and 2003 are also acceptable. Copies of previous syllabi for your course can be obtained from the Arts and Sciences Office as hard copies or email attachments.
Procedure for syllabus preparation:
1. In order to ensure that your syllabi are in compliance with University expectations, please check the following sections.
a. Broad Purpose of CourseYou must place the course description, exactly as it appears in the current catalog, at the beginning of the purpose statement – no paraphrasing. Any additional information about the purpose may be added next. The 2012-2013 undergraduate and graduate catalogs are available online at http://www.marymount.edu/catalog.
b. Course Objectives Courses which have been approved for the Liberal Arts Core (see above note regarding syllabus templates) have prescribed course objectives which the instructor cannot alter. This is also true of some non-Core courses, such as FA 104 Design II and FA 106 Drawing II, for which multiple sections are often offered during one semester.
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c. Grading Policy:Include a clearly explained grading policy in your syllabus so that students understand the number and value of assignments and tests as well as how your numerical grades translate to letter grades. Since class attendance is expected, you should not give credit for attendance. However, you may assign penalties for lack of attendance or for tardiness. d. Class Schedule:Be sure to refer to the academic calendar, which can be viewed online at http://www.marymount.edu/academics/registrar/dates.aspx, for university holidays, other important dates, and the final exam schedule. Always include the day, date, and time of the final exam on page one of your syllabus and on your schedule page. Final exam week is considered an instructional week; either a final examination or another course activity is to be scheduled during the allotted time. Another date which must appear in your syllabus is the last day to withdraw from a course with a grade of “W”. This can be noted on the schedule page or in the “Grading Policy” section. The withdrawal deadline for each semester can be found on the online academic calendar. 2. Submit completed syllabi to both your department chair (or department contact) AND electronically to the Assistant Dean, Dr. Susan V. Heumann, ([email protected]) for review. Once approved, syllabi can be copied for distribution to students and/or posted on Blackboard. Please note that the Copy Center will make copies of your syllabi only if you have authorization from Dr. Heumann, either in the form of an email stating that a syllabus has been approved, or an initialed Copy Center request form submitted with a hard copy of your syllabus. For any questions concerning course syllabi, contact Dr. Heumann.
B. Academic Calendar
As mentioned above, event dates, academic deadlines, and holidays for each semester can be found online at http://www.marymount.edu/academics/registrar/dates.aspx.
C. Faculty Office Hours
All faculty must fill out a Faculty Class/Office Hours Schedule form giving the times and locations of the instructor’s classes and office hours. Instructors must hold at least one office hour per week per course. Forms are available in the Arts and Sciences Office. Please give the completed form to office staff DURING THE FIRST WEEK OF CLASSES. Be sure to include your Marymount email address. This is often the only way in which a student is able to reach you other than designated office hours.
D. Weather and Emergency Information and MU Alerts
In the event of bad weather, you may call the Weather and Emergency Information Line at 703-526-6888. The recording will state whether classes have been cancelled or delayed. Please do not call the Arts & Sciences Office for weather-related information.
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The Marymount website (www.marymount.edu) will also announce changes in the University schedule.
You are also invited to sign up for MU Alerts, Marymount University’s emergency notification system. Marymount University students, faculty, and staff can sign up to receive alerts about emergency situations affecting the campus community, as well as notification of weather-related delays, cancellations, and closings. MU Alerts is a text-messaging and e-mail system that enables Marymount to notify members of the campus community quickly in the event of an emergency. Messages sent will be brief (stating the nature of the situation and suggested action). More detailed information will be posted on Marymount’s Web site and Weather and Emergency Information Phone Line (703-526-6888). To sign up, go to http://www.marymount.edu/studentLife/safety/emergency/mualerts.aspx . (See page 23 for additional information regarding emergency preparedness at Marymount.)
E. Faculty Late Arrival, Illness, or Missing a Class
1. Late arrival: Call the A&S Office at the main number, 703-284-1560, as soon as you know you are running late. The A&S Office is open at 7:45 a.m. every day; voicemail is checked immediately. For evening classes, you must call before the office closes at 6:00 p.m. A notice will be posted outside the classroom door telling students to stay until the instructor arrives or until a specified time of arrival.
2. Instructor illness: When you must cancel classes due to illness, call the A&S Office at the main number, and give (or leave) the following information: your name, course name and number, meeting location, and class time(s), as well as the reason that you are canceling class. A notice will be posted outside the classroom door.
3. Class cancellation for reasons other than illness: When an instructor is unable to meet a class for a reason other than illness, it is the instructor’s responsibility to notify his/her department chair and the A&S Office, and to make arrangements for that class period.
IMPORTANT!!!! To be certain that your message regarding late arrival or class cancellation due to illness is received in a timely manner, always leave a voicemail on the main telephone line in the Arts and Sciences Office (703-284-1560), not on an individual’s direct line. Do not email this information.
