4.  Professional Responsibilities and Procedures


4.A.  Faculty Class Absence

Absences of faculty members caused by illness or an emergency should be reported as promptly as possible to the department chair (the primary contact for all adjunct business) and the Academic Affairs Office or the registrar, or, in the case of Evening College or classes, to the Comenius Center Office no later than 3:00 p.m., so that students may be notified of the cancellation.  Cancellation of May term and summer session courses should also be reported as promptly as possible to the Comenius Center office.  To cancel a class which begins at 8:00AM or earlier, please call the Office of Campus Safety.  While a faculty member may from time to time find good reason for canceling a class, it is important that no class be cancelled just prior to a vacation period, except, of course, in cases of extreme emergency. Unless notified to the contrary, the dean of the faculty will assume that all classes are being held as scheduled. Any extended absence should be reported to the dean and to the respective department chair to permit for the making of arrangements for covering classes.


4.B.  Classroom Assignment and Maintenance

Classrooms are assigned by the registrar (daytime classes) or Comenius Center according to the size of the class and the particular requirements of the course.  Inquiries and requests concerning office and building facilities and service needs should be directed to the director of facilities services.  Information and service concerning office and equipment keys are also provided by that office. 

Faculty who have special equipment or physical needs should inform the registrar (or Comenius Center, for evening, May term, or summer classes) as early as possible, but certainly prior to the start of the semester in question to see whether accommodations can be made. 

            To facilitate movement between the Hurd (formerly Church Street) and Main Street campuses, the institution provides inter-campus bus service for students and faculty for each class period of the day. In the evening, the van makes frequent runs between campuses.


4.C.  Class lists

At the beginning of each term, class enrollment is confirmed by each faculty member so that the Registrar’s Office may provide an official list of students assigned to each instructor’s class.  Following the first week of classes (end of the drop/add period), a revised list is prepared.  No student will receive credit for a course in which he/she did not officially register; the student’s attendance in class is not sufficient evidence that the student is registered. 

The class list may be updated at anytime, as students drop or add a class.  To see an updated list, please use the CampusWeb. 


4.D.  Course Syllabi (policy adopted in April 2002)

All syllabi prepared for courses at Moravian College must include the following:

·         Title and course number of the course, as well as the term of instruction

·         Instructor’s name, office location, office phone number (home phone is optional), and office hours (or where office hours may be found¾such as on your web page or on your office door¾once they have been established).

·         Goals of the course.  This is an opportunity to define course objectives and thus provide the instructor with a focus for assessment of student achievement.  This may be done in prose or bullet list.  This is not a list of topics covered, but rather a short list (4-8) of intended student outcomes.  For example, a music history class might focus on specific composers, genre, and standard repertoire in its “topics covered,” but the goals of the course might include “Students will learn to identify by ear standard traits of 18th-century classical style,” or “Students will be able to describe the compositional styles of major composers in the Western tradition,” or “Students will demonstrate the ability to apply standard musical terminology and analytical methods in a written analysis of a major work of Western music.”

·         List of required and recommended texts.

·         Attendance policy, including how lateness might affect a student’s grade.  The Student Handbook clearly states:  “It is the responsibility of the instructor to set forth in writing at the beginning of a course any special conditions regarding absences in the course.”  There is no specific college-wide policy, other than to encourage students to attend classes regularly.  If attendance (or lack thereof) might impact a student’s grade, this needs to be stated on your syllabus.  The Faculty Handbook further states:  “It is the responsibility of the faculty member to set forth in writing at the beginning of a course any special conditions regarding absences in his or her course.  In many classes (e.g., seminars, laboratories, studios, physical education) the student’s participation in class constitutes a substantial part of the work of the course, in which case excessive absence will lower grades.”

·         Academic honesty policy, which could simply reference the pages in the Student Handbook where the college’s policy is stated.  The Academic Standards Committee urges faculty to be consistent in following the policy listed in the Catalog and Student Handbook and asks faculty to supply the ASC with suggestions for updating and improving of this policy.  The Committee understands that there may be discipline-specific guidelines that are not covered by that blanket policy; those “amendments” to our standard policy should be clearly spelled out in your syllabus. 

