8.D University Policies and Procedures Affecting Students

The University academic calendar is established by the Office of the Provost and Executive Vice President for Academic Affairs and approved by the Regents. It is usually set at least two years in advance. The calendar for the current academic year is printed in most unit handbooks and bulletins and is available on the Web at <www.umich.edu/~regoff/calendar>. Future calendars that have been approved by the Regents can be obtained from the Office of the Provost and Executive Vice President for Academic Affairs. Faculty are advised to check with their academic unit regarding any variations in the calendar; sometimes the professional schools establish dates for the beginning of classes and exams that are different from those set forth in the University academic calendar.

New faculty should note that each year on the Ann Arbor campus, faculty, students, staff, academic units, departments, and community members develop programs and initiatives to continue and remember the work and legacy of Dr. Martin Luther King, Jr.  These events and activities constitute the Reverend Dr. Martin Luther King, Jr. Symposium, with a different theme each year.   The UM-Dearborn and UM-Flint campuses each observe Martin Luther King Jr. Day through a Day of Service.  No classes are held on this day, usually the third Monday in January, nor are classes held on University-wide holidays and season days. See Section 16.D.1, “Holidays” and Section 16.D.2, “Season Days.”

See also Section 2.B.6, “Religious Academic Conflicts Policy.”

A clear sense of academic honesty and responsibility is fundamental to good scholarship, and behavior consistent with this principle is expected of all members of the University community. Most of the schools and colleges have written policies that delineate the conduct expected of their students and the consequences of failing to meet the expected standards. The policies are referred to by various names, including honor code, honor system, code of conduct, or grievance procedure. Some of the professional schools require students to sign a code of conduct pledge as a condition of matriculation. These policies are usually published in the school or college bulletin or, in some cases, as separate brochures. They are also available from the dean’s office of the respective schools and colleges. Specific standards of academic conduct and processes for handling instances of academic misconduct depend on the student’s unit of registration. Faculty should obtain and read the applicable policy, or in the few instances where there is no written policy, discuss the standards and procedures with the appropriate dean. Students are also expected to read and understand their school or college policy. See the Center for Research on Learning and Teaching website for information about the honor code policies of the academic units at <www.crlt.umich.edu>.

Misconduct other than issues involving academic integrity may also be referred to the Office of Student Conflict Resolution (OSCR). See Section 8.D.6, “Dispute Resolution/Statement of Student Rights and Responsibilities.”

Students in all academic programs are expected to maintain certain minimum standards of academic performance. The specific standards are established by the school, college, or other academic unit, as are the policies and procedures for review of students who fail to meet these standards. These policies and procedures are usually published in the school or college bulletin or student handbook, and are available from the dean’s office of the respective school or college. Faculty and students should obtain and read the applicable policies and procedures.

8.D.4 Affiliation Agreements for Participation in Various Off-campus Initiatives

When students participate in off-campus internships and clinical or service learning experiences, the nature of the relationship between the student, the UM, and the participating agency or organization may be formalized through an affiliation agreement. Generally, affiliation agreements are appropriate when students will be acting in a position of perceived authority, such as when working with patients or students. Affiliation agreements are also appropriate in circumstances where it would be useful to establish goals, expectations, and responsibilities up front. Faculty whose students engage in these kinds of off-campus programs should make sure that an affiliation agreement is in place before student participation begins. All affiliation agreements should be routed through the appropriate dean’s office, which forwards the agreement to the Office of the General Counsel for review. The agreement then goes to the Provost’s Office for approval and signature. Faculty with questions about how and when to use affiliation agreements may contact either the appropriate dean’s office or the Office of the General Counsel at 764-0304.

In the case of an off-campus initiative outside of the United States, an international agreement should be in place before activities begin. See Section 7.G, “International Initiatives.”

8.D.5 Authorized and Unauthorized Persons in the Classroom

Generally, persons not enrolled or otherwise officially authorized to attend a course should not be permitted to attend classes. Authorized individuals include prospective students who are visiting a class pursuant to a school or college admissions program. Members of the faculty have some discretion in permitting guests into a classroom or laboratory; however, appropriate consideration should be given to issues of safety, resources, fairness, disruption, etc., before allowing such visits. Faculty should consult with their department chair or dean’s office when questions about visitors arise. Advice is also available from the Office of the Vice President and General Counsel (764-0304) and from Risk Management (764-2200).

If an unauthorized visitor refuses to leave a classroom or laboratory, assistance should be sought from the department chair, dean’s office, the Office of the Vice President and General Counsel, and/or the Department of Public Safety. See also Section 8.D.7, “Disruptive Behavior.”