F. Textbook Information
For most courses taught by adjuncts, textbooks are ordered by the department chair. Please contact the chair of your department to be sure that a text has been ordered and/or to discuss how to obtain a text. Instructors are entitled to make use of a complimentary textbook while they are teaching a course. However, please note that if an instructor will not be returning to teach the same course the following semester, the textbook must be returned to the department chair or the A&S Office at the end of the semester.
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If you are hired shortly before the start of the semester and your chair cannot provide you with a desk copy of a required text, ask the A&S office staff if one is available through Arts and Sciences. If not, you may request a chit that will allow you to obtain a copy from the campus bookstore. The bookstore will then allow you to pick up the book and charge it to the School, and give you a receipt to bring back to the School office. We will request a replacement copy from the publisher and return that copy to the bookstore with the receipt. If an instructor’s edition has been ordered for you, we will ask you to return the copy that you received from the bookstore, unmarked, so that it may go back to the bookstore for a credit.
G. General Office/Classroom Supplies
Supplies may be obtained from the Office of Arts and Sciences. Check with the office staff about the possibility of ordering supplies which are not routinely kept on hand. Supplies are ordered weekly, on Tuesday afternoon.
H. Supplemental Course Material - Purchasing Policies
Supplemental course materials such as books and DVDs should be approved by the department chair before being purchased. The instructor will be reimbursed for these materials after they have been returned to the department chair to be made available to future instructors. Any supplemental materials which the instructor purchases and wishes to keep for personal use once the course has ended are not reimbursed.
I. Blackboard Accounts
Marymount’s Blackboard site is accessible through the Marymount University Portal System at http://my.marymount.edu. To access guides to using Blackboard, go to http://www.marymount.edu/its/blackboard/bbfacultyquickguides.aspx
All courses are automatically created on the Blackboard system and all students are automatically enrolled, whether they register before classes begin or add later. To see your courses on Blackboard, go to the Portal and log in with your Marymount email username and password. Once you are logged in, you can also access Blackboard policies, procedures, and assistance by clicking the “help” icon at the top of the page.
J. Marynet Accounts - Obtaining Class Rosters and Entering Grades
Marynet is accessible through the Marymount University Portal System at http://my.marymount.edu. At the beginning of the semester, IT Services will provide new adjunct instructors with a thumb drive that will include a document entitled “Quick and Easy Tips for Using Marynet: An Adjunct Faculty Guide", a detailed instruction manual that will tell you how to activate your Marynet account and how to use Marynet for various functions, such as obtaining class rosters and submitting both midterm and final grades. This document is available at http://www.marymount.edu/its/training/itshelpguides.aspx.
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K. Grading Policies and Procedures
1. Submission of Grades: GRADES MUST BE SUBMITTED ON TIME—BY NOON ON THE DESIGNATED DAY. SEE THE ACADEMIC CALENDAR FOR DATES. Instructors enter grades online, through Marynet. Every student whose name appears on the grading roster must receive a grade. A student whose name is on the grading roster but who has never attended class must be given an “F”. A student for whom an “Incomplete” has been approved will receive a grade of “I”. (See section 2 on when and how to give an Incomplete.)
2. Grades of Incomplete: An “I” grade is to be given only if there is a circumstance beyond a student’s control which prevents him/her from completing one portion of a course, such as a paper or the final exam, by the end of the semester. The instructor must fill out an “Incomplete Form”, available in the Arts and Sciences Office, for each student receiving an “I”. YOU MUST OBTAIN THE APPROVAL OF THE ASSOCIATE DEAN BEFORE YOU SUBMIT A GRADE OF “I”. If you are unsure if the circumstances warrant an incomplete, check with the Associate Dean, Dr. Nyla Carney. The deadline for completion of the outstanding coursework can be set at the instructor’s discretion, but the maximum time permitted is until the end of the next semester. If the work is not completed by the end of the next semester, the grade of “I” will automatically be changed to an “F”. (Important: The completion of spring semester work must occur by the first week of August, the end of the summer semester.) When the coursework is completed, the instructor must fill out a “Change of Grade” form (see section 3 below), available in the Arts and Sciences Office, to submit the new grade.
3. Change of Grade: To change a final course grade, including an Incomplete, the instructor must fill out a Change of Grade Form and submit it to the Dean, Dr. George Cheatham, for approval and submission to the Registrar’s Office for processing. (Grades cannot be changed in Marynet by the instructor.) A change of grade is appropriate to convert an Incomplete to a letter grade or to correct a grading error in a final grade that was caused by either a submission problem or a miscalculation of the final grade. Coursework submitted to the instructor after final grades are entered can be used to re-figure a final course grade only in the case of an Incomplete. Please consult the Associate Dean about exceptional situations. Change of Grade Forms are available in the Arts and Sciences Office.
L. Adding and Dropping Classes
1. Adding classes: Students may add classes for approximately one week after the start of the fall or spring semester. (Refer to the online Academic Calendar for the exact date.) Students may register themselves online for most courses. Add cards are required for courses that require a waiver of prerequisite, are being repeated, or are closed.
