INSTRUCTIONAL ADMINISTRATION
Class Syllabus: At the end of the first week of each academic quarter, Faculty should submit a copy of their course syllabus to their Undergraduate Academic Advisor. Per Academic Senate Regulation 537, “by the end of the first week of instruction, the instructor will provide students with a course outline containing information regarding the anticipated: topical content of the course, amount and kind of work expected, examination and grading procedures, and notice of the Code of Academic Conduct.” These syllabi are uploaded to our department archive for future reference (i.e. if a student needs a past syllabus for course equivalency at another university, etc.)
Office Hours: All Faculty, AIs, and Teaching Assistants are expected to hold office hours during the academic year. Note that faculty must hold at least two hours per week when classes are in session. Office hours are intended to be used to review course material, prepare for course assignments and examinations, and answer any course related questions. By Friday of the first week of classes, Faculty, AIs and TAs must post their office hours on their door.
- ANT /SOC/ ME/SA Advising Office Forms Link
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https://drive.google.com/drive/folders/1KFPI3CYzRZcWGOcTF-03sYwrdOMfZW-U?usp=sharing
Please use this link to access all updated forms specific to our advising office:
*Variable Unit Form ANT/SOC 98, 99, 198, 199 credit
*Internship Unit form for ANT/SOC 192 credit*Incomplete Grade Contract Form
*Course Substitution Form
- Protocol for PTA (Permission to Add) Codes
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Each instructor has the discretion to add additional students to your course from the waitlist while also being mindful of the constraints of classroom space and TA and instructor resources. If you want to add additional students to your course, here is the protocol for issuing students PTA codes.
Please send (or have your TA send) the following information in an email to socantadvisor@ucdavis.edu
Student Name:
Student ID #:
If applicable, the CRN # of the section (A01, A02, etc.) which student needs to be added:
Once we receive this info, one of the advising staff will generate a unique PTA code for each student and then will email these PTA codes for you and/or your TA to send to all the students directly using the email template below. This will help get students the information much faster so they can add into the class.
Email template:
Hi there,
Below is a PTA code to add (course number):
____________
Please first drop yourself from the waitlist and then use these instructions to add in Schedule Builder, enjoy the course!
https://drive.google.com/file/d/0B4ykDyHMHNYsWUJXVVJWZkNCLW8/view?usp=sharing
- Guidelines for Assigning Students an "I" (Incomplete) Grade
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1. Incompletes should only be given to students who have extenuating circumstances (i.e. extreme medical or personal issues, death in the family, etc.). In most cases, students should be able to provide you documentation of their circumstances. University policy also states that students need to have the majority of their coursework completed and that the work is of passing quality.. If students do not meet these criteria, an incomplete should not be issued. It is always the instructor’s discretion as to whether they would want to issue an incomplete and an instructor does not have to grant an incomplete just because a student has extenuating circumstances.
2. The advising office needs to receive a copy of the completed incomplete contract signed by both you and the student. It is important that a contract is completed (found at this link), so it is clear that you and the student are on the same page with what needs to be done to fulfill the incomplete and it’s important that we have this record in case we need to go back later and confirm what was agreed upon by you and the student. Please email the contract to socantadvisor@ucdavis.edu. The contract will be uploaded into the student’s electronic advising file and the student will also have access to it electronically.
3. An instructor can allow, at most, 3 ACTIVE quarters to finish an incomplete, but an instructor may give a much shorter time frame for a student to finish an incomplete if appropriate (example, a few weeks, a month, the end of the next quarter). Due dates of all assignments should be noted on the contract. Our advising office usually recommends giving a shorter time frame to students as it tends to hold the student more accountable and they have more success in actually finishing the work.
4. Incompletes given will automatically lapse to an “F” if you have not submitted a grade change prior to the end of the third consecutive quarter (unless the student takes time away from UC Davis—#5). Grade changes can be done at https://gradechanges.ucdavis.edu once the student has submitted their work.
5. If a student takes time off from school, those are NOT ACTIVE quarters, so the clock is not ticking for that student. Often times when students have extenuating circumstances, those circumstances continue on for the student and they will need to take time off. If the student takes a whole year off from school, and comes back in fall 2021, then they would have until spring 2022 to finish out the incomplete.
6. There is an expiration on incompletes of 3 calendar years. Once 3 years has passed the student’s eligibility to fulfill the incomplete will expire, and the student would have a permanent “I” on the transcript.
7. Once you issue an incomplete, we are obligated to allow the student to fulfill it if they meet the criteria above, even it’s been a couple of years and the student does not remember anything from your course. When you agree to give an incomplete, you are agreeing to grade the students work even if you are no longer affiliated with the university. The student is responsible for following up with you to schedule their make-up work/exams, and the department’s expectation is that you will respond to them in a timely fashion.
8. It is strongly recommended that you download your gradebook from Canvas so you have access to the students’ grades if you leave the university or we ever switch to another electronic system in the future.
9. Students are not eligible to retake the same course while they have an “I” on their transcript, but they can sit through your course again if need be without being officially enrolled. If someone else is teaching the course in a subsequent quarter, you would need to work it out with the other instructor to make arrangements and get their approval. They are not obligated to allow the student to sit through their course.
10. If there are any further questions about the policies or an individual student, please email someone in our office and we’re more than happy to discuss.