8.D.6 Dispute Resolution/Statement of Student Rights and Responsibilities

Students who have complaints regarding faculty, including complaints about grades, should be encouraged to first discuss their concerns with the faculty member to ensure that the matter is not simply a misinterpretation or other misunderstanding that can be resolved with a conversation.

If this fails, or if the student decides this is not a desirable course of action, the student should be urged to discuss the matter with the department chair or unit head, and, if necessary, the dean or director. Most units have formal procedures for handling complaints brought by a student against a faculty member. Faculty can obtain information about their unit’s procedures from the office of the dean or unit administrator. The Office of the Ombuds (for students) and the Dean of Students Office (discussed in Section 8.C, “Resources for Students”) are two additional resources for students with a complaint against faculty.

Faculty confronted with an instance of academic misconduct on the part of a student should pursue the appropriate unit remedy. See Section 8.D.2, "Academic Integrity and Academic Misconduct.” Faculty who have a complaint against a student regarding other behavior that contradicts the essential values of the University community (including physical harm, theft, disrupting classes, and violations of state or federal law that have a serious impact on the University community) are encouraged to consult unit procedure and discuss the matter with their dean.

On the Ann Arbor Campus, if the issue cannot be resolved internally, or if the faculty member prefers, he or she may pursue the matter under the procedures outlined by the Statement of Student Rights and Responsibilities. The Statement of Student Rights and Responsibilities is administered by the Office of Student Conflict Resolution (OSCR). Complaints alleging conduct that violates the statement may be brought against a student by any member of the University community, including faculty, staff, or another student. OSCR investigates alleged violations and attempts to resolve these matters, using mediation whenever possible. OSCR provides support to complainants as well as accused students. The Statement of Student Rights and Responsibilities is on the Web at <www.umich.edu/~oscr>. The Office of Student Conflict Resolution is located in G121 South Quadrangle at 600 E. Madison Street and can be reached by phone at 936-6308.

UM-Dearborn has a Statement of Student Rights and Code of Student Conduct which can be obtained from the Office of Registration and Records (313/593-5440). UM-Flint has a Student Rights Policy, which can be obtained from the Office of Student Life (810/762-3431).

8.D.7 Disruptive Behavior

If a faculty member encounters a student who is behaving in a disruptive or dangerous way in a classroom or other University setting, he or she needs first to determine if there is an immediate threat of violence or other dangerous situation or emergency. If so, 911 should be called promptly, usually by someone else so the faculty member can remain in charge of the class. If there is not an emergency situation, the faculty member should try to calm the immediate situation, dismissing the class if necessary, and then seek assistance from the department chair, the dean’s office, the Office of the Vice President and General Counsel (764-0304), and/or the Department of Public Safety on the Ann Arbor Campus at 763-3434, the Campus Safety Department on the Dearborn Campus at 313/593-5333, or the Department of Public Safety on the Flint Campus at 810/762-3335. The University’s Campus Safety Handbook contains useful information and suggestions about how to handle an emergency situation and is available at <www.police.umich.edu/docs/clery.pdf>.

If there is a repeated or regular problem, faculty should seek assistance from the Office of the Vice President and General Counsel. If a student exhibits disruptive behavior over a period of time, faculty may wish to call the Office of the Vice President for Student Affairs (764-5132) to discuss the appropriateness of a Mental Health Advisory Committee review. This is a confidential process that will result in a recommendation to the Vice President. Faculty may also call Counseling and Psychological Services (764-8312) for assistance in determining how to best help a student who is experiencing serious psychological difficulties. Disruption of a class or other University activity by a student may be a violation of the Statement of Student Rights and Responsibilities. The faculty member should contact the Office of Student Conflict Resolution for more information at 936-6308.

8.D.8 Doctoral Dissertation Committees

A doctoral dissertation committee is charged with supervising a Ph.D. candidate’s dissertation activities, and the entire committee is a resource upon which the candidate may draw throughout the period of the research and writing. There are specific requirements regarding who may serve on a dissertation committee and procedures for nominating members, each of whom must be approved by the Dean of the Graduate School or his or her designate. For more information, see the Dissertation Handbook and the Rackham Student Handbook of Policies and Procedures available on Rackham's website <www.rackham.umich.edu/StudentInfo/Publications> and the Checklist for Dissertation Chairs available at <www.rackham.umich.edu/Faculty/checklist.html>.

8.D.9 Off Campus Learning Opportunities

As part of the teaching and learning mission of the University, there are a variety of opportunities for students to learn in the field. These opportunities range from an afternoon in the “Arb” (Section 21.O.1, "Matthaei Botanical Gardens and Nichols Arboretum") to international expeditions. A list of University-owned properties suitable for teaching and research, together with a brief description of their special features and the offices through which use can be authorized, is available from the Office of the Associate Vice President for Facilities and Operations, 764-3402.