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Getting permission to enter closed classes: Students will NOT be permitted to register for closed Arts and Sciences classes without an add card signed by the instructor and then approved and signed by the Associate Dean, Dr. Nyla Carney or the Assistant Dean, Dr. Susan Heumann. Approval will be given only in the following circumstances: a. The student is a graduating senior, and the course is required in order to complete the student’s degree requirements, OR the student is not a graduating senior, but the course is required in order to complete the student’s degree requirements, and it will not be offered again before the student graduates. AND
b. There is physical classroom space still available (seating capacity has not been exceeded).
2. Dropping courses: A student who wishes to drop a course must officially withdraw through the Registrar. If the student has met all requirements, the grade roster will say “dropped” (occurring by the 5th week of classes) or “withdrawn” (occurring by the 10th week of classes). Please note that if a student simply stops attending class, this does not constitute a drop or withdrawal. Students who have stopped attending class but have not officially dropped or withdrawn should receive a final grade of “F”. Consult the online academic calendar for the specific deadlines for dropping or withdrawing from a course.
M. Center for Teaching and Learning
As of July 1, 2012, the Academic Success Center, the Learning Resource Center, and the Center for Teaching Excellence became the Center for Teaching and Learning. The CTL is located on main campus in Rowley Hall, Suite G105, and can be reached at [email protected] or 703-284-1538. It is joined in Rowley Hall by Student Access Services (formerly Disability Support Services) and the associate dean for the First Year Experience, Dr. Pamela Moreno, who will oversee the Discover programs and courses. Among the CTL’s many services are one-on-one tutoring and group study sessions led by trained graduate and undergraduate peer tutors for business, math, writing, and more, as well as workshops and coaching for students who need assistance to achieve greater academic success. Testing accommodations for students with disabilities are available through Student Access Services. The CTL offers instructors additional services, including answers to questions about Blackboard, Starfish, and Turnitin, assistance with integrating technology into teaching, and faculty development and instructional design collaboration.
V. The Arts and Sciences Mailrooms
There are two Arts and Sciences mailrooms, Gailhac Hall 2004, near the A&S School office, and Caruthers Hall 3011. The Gailhac mailroom door has a lockbox; ask the A&S staff for the code number for entry. The Caruthers Hall mailroom door has a key pad; you will be given your personal entry code in order to access this room.
Students are not permitted in the Gailhac mailroom. Students are not permitted in the Caruthers mailroom unless supervised by a faculty member.
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A. Mailboxes
Every full-time and adjunct instructor has a designated mailbox in either Gailhac Hall or Caruthers Hall. Please check your mailbox frequently since important University information is often sent via campus mail. All adjunct faculty are assigned mailboxes during the term in which they teach. There is not sufficient space to maintain a mailbox for each adjunct faculty member when the current semester ends. Therefore, adjunct faculty must empty their mailboxes by the date grades are due, unless they have a confirmed contract for the semester immediately following. All items left in mailboxes after the deadline will be discarded.
The mailrooms also house a network printer, a copier, a fax, a telephone, a microwave, and a coffeepot.
B. Putting Student Work into Faculty Mailboxes/Leaving Materials for Students
STUDENTS ARE NOT ALLOWED IN THE GAILHAC MAIL ROOM AT ALL. STUDENTS ARE PERMITTED IN THE CARUTHERS MAILROOM ONLY WITH FACULTY SUPERVISION. Please do not send students to the mailrooms to drop off or to pick up papers or other materials. Students should always come to the Arts and Sciences Office (Gailhac 2003) and speak with an A&S staff member if they need assistance.
1. Drop-off: Send students to the A&S Office to ask office staff members to put materials into faculty mailboxes. The staff member will give the student a signed, dated receipt for the item(s) placed in the faculty mailbox.
2. Pick-up: Materials (graded papers, hand-outs, etc.) which students need to have prior to the next class meeting may be left in the Arts and Sciences Office. Student ID is required for pick-up. Do not leave student work in any public place (classroom, hallway, office door, etc.) for students to pick up. THIS IS IN VIOLATION OF FERPA. (See page 14.)
C. Mail Pickup and Distribution/Telephone calls
Outgoing mail – both on-campus and USPS mail – is collected from the Gailhac mailroom every day at approximately 11:00 a.m. from the gray bin that sits on top of the faculty mailboxes. Mail is collected from Caruthers around 11:30 am from a bin that sits beneath the mailboxes. You are welcome to post your stamped personal mail there. USPS mail usually leaves campus the same day, but it is not guaranteed to do so. On-campus mail takes about three days to be delivered. Please ask A&S staff in Gailhac 2003 about mailing out official Marymount correspondence.
Incoming mail is placed in faculty mailboxes as soon as possible after it is delivered.
Incoming packages that don’t fit into a mailbox are labeled with the recipient’s name and left on the top of the mailboxes or on the floor directly in front of them. In the Gailhac
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mailroom, a notice is taped to your mailbox to inform you that you have a package. When you retrieve your package, please remove the notice from your box and tape it to the side of the mailboxes next to the water cooler so that it may be reused. Packages in Caruthers are marked with post-it notes and placed on top of the mailboxes. Due to the small amount of space in the mailrooms, packages should be removed promptly.
Outgoing calls may be made from the telephone in the mailroom; it is for the use of faculty (never students!). However, it does not dial long distance. If you need to call beyond the local area, please contact the A&S Office.
To call a campus number, just dial the extension. Ex: 1560 To call off campus, dial “9” and the full number, beginning with the area code. To call a campus extension from an off-campus phone, use the following prefixes:
703-284 before numbers in the 1000, 3000, and 5000 series 703-526 before numbers in the 6000 series 703-908 before numbers in the 7000 series (student numbers)
VI. Making Copies: the Mailrooms and the University Copy Center
Mailrooms: Each department is assigned a copier code that must be kept confidential. Do not share this code with students! Please see a member of the office staff to obtain your department’s copier code.
The copy machines in the mailrooms are not intended for large jobs. No more than 10 copies at a time should be made. Our copy maintenance agreement only allows for a certain number of copies per month. If we go over the limit, we are billed. More importantly, large copy jobs tend to lead to breakdowns, with the copier being out of service for the rest of the day or longer.
University Copy Center: Large jobs of 10 or more copies can be sent to the University Copy Center, located in Berg Hall on main campus. Faculty may choose to submit copy jobs as hard copies or as email attachments sent directly to the Copy Center.
To submit jobs to the Copy Center as hard copies:Faculty must fill out a “Copy Center Request Form”, available in the Copy Center or in the Arts and Sciences mailroom. All pertinent parts of the form must be completed, especially concerning number of copies needed, stapling, collating, and the dates submitted and needed.
If you are copying any material which you yourself did not create or which has been published (even if it is your own material), you must fill out and sign the copyright release at the bottom of the request form. The Copy Center will not fulfill your request if the copyright release has not been signed; instead, the form (and the job) will be returned to you for your signature.
If you are requesting copies of your students' work, please have them fill out the "Student Work Authorization Form" before submitting your request. The form is available at the Copy Center or online at
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http://www.marymount.edu/Media/Website%20Resources/documents/studentLife/services/copy/Studentauthorizationform.pdfWhen the appropriate forms are completed, attach them with a paper clip to the material to be copied, and place the job in the tray in the mailroom labeled “Copy Center Requests”. Jobs are normally taken to the Copy Center twice a day from Gailhac, once in the morning and again in the afternoon. Jobs will be picked up from and delivered to Caruthers at least once a day.
ALLOW AT LEAST A TWO-DAY TURNAROUND TIME, especially at the beginning and end of the semester, and at exam times. “Special instructions” (binding, covers, folding, etc.) require more time, often as much as a week, and detailed instructions. Completed jobs will be placed in your faculty mailbox – indicate Gailhac or Caruthers - unless you indicate that you wish to pick them up from the Copy Center yourself. If an instructor chooses to have copies made at his or her own expense, the instructor will not be reimbursed for that expense.
To submit jobs to the Copy Center electronically:Send your documents to be copied to [email protected] . In your email, be sure to include the pertinent information (number of copies, etc.) that you would note on a copy request form. Include that the job should be charged to Arts and Sciences and delivered to Arts and Sciences – indicate either Gailhac or Caruthers - or held for pick-up by you personally. Also state the number of attachments, which can be either Word documents or PDFs, and give a contact phone number.
IMPORTANT: If your copy job requires a copyright release form or a student work authorization form, you cannot submit it electronically, as both of these forms require signatures.
VII. IMPORTANT UNIVERSITY-WIDE POLICIES AND PROCEDURES
A. Students Identified with Disabilities
Students with disabilities need to address this issue with the instructor at the beginning of the semester. Those students seeking accommodations based on disabilities must obtain a “Faculty Contact Sheet” from the Student Access Services office in Rowley Hall and submit it to the instructor. It is imperative that the accommodation(s) be discussed and clearly understood by the student and instructor, and then applied consistently throughout the semester. Detailed information on working with students with disabilities, including a faculty procedures guide and faculty assistance materials, is available online at http://www.marymount.edu/studentLife/services/disability/faculty. For additional assistance, contact Student Access Services at 703-526-6925.
B. FERPA (Family Educational Rights and Privacy Act)
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(The complete webpage can be found at http://www.marymount.edu/academics/registrar/faculty.aspx#ferpa.)
The Family Educational Rights and Privacy Act of 1974 (FERPA) and its amendments are designed to protect the confidentiality of educational records maintained by institutions. FERPA is also designed to give students access to their records to assure accuracy.
The following FAQ's are designed by the Registrar’s Office to help guide faculty as they interact with students. These are not final rules and should be used as guidelines only.
1. What is Directory Information?
Directory information is information that the University is allowed to release without permission from the student. This information includes:1. A student's name, address, telephone number and email address (for verification purposes only)2. Student's date of birth 3. Student's major field of study4. Student's grade level and enrollment status (undergraduate and graduate and full or part-time)5. Student's participation in officially recognized activities or sports6. Student's degrees, honors (including Dean's list)7. Student's most recent education agency or institution attended.
2. When a student calls me on the phone can I share grade information with him?
No. Do not release grade information over the phone or via email. You can discuss grades with students only if speaking with you in person. You can also mail information about a student’s grades to their home address upon request of the student.
3. When I am advising via email what kind of information can I give to the student?
While advising a student via email you cannot be specific about a grade that student received nor can you be specific about a class that student has taken in the past. Neither of these items is considered directory information. When discussing future classes with an advisee, you can be specific since you are suggesting classes for the student to take.
4. If a student and his parent or other acquaintance come to my office, can I discuss the student's records in front of the parent?
Yes. If the student does not ask the person to leave, they have granted that third party permission to be a part of the discussion. The privilege in this case would belong to the student. It is recommended that you ask the student if he minds if the third party stays.
5. What information can I release to the parent of a student?
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Only directory information can be released to a parent if they ask. See FAQ 1 for the list of directory information. Things such as progress in a course, midterm grades, final grades and attendance records are all examples of personally identifiable information.
6. What if the student has said they have a release on file?
The Registrar's Office is the central repository for student information releases. If a parent tells you that their student has a release on file, please contact the Registrar's Office at 703-284-1520 and we will be able to verify for you whether or not this is true. Once you verify that a release is on file, you can have the same discussion with the parent that you can have with the student, but you still cannot release grades, etc., over the phone or via email.
7. Who do I contact if I have any other questions about FERPA and student privacy?
Please contact the Registrar's Office at 703-284-1520 or via email at [email protected] if you have further questions. This FAQ will be updated periodically.
C. Academic Freedom and Professional Ethics
The statement which follows, a revision of a statement originally adopted in 1966, was approved by the [American Association of University Professors’] Committee on Professional Ethics, adopted by the Association’s Council in June 1987, and endorsed by the Seventy-third Annual Meeting.
Professors, guided by a deep conviction of the worth and dignity of the advancement of knowledge, recognize the special responsibilities placed upon them. Their primary responsibility to their subject is to seek and to state the truth as they see it. To this end professors devote their energies to developing and improving their scholarly competence. They accept the obligation to exercise critical self-discipline and judgment in using, extending, and transmitting knowledge. They practice intellectual honesty. Although professors may follow subsidiary interests, these interests must never seriously hamper or compromise their freedom of inquiry.
As teachers, professors encourage the free pursuit of learning in their students. They hold before them the best scholarly and ethical standards of their discipline. Professors demonstrate respect for students as individuals and adhere to their proper roles as intellectual guides and counselors. Professors make every reasonable effort to foster honest academic conduct and to ensure that their evaluations of students reflect each student’s true merit. They respect the confidential nature of the relationship between professor and the student. They avoid any exploitation, harassment, or discriminatory treatment of students. They acknowledge significant academic or scholarly assistance from them. They protect their academic freedom.
As colleagues, professors have obligations that derive from common membership in the community of scholars. Professors do not discriminate against or harass
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colleagues. They respect and defend the free inquiry of associates. In the exchange of criticism and ideas professors show due respect for the opinions of others. Professors acknowledge academic debt and strive to be objective in their professional judgment of colleagues. Professors accept their share of faculty responsibilities for the governance of their institution.
As members of an academic institution, professors seek above all to be effective teachers and scholars. Although professors observe the stated regulations of the institution, provided the regulations do not contravene academic freedom, they maintain their right to criticize and seek revision. Professors give due regard to their paramount responsibilities within their institution in determining the amount and character of work done outside it. When considering the interruption or termination of their service, professors recognize the effect of their decision upon the program of the institution and give due notice of their intentions.
As members of their community, professors have the rights and obligations of other citizens. Professors measure the urgency of these obligations in the light of their responsibilities to their subject, to their students, to their profession, and to their institution. When they speak or act as private persons, they avoid creating the impression of speaking or acting for their college or university. As citizens engaged in a profession that depends upon freedom for its health and integrity, professors have a particular obligation to promote conditions of free inquiry and to further public understanding of academic freedom.
(American Association of University Professors Policy Documents and Reports, 9th Edition, “Statement of Principles on Academic Freedom and Tenure.”)
D. Academic Integrity Policy
All alleged violations of the academic integrity policy must be resolved in accordance with the Academic Integrity Policy and under the direct authority of a Marymount University faculty member or the Academic Integrity coordinator. The complete Academic Integrity Policy provides detailed information on the nature of academic integrity violations, possible penalties, the adjudication process and student rights and responsibilities under the policy. A summary of the policy may be found in the Marymount University Student Handbook; the complete policy is available online at http://www.marymount.edu/Media/Website%20Resources/documents/academics/academic_integrity_policy.pdf.
The following guide outlines the Academic Integrity Process.
Quick Guide to the Academic Integrity Process for Faculty: August 17, 2009
Below is a quick guide for an instructor to follow if the instructor suspects a student has committed an academic integrity (AI) violation.
Step 1 - Review the AI Policy and Violations and Recommended Sanctions Grid for violation descriptions and proposed penalties.
Step 2 – Complete the Academic Integrity Violation Report Form available online at
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http://www.marymount.edu/Media/Website%20Resources/documents/academics/academic_integrity_policy.pdf , or contact the Center for Teaching and Learning (CTL) at 703-284-1538.
Step 3 – Contact the student to inform the student of the allegation and to arrange a conference to discuss the offense. If the student or instructor waives the conference or is unable to meet, the instructor forwards the report directly to the Academic Integrity Coordinator (AIC), who will contact the student and arrange a meeting with the student.
Step 4 – During the conference, address the allegation with the student.a. If the student accepts responsibility for the offense and the proposed penalty,
a. student selects (on the Student Response page of the Violation Report) the appropriate choice under the Acknowledgement of Options Section
b. instructor forwards completed Violation report to Academic Success Centerc. AIC will meet with the student to review AI Policy and implications of a second violation
b. If the student accepts responsibilities, but not the proposed penalty,a. student selects the appropriate choice and requests a hearingb. instructor forwards completed Violation report to Academic Integrity Coordinator in the CTLc. AIC convenes a hearing and notifies instructor and student of date and time
c. If the student does not accept responsibility for the offensea. student selects the appropriate choice and requests a hearingb. instructor forwards completed Violation report to Academic Integrity Coordinator in the CTLc. AIC convenes a hearing and notifies instructor and student of date and time
d. If during the conference, the instructor determines that no violation has occurred, no report is filed and no record of the conference is kept.
Step 5 –Attend hearing requested in Step 4b and 4c above.a. If you cannot attend, submit a written statement in lieu of an oral statement and be able to participate electronically or represented by department/program chairperson.b. The hearing panel consists of the AIC, two faculty representatives, and two student judicial board representatives.c. After hearing both sides, the panel discusses the case privately and reaches a decision.d. Student receives an official letter stating the outcome of the hearing and the confirmed penalty, and instructor receives a copy of this letter.e. Student and instructor have the right to appeal the decision and may request a review by the Provost and Vice President for Academic Affairs or his/her designee. Appeals must be requested in writing within 30 days of the decision. The decision of the Provost and Vice President for Academic Affairs is final.
For second violations: Follow steps 1-5 above. However, all proven second violations of the Academic Integrity Policy result in failure of the course and suspension for the following semester.
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If you have any questions, comments, or concerns related to academic integrity, please contact the Center for Teaching and Learning at 703-284-1538 or by email at [email protected].
E. Code of Ethics
Statement of CommitmentMarymount University is a Catholic institution of higher education committed toexcellence in teaching, learning, scholarship, and service. As such, the Universityacknowledges specific core values that guide and govern the actions of its community.These values include integrity, responsibility, fairness, respect, and the pursuit ofexcellence.The Marymount community is committed to exemplifying these core values throughethical conduct in all endeavors and interactions. By teaching and modeling ethicalbehavior, Marymount University builds character and citizenship and prepares itsgraduates for lives of true personal and professional success.
ApplicabilityThis Code of Ethics applies to all members of the Marymount community, includingstudents, faculty, staff, administrators, Board members, consultants, vendors, and othersengaged in business with the University. Each member of the community is responsiblefor conducting him or herself in accordance with this Code and other University policiesand regulations.
Standards of ConductIn their actions and interactions, members of the Marymount community will be guidedby the highest standards of personal and professional conduct. Specifically, the membersof this community agree to: comply with all federal, state, and local laws and regulations, and conductthemselves in accordance with the University’s mission and values, policies and procedures, and Code of Ethics; strive for quality, efficiency, and effectiveness in all endeavors aimed at achieving Marymount University’s mission and goals; act honestly and responsibly at all times, holding themselves accountablefor their actions; maintain and promote an atmosphere of mutual respect, cooperation, andcivility; commit to the just treatment of others, applying policies fairly and makingresources and services equally available to all members of the campus community; steward University resources carefully, ensuring that facilities, equipment,budget dollars, and personnel time are used appropriately in support of Marymount’s mission and goals; refrain from making purchases, or otherwise committing University funds, in order to derive personal benefit; respect the privacy of each individual and preserve the confidentiality of University records and other information entrusted to them; avoid conflicts of interest, reject bribery and coercion, and strive to avoid even the appearance of impropriety in connection with their roles and responsibilities at Marymount University.
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Non-complianceCommitment to this Code of Ethics includes the responsibility to bring suspected noncompliance to the attention of appropriate University authorities. Members of theMarymount community should contact their immediate supervisor or the vice presidentresponsible for a specific area to report concerns about possible non-compliance. To theextent possible, the identity of the individual making such a report shall be keptconfidential; any retaliation for such good-faith reports is a violation of University policyand will result in disciplinary action. All reports of possible non-compliance with thisCode of Ethics will be investigated and, if the facts warrant, corrective and/ordisciplinary action will be taken in accordance with applicable laws and Universitypolicies.
F. Non-Discrimination and Anti-Harassment Policy
Marymount University is committed to a work environment in which all individuals aretreated with respect and dignity. Each individual has the right to work in a professionalatmosphere that promotes equal employment opportunities and prohibits discriminatorypractices, including harassment. Therefore, Marymount University expects that allrelationships among persons in the educational environment will be business-like andfree of bias, prejudice and harassment.
Anti-Harassment Statement
Marymount University seeks to provide an environment built upon respect thatemphasizes the worth of each individual and values diversity. The University iscommitted to providing an environment in which students, faculty and staff are ableto learn and work without any form of verbal or physical harassment. Harassment inany form is an affront to human dignity and fundamentally at odds with the valuesand mission of Marymount University. The University will not condone or tolerateany verbal or physical conduct that would constitute harassment, including sexualharassment of any member of the University community. All forms of unlawfulharassment, including but not limited to sexual, racial, national origin, disability orother forms of unlawful harassment, not only violate University policy, but alsoviolate federal laws and those of the Commonwealth of Virginia and Arlington County. Therefore, all members of the Marymount University community have aresponsibility to maintain an environment free from harassment.
1. Who is CoveredThis policy applies to all full-time, part-time, and temporary faculty members,administrators and staff, as well as students at all times and places in any connectionwith this institution. The policy also applies to applicants for admission oremployment and third parties such as contractors, vendors, or sponsors of internships.
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2. Prohibited Conduct
a. Definitions
It is the policy of Marymount University that all students, faculty and staff be freefrom harassment addressed to individuals or groups because of race, religion,ethnicity, national origin, gender, sexual orientation, age, disability, marital status orveteran’s status, or other categories protected by applicable law. The policy alsoapplies to complaints of harassment or discrimination involving applicants foradmission or employment, or persons aggrieved by third parties such as contractors,vendors, or sponsors of internships.
b. Sexual Harassment is a form of sex discrimination and is prohibited under Sec. 703 ofTitle VII of the Civil Rights Act of 1964 and Title IX of the Education Amendmentsof 1972. Unwelcome sexual advances, requests for sexual favors and other verbal orphysical conduct of a sexual nature constitute sexual harassment when:
ii. Submission to such conduct is made either explicitly or implicitly a term orcondition of an individual’s employment or academic achievement oradvancement (quid pro quo), or;
iii. Submission to or rejection of such conduct is used or threatened or insinuatedto be used as the basis for decisions affecting employment, wages, promotion,assigned duties, or academic standing or an individual, or:
iv. Such conduct has the purpose or effect of interfering with an individual’swork or academic performance or creating an intimidating, hostile oroffensive working or academic environment (hostile environment).
A key word in this definition is “unwelcome.” Unwelcome or offensive conduct withsexual overtones that occurs in the academy or educational environment is sexualharassment. Courts have held that whether or not conduct is unwelcome is based onthe victim’s perception and not that of the harasser. Such conduct may be verbal(i.e., jokes, derogatory sexual remarks, invitations) nonverbal (i.e., gestures,suggestive actions, facial expressions), pictorial (i.e., insinuative graphics, photographs, and/or other suggestive objects), or physical (i.e., patting, stroking, cornering, assault.)
3. Consensual RelationshipsAmorous and/or sexual relationships between faculty and students, staff and students,or supervisors and subordinate faculty and staff are viewed as professionallyunethical and violate Marymount University rules of conduct and therefore may besubject to discipline. Such relationships have the potential for adverse consequences,including the filing of sexual harassment complaints. Given the asymmetry of powerin a relationship where one person awards grades or makes promotion or salarydecisions, the consensual nature of the relationship is inherently suspect. It isincumbent upon those with authority not to abuse or appear to abuse the power withwhich they have been entrusted. Should a charge of sexual harassment be brought bya person in a subordinate position, “consent to the relationship” will not be deemed asufficient defense or justification for conduct which otherwise would be deemedsexual harassment under the policy of the University.
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4. Computer Messaging and Information SystemsFaculty and staff are cautioned that the misuse of e-mail, voicemail, or otherelectronic messaging systems, or the Internet, are violations of the University’scomputer policy and may give rise to claims of harassment. Faculty and staff maynot generate, should not receive, and must not forward any message or graphic thatmight be taken as offensive based on race, religion, ethnicity, national origin, gender,sexual orientation, age, disability, marital status or veteran’s status, or othercategories protected by applicable law. This includes the generation or forwarding ofoffensive “humor” that contains sexually offensive terms, or terms that are offensiveto any race, religion, national origin group, or other protected class.
Faculty or staff receiving sexually offensive messages or graphics over the University’s computer equipment should report those messages to their supervisor or the vice president of their area.
Marymount computers, computer equipment, and the data generated on, stored in, ortransmitted to or from the University remain the property of the University for allpurposes. No one is authorized to use any Marymount computer, computer system,network, or software for the preparation, transmission, or receipt of sexually orracially offensive messages or graphics, or for other messages or graphics that mightbe taken as offensive based on race, religion, ethnicity, national origin, gender, sexualorientation, age, disability, marital status or veteran’s status, or other categoriesprotected by applicable law.