·         How the grade is to be determined.  It is in the instructor’s best interest to be specific here.  If you expect the students to keep a journal, say so in the syllabus.  If you change the requirements for the grade at some point in the semester, again, put it in writing in the form of an addendum or revised syllabus, and send a copy to the Academic Affairs Office.  Please recall the established policies with regard to grading and testing procedures:

                           i.      In the determination of final grades no single evaluation device (e.g., no one paper, no one quiz) is to be weighted more than one-third.

                         ii.      In no course may the final examination be counted as more than one-third of the final grade.

                        iii.      In 100-level courses, at least 15% of the final course grade should be determined and communicated to the students by the end of the fifth week of the term. Teachers are encouraged to inform a student’s advisor as well.  Instructors are urged to consider a similar policy for courses above the 100 level.  

                       iv.      No testing devices (period tests or quizzes) may be given and no papers may be due during the last six days of classes.  This regulation, however, does not prohibit lab practicals, lab finals, or foreign languages dictations or conversations in the last week of classes if such specialized testing cannot be accommodated during the final examination, or an Honors exam, if this should be necessary, in the last week of classes.  (The regulation does apply to take-home final examinations, which should be due at the scheduled time during the final examination period.)

                         v.      All tests and quizzes are to be returned no later than two weeks after they are given and, in any event, no later than the next-to-the-last class meeting.

                       vi.      All papers are to be returned no later than three weeks after the due date or in any case no later than the last day of classes. 

It is also advisable to include some kind of statement indicating that it is within the instructor’s purview to apply qualitative judgment in determining grades for an assignment or for a course. 


Each faculty member is required to submit their fall and spring term syllabi electronically to syllabi@moravian.edu.  It is not necessary to submit a hard copy.  The electronic syllabi will be linked to the current course schedule, located on the registrar’s webpage.  The syllabi will also be kept in electronic format permanently for archival purposes.  Syllabi for Comenius Center courses (including summer term courses) should be submitted to dcs@moravian.edu.


4.E.  Paper and Examination Procedures

·         No final exams may be scheduled during the last five days of classes in any fall or spring term.

·         No tests, quizzes, papers, presentations, or projects worth more than 20% of the final grade for the course may be scheduled for the last five days of classes in any fall or spring term.  If a test is given during the last week of classes, it must not overrun the allotted time period of the class.

·         These regulations, however, do not prohibit lab practicals, lab finals, or foreign languages dictations or conversations in the last week of classes if such specialized testing cannot be accommodated during the final examination, or an Honors exam, if this should be necessary, in the last week of classes.  The regulation does apply to take-home final examinations, which should be due at the scheduled time during the final examination period.

·         Take-home final examinations are due at the scheduled time during the final examination period.  Faculty may not require take-home finals to be submitted during the last five days of classes.

·         Faculty members having questions concerning this regulation should contact the Academic Standards Committee of the faculty, through the associate dean for academic affairs.

·         All tests and quizzes are to be returned no later than two weeks after they are given and, in any event, no later than the next-to-the-last class meeting.

·         All papers are to be returned no later than three weeks after the due date, or in any case no later than the last day of classes.


4.F.  Reading Days

The college provides at least one reading day before final exams and/or at least one reading day during final exams.  There are to be no student activities, including make-up classes or study sessions, on reading days.


4.G.  Final Examinations

·         Examinations are held in the class’s regular classroom at the hour listed on the examination schedule, unless other arrangements are made in writing with the registrar prior to publication of the schedule. 

·         All testing devices, including final examinations, which faculty members do not return should be kept on file until mid-term of the following full fall or spring term and be made available for student examination.  Adjunct faculty should leave the graded final exams with the chair of the department in which they were teaching, in order for students to have easier access.

·         Any student taking a course for the pass/no credit option shall be given the choice of taking or not taking the final examination in a course in which they have maintained a grade of B or better.

·         In no course may the final exam be counted as more than one-third of the final grade.

·         For the sake of confidentiality, College Central Services (rather than Duplicating) should be used to help prepare final exams, if assistance is needed; at least three days’ notice should be given for their assistance in preparing or duplicating the exams. 

·         Faculty members are expected to be in the classroom (or other designated location) well in advance of the scheduled time for the beginning of the examination in order to make arrangements for the proper seating of students. If any student is absent from the scheduled final exam, the instructor should submit one copy of the final exam to the Academic Affairs Office, in the event that the student has a verifiable, excused absence and wishes to reschedule the final exam.  There is no need to submit copies of the final exam if all students were present.

·         Final grades are due in the Registrar's Office within 48 hours after the examination for each course except for the last day of the examination period when grades are due within 24 hours after the examination. If, for any reason, a faculty member is unable to meet this deadline, the registrar should be contacted.  Grades may be submitted in writing, using forms distributed by the registrar, or using on-line web grading.  A user name and password for submission of grades on-line is available from the Center for Information Technology.  Faculty who submit grades on line should call the registrar’s office to notify them that grades have been submitted in this fashion.  Faculty need not submit a second copy of the grades by e-mail, paper, or fax, but rather simply notify the registrar that grades were submitted in this fashion.



4.H.  Student Attendance Policy

·         Students are expected to attend class regularly.  It is the student’s responsibility to contact the instructor to make up whatever work has been missed. 

·         Permission to make up laboratory assignments, studios, quizzes, and period tests may be granted at the discretion of the instructor. 

·         Authorization to make up a final exam is given only by the associate dean for academic affairs.

·         Whenever possible, a student should, as a matter of courtesy, inform the instructor in advance of an absence. 

·         It is the responsibility of the instructor to set forth on the syllabus any special conditions regarding absences in his/her course.  If absence will result in a lowering of the student’s grade, this must be stated on the syllabus. 

·         When a student’s progress is, in the judgment of the instructor, being seriously impeded by excessive absences from class or other difficulties, the instructor will refer the student to the Student Affairs Office (day session students), or to the Comenius Center (evening division and graduate students).

·         Commuting students who arrive late for or are absent from class are not to be penalized when the U.S. Weather Bureau has issued for the Lehigh Valley a “Travelers’ Advisory,” “Heavy Snow Warning,” or “Winter Storm Warning.”

·         Students who arrive late or are absent because of weather conditions must be given the full time allotted for completion of an exam, or the opportunity to make up that exam at another time, unless the instructor chooses to waive the exam for the student. 



4.I.  Grades and Grade Reports

The Registrar’s Office sends to each faculty member a grade report one week before the end of the term.  For courses in which there is no final exam, grades are to be returned to the Registrar’s Office by the end of the last day of classes.  For courses with a final exam, grades are due to the Registrar’s Office within 48 hours of the end of the final exam for that course.  If the instructor prefers, he/she may enter grades manually through the campus web, sending a follow-up hard copy to the Registrar’s Office at the instructor’s convenience. 


Academic achievement is designated by letter grades, distinguished by plus and minus, to which numerical Quality Points are assigned. 


A:  4.00 points and A-: 3.67 points.  These grades indicate achievement of the highest caliber.  They involved expectations of independent work, original thinking, and the ability to acquire and effectively use knowledge. 

B+: 3.33; B: 3.00; and B-:  2.77.  These grades indicate higher than average achievement.  Evidence of independent work and original thinking is expected. 

C+:  2.33; C: 2.00; and C-: 1.67.  These grades are given when the student has devoted a reasonable amount of time, effort, and attention to the work of the course, and has satisfied the following criteria:  familiarity with the content of the course; familiarity with the methods of study of the course; and active participation in the work of the class.

D+:  1.33; D: 1.00; and D-:  0.67.  These grades indicate unsatisfactory work, below the standard expected by the College.  They indicate work which in one or more important aspects falls below the average expected of students for graduation.  The work is, however, sufficient to be credited for graduation, if balanced by superior work in other courses.

F:  No points.  This indicates failure. 

P:  No points.  Indicates Pass in courses taken on a Pass/No Credit basis. 

NC:  No points.  No credit,  indicates failure in courses taken on a Pass/No Credit basis. 

W, WF: No points.  These designations indicate Withdrawal from a course before completion.  W is assigned for all withdrawals prior to the official withdrawal deadline, normally before the last four weeks of a fall or spring term; WF is assigned if the withdrawal takes places after the official withdrawal deadline, except that in cases of illness of other extenuating circumstances, the dean for academic affairs may authorize a grade of W.  A WF is computed in the Quality Point Average as an F; W does not affect the QPA.

AUD:  No points.  The designation Audit is used for students granted permission to attend classes for the benefit they can derive from lectures and discussions, but who are note taking the course for credit.  An audit designation indicates attendance at a minimum of two-thirds of the class meetings of the course.

INC:  No points.  An Incomplete is assigned only when in the judgment of the instructor special circumstances beyond the student’s control prevented completion of the work of the course within the term or session.  (Permission of the associate dean for academic affairs, however, is required to postpone a final examination.)  Under such circumstances, a student is given 42 calendar days (excluding holidays or other times during which the college is closed) from the last day of examinations to complete the course.  At the expiration of that period, the INC will be replaced by a grade assigned by the instructor, or, if the work has not been completed, by an F.  Because of the accelerated nature of courses taught in May term and summer sessions, an incomplete is normally inappropriate for courses taught outside of the regular fall or spring terms.  Exceptions must be approved by the associate dean for academic affairs.


4.J.  Mid-Term Reports

Mid-term reports are submitted to the Registrar’s Office by instructors for those students who are doing unsatisfactory (D) or failing (F) work.  Instructions and materials are provided by the registrar.



4.K.  Adjunct Offices and Office Hours

All adjuncts providing classroom instruction are expected to hold regular office hours each week.  The normal expectation for full-time faculty is four hours per week minimum.  For part-time instructors, we ask that each instructor clearly identify for the students at least one hour per course or section each week during which time he or she will be available to meet with students.  Shared office space for adjuncts is regularly provided in the departments of art, chemistry, economics and business, education, English, foreign language, mathematics and computer science, music, psychology, and sociology.  For office space in those departments, please consult directly with the relevant department chair.  For faculty in all other departments, or for adjunct faculty teaching interdisciplinary courses, please consult with the associate dean for academic affairs regarding an appropriate office space. 

The College will provide shared office space for adjuncts.  Each office will include at least one telephone (separate voice-mail boxes are possible), a computer (separate and private e-mail addresses are possible), a desk, two chairs, a bookshelf, and a file cabinet, whenever possible.  Adjuncts should post clearly on or near the door the specific hour(s) reserved for their office hour(s).  Adjunct faculty for freshmen writing, mathematics, and foreign language may find that at least two office hours per week are appropriate and useful for the students. 

Adjuncts faculty are also required to notify the Academic Affairs Office of the preferred means for students to contact them (Moravian’s e-mail, off-campus e-mail, voice mail, home phone, other phone number), as well as the office location and office hours.  The Academic Affairs Office will post on the campus intranet a complete listing of these adjunct contacts for students and faculty to view as needed.

Adjuncts teaching in the evening session can pick up mail at the Comenius Center (1st floor, Comenius Hall).  Adjuncts teaching in a department with a departmental office and secretary (art, biology, chemistry, economics and business, education, English, foreign languages, mathematics, music, physical education, physics, psychology, sociology) can receive mail on campus at the appropriate departmental office.  Other adjuncts should request a campus mailbox by contacting their department chair, who will make arrangements for delivery to a mailbox in the basement of Comenius Hall.


4.L.  Book Orders

Book orders should be placed with the director of the bookstore according to the following schedule:


            For the fall term:  during the middle of April

            For the spring term:  during the last week of October

            For the summer session:  during the last week of March


Book order forms are delivered to the adjunct faculty member’s campus mailbox.  To have a form sent home, to a postal address, or a fax number, contact the campus bookstore.  Adjuncts should consult with the relevant department chair before finalizing textbook selection.



4.M.  Field Trips

Moravian College encourages the use of educational trips to enhance classroom learning.  We do not, however, guarantee that the College will pay for required field trips.  Departments should apply for field trip money through the regular budget process.  Budget requests must include an explanation of the trip which covers the following conditions: the experience to be gained by a class (or classes) should be clearly worth the time and effort spent; the place visited should be within reasonable distance; all members of a class must be required to go on such a trip (unless excused for serious cause); trips should be planned at such times as will minimize conflict with other classes; and a written proposal for such trips should be included in the annual budget proposal of each department.  In many cases, the students will be charged a fee for the field trip; when possible, the students should be notified in the registration materials of any additional course costs associated with a required field trip.  The fee is then billed and collected by the bursar’s office.  The faculty member should notify all other faculty when students will miss classes for field trips.  A faculty member has the right to refuse to allow a student to participate in a trip for other instructor’s class when the student’s performance or attendance has been marginal or poor in his or her class.  In this case, the faculty member requesting the student’s participation in the field trip must create an alternate assignment in lieu of the trip.