See Section 17.H.2 for information about use of University-owned vehicles. See Section 8.D.4 for information about affiliation agreements when students participate in off-campus internships or clinical or service learning experiences. See Sections 7.E, 7.G and 8.D.11 for a discussion of special considerations when students leave the United States, including the necessity of having an international agreement in place and using the travel registry.

The University carries insurance on staff members who may be injured or incur liability for their actions while engaged in University business. See Section 15.T, “Travel Accident Insurance and Secure Travel Plan.” Liability insurance is also carried on University vehicles and their occupants. However, it is important that all field trips be officially authorized by the department as part of the course or program in order to assure coverage by University insurance.

8.D.10 Grades

On the Ann Arbor and Flint campuses, grades are due within 72 hours after the scheduled final examination. On the Dearborn Campus, grades are due 48 hours after the final exam. Individual schools, colleges, and other academic units may have specific deadlines and procedures for submission of grades.

It is important not to post grades by name, social security number, or other identifying category or in an alphabetical list that permits identification of students, because to do so violates the student’s right to privacy. See Sections 12.D, “Student Records” and 12.E, “Faculty Handling of Student Records/References.”

There is no University-wide grading scale, although some units have guidelines or requirements about grading procedures. Faculty should check with their academic unit for information about any policies or procedures that may apply to them.

Disputes regarding grades are handled according to the policy and procedure of the school or college. See also Section 8.D.2, “Academic Integrity and Academic Misconduct” and Section 8.D.6, “Dispute Resolution/Statement of Student Rights and Responsibilities.”

8.D.11 International Opportunities

Faculty whose students indicate an interest in study or work abroad may refer those students to either the Office of International Programs (part of the International Institute) or the Overseas Opportunities Office (part of the International Center). In addition, many of the schools and colleges offer international opportunities, some of which are described briefly below. Further information is available from the deans’ offices of the schools and colleges.

The Office of International Programs (OIP), a unit within the College of Literature, Science and the Arts that serves students across the University, has information on the more than 80 UM study-abroad programs it administers and offers a comprehensive guide on scholarships to support participation in the UM programs. The OIP serves as a resource for faculty interested in establishing new study-abroad programs and provides orientation for study-abroad program directors. The Office also provides a Manual for Graduate and Professional Students for students who will be doing research, work, or study abroad during their careers at the U-M <www.lsa.umich.edu/oip/graduates-professionals.htm>.  For more information, visit the OIP Web site at <www.lsa.umich.edu/oip>.

The International Center serves as a resource center for work (including for-credit internships), study (other than UM), and travel-abroad options for undergraduate, graduate, and professional school students. It also offers many resources designed to meet the needs of international students on the Ann Arbor campus. For more information, see the Center’s website at <www.umich.edu/~icenter>.

The College of Engineering has arrangements with several educational institutions overseas at which engineering students may choose to study for a summer/semester or academic year. The College also works with national organizations and partner institutions abroad to place students in industrial internships and team projects abroad. Those who desire to integrate global education into the engineering curriculum should contact the International Programs in Engineering Office at 647-7129, or see its website at <www.engin.umich.edu/ipe>.

Rackham Graduate School
The Horace H. Rackham School of Graduate Studies provides a set of online resources for international students and international travel <www.rackham.umich.edu/student_life/campus_community/international>.

Rackham also provides the I-Connect Program, which is open to all first-year international graduate students who would like to be connected with an experienced graduate student. I-Connect Volunteers are international and/or domestic graduate students from all disciplines across the University. I-Connect Volunteers share their U-M experience with new international graduate students and provide support and resources to help ease their transition to the University. This program is coordinated by Graduate Student Affairs at the Rackham Graduate School.

The Stephen M. Ross School of Business offers a number of international student learning opportunities including executive education, the development of various management consortia projects (in Central and Eastern Europe and Asia), student projects, and strategic partnerships with public and private enterprises around the world. In addition, the School offers a Global MBA for managers and executives in many parts of the world.

Please note: faculty who are interested in developing relationships with non-U.S. institutions or who plan to take students on trips should make sure their plans are reviewed by the appropriate dean and the Office of the General Counsel and that an international agreement is in place before activities begin. Guidelines for establishing international agreements are available at the International Institute’s website at <www.umich.edu/~iinet>.

The International Travel Information and Registry website at <www.umich.edu/~itoc> provides information sources for international travel and a Registry for members of the University community who are planning travel abroad.