5. Retaliation Prohibited
Marymount University policy prohibits any form of reprisals or retaliation againstany person who has filed a harassment complaint (informal or formal), including asexual harassment complaint. Likewise, reprisals or retaliation against anyone who has participated in an investigation of harassment is prohibited. Faculty and staff orstudents engaging in reprisals or retaliation will be subject to disciplinary action,whether such acts are implicit or explicit, or committed directly or indirectly.Complaints made in bad faith, malicious accusations, and false charges may alsosubject the perpetrator to disciplinary action.
Complaint Procedure
Reporting an Incident of Harassment, Discrimination or Retaliation
Marymount University requires the reporting of all incidents of discrimination,harassment or retaliation, regardless of the offender’s identity or position. Any memberof the University community who believes that he or she has been subjected to unlawfulharassment of any kind has the responsibility to report the discrimination, harassment, orretaliation immediately to his or her supervisor, to the Director of Human ResourceServices or to the Assistant Vice President, Human Resource Services. If the individual isuncomfortable reporting the harassment to his or her immediate supervisor (whetherbecause the supervisor has committed the harassment, or for any other reason whatsoever), the employee must report the harassment to the next higher level of
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management above the immediate supervisor or, if the employee prefers, to the Directorof Human Resource Services or the Assistant Vice President.
Marymount University is committed to taking all reasonable steps to prevent harassment,and will make every reasonable effort promptly and completely to address and correctany harassment that may occur. However, the University cannot take prompt andeffective remedial action unless each individual assumes the responsibility of reportingany incident of harassment immediately to an appropriate supervisory employee inaccordance with this policy.
Early reporting and intervention have proven to be the most effective method of resolvingactual or perceived incidents of harassment. Therefore, while no fixed reporting periodhas been established, Marymount University strongly requires the prompt reporting ofcomplaints or concerns so that rapid and constructive action can be taken.
The availability of this complaint procedure does not preclude individuals who believethey are being subjected to harassing conduct from promptly advising the offender thathis/her behavior is unwelcome and requesting that it be discontinued.
The Investigation
Any reported allegations of harassment, discrimination or retaliation will be investigatedpromptly. The investigation may include individual interviews with the parties involvedand, where necessary, with individuals who may have observed the alleged conduct ormay have other relevant knowledge.
Confidentiality will be maintained throughout the investigatory process to the extentconsistent with adequate investigation and appropriate corrective action.
Responsive Action
Misconduct constituting harassment, discrimination or retaliation will be dealt withappropriately. Responsive action may include training, referral to counseling and/ordisciplinary action such as warning, reprimand, withholding of a promotion or payincrease, reassignment, temporary suspension without pay or termination, as MarymountUniversity believes appropriate under the circumstances.
Individuals who have questions or concerns about these policies should contact theDirector of Human Resource Services or the Assistant Vice President, Human ResourceServices.
Finally, these policies will not, and may not, be used as a basis for excluding orseparating individuals of a particular gender, or any other categories protected byapplicable law, from participating in educational or work-related social activities ordiscussions in order to avoid allegations of harassment. The law and the policies ofMarymount University prohibit disparate treatment on the basis of sex or any othercategories protected by applicable law, with regard to terms, conditions, privileges andperquisites of employment. The prohibitions against harassment, discrimination andretaliation are intended to complement and further these policies, not to form the basis ofan exception to them.
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Marymount University is committed to a work environment in which all individuals are treated with respect and dignity. All relationships in the educational environment are expected to be conducted in a business-like manner that is free of bias, prejudice, and harassment.
G. Emergency Preparedness
Marymount University is prepared to meet the basic needs of the community during an emergency situation. Policies and procedures regarding specific situations ranging from severe weather conditions to terrorist threats are detailed online athttp://www.marymount.edu/studentLife/safety/emergency. The information below, taken from the Campus Safety website, outlines how the Marymount community is notified of an emergency situation.
In an emergency, members of the Marymount community will be notified through some or all of the following:
MU Alerts : emergency notification via text message and email (Users must opt in: see page 10.)
Marymount University’s web site, www.marymount.edu Marymount’s weather and emergency information phone line, (703) 526-6888
(ext. 6888 on campus) mass e-mails (In order to receive campus-wide e-mail announcements, faculty
must have a Marymount email account.) announcements on the external public address system announcements through black speaker phones (in faculty and staff offices) neon orange flyers posted across campus local television and radio stations
Individuals on and off campus can also obtain emergency information through
MU Alerts : emergency notification via text message and email (Users must opt in; see page 10.)
Marymount University’s web site, www.marymount.edu Marymount’s weather and emergency information phone line, (703) 526-6888 the local media
A brochure giving an overview of emergency procedures is available from the Office of Campus Safety, located on the main campus in Ireton Hall. Contact the office at 703-284-1601 for further information.
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