8.D.12 Personal Relationships Between Faculty and Students

In their relationships with students, University faculty members are links in a chain of generations of teachers and students stretching from the academies of ancient times into the 21st century. In keeping with this tradition, many University of Michigan faculty members are here because, at some point in their own lives, an inspiring lecturer, researcher, or mentor had a major impact on their lives. Relationships between faculty and students are, therefore, not only inevitable, but beneficial, and the University encourages faculty to strive to make a real difference in the lives of their students.

However, as a matter of sound judgment and professional ethics, faculty members have a responsibility to avoid any apparent or actual conflict between their professional responsibilities and personal relationships with students.

Romantic and/or sexual relationships between a faculty member and a student have the potential to pose risks to the faculty member, the student, or third parties. In such relationships, voluntary consent by the student is suspect because of the inherently unequal nature of the relationship. A romantic and/or sexual relationship between a faculty member and a student can lead to a complaint of sexual harassment when the student feels that he or she has been exploited. In addition, other faculty members, staff members, or students may express concerns about undue access or advantage, favoritism, restricted opportunities, or unfavorable treatment as a result of the relationship. These concerns are damaging whether the favoritism is real or perceived. They also arise in cases where the relationship between the faculty member and the student remains amicable, as well as in cases that lead to accusations of exploitation. For all these reasons, the University has adopted a Faculty-Student Relationships policy, SPG 601.22, which strongly discourages romantic and/or sexual relationships between faculty members and students.

In spite of these warning, the University recognizes that sometimes such relationships occur. Therefore, the Faculty-Student Relationship Policy states that if a romantic and/or sexual relationship occurs or has occurred between a faculty member and a student for whom the faculty member has supervisory responsibility, an inherent conflict of interest arises. When a conflict of this nature occurs, the faculty member must disclose the relationship so that a resolution to the conflict can be sought.

For more information, including a set of frequently asked questions, see the Provost’s website <www.provost.umich.edu/faculty/FSRP/fsrp.html>.

8.D.13 Private Instruction

In accordance with University policies on conflict of interest and outside employment, members of the instructional faculty may not give private instruction for pay in the same course offered by that faculty member in the University and to the same students registered for the course. (See Section 9.G, “Conflicts of Interest and Conflicts of Commitment.”) Instructional faculty members who wish to give private instruction in any other course must first obtain approval of the chair of the appropriate departments.

8.D.14 Recording in the Classroom/Commercial Notetaking

Generally, faculty may decide whether students are permitted to tape or video record lectures for their own personal use. There may be circumstances, however, when such taping is necessary as a reasonable accommodation of a properly documented student disability. Assistance and advice with respect to such requests may be obtained from the department chair, the dean’s office, the Office of Services for Students with Disabilities at <www.umich.edu/~sswd> and/or the Office of the Vice President and General Counsel at <www.ogc.umich.edu>.

The University policy on commercial notetaking is found in SPG 601.17. Commercial notetaking services must fully conform to the conditions and criteria set forth in this policy, including the requirement of obtaining prior written permission from the instructor.

A few of the schools and colleges are exploring podcasting as a means for students to download academic audio content, including the School of Dentistry <www.dent.umich.edu/itunes> and the Ross Business School <itunes.bus.umich.edu>.

8.D.15 Religious Accommodation

The University of Michigan as an institution does not observe religious holidays. However, it is the University’s policy that every reasonable effort should be made to help faculty and students avoid negative academic consequences when academic requirements conflict with their religious obligations. See Section 2.B.6 for the full text of the official University policy.

8.D.16 Sales to Students

Members of the teaching staff may not have direct dealings with students in the sale of books, instruments, lectures, notes, or similar materials pursuant to University conflict of interest policies (see Section 9.G, “Conflicts of Interest and Conflicts of Commitment”).

8.D.17 Student Records/Reference Letters

See Section 12.E, "Faculty Handling of Student Records/References."

8.D.18 Services for Students with Disabilities

It is the policy of the University to provide reasonable accommodations to students with properly documented disabilities, consistent with Michigan and federal law. The Office of Services for Students with Disabilities publishes a Faculty Handbook that provides information about disabilities that affect learning in a university setting and discusses the various adjustments that can be made in the environment or teaching style to accommodate students with disabilities. The handbook is available on the Web at <www.umich.edu/~sswd> under Faculty and Staff.

All disability information that the student gives to the faculty member is to be used specifically for arranging reasonable accommodations for the course of study and only for that purpose.

For additional information, contact the Office of Services for Students with Disabilities at 763-3000. On the Dearborn Campus, contact the Disability Resource Office at 313/593-5430. On the Flint Campus, contact the Student Development Office at 810/762-3456. See also Section 20.F.2, “Adaptive Technology Computing Site.”

Faculty Handbook: Teaching and Faculty Interactions with Students: