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End-of-Semester Reminders

Spring Semester 2014
April 22, 2014

Dear Faculty Colleagues:

I don't want to jinx it, but it seems that spring has finally arrived! As I have said several times lately, April is the best month on a university campus because we are provided many opportunities to celebrate the achievements of our students, faculty, and staff. Thank you for all of your hard work for Kent State.

As we wind down, I want to remind you of Administrative Policies and Procedures Regarding Final Examinations and a few other items to end out the semester and plan for the spring semester.

Final Exams
For full-term, weekday courses, the final examination period for Spring 2014 is May 5-11. All courses offered for credit require a substantial final examination. You are expected to meet with your class during finals week at the officially scheduled time and day as published in the Final Examination Schedule. Remember that examinations are to be held in the room where the section of the class regularly meets, unless otherwise announced, and that at least two hours is to be allocated for each final examination period. Students with four exams scheduled for one day may ask to change the time of one of their exams.

Remember to get your exam materials to Student Accessibility Services (SAS) as soon as possible for students who require accommodations for testing. You can email your exam, fax your exam (330-672-3763), or deliver your exam directly to the SAS office (lower level of University Health Services, Room 23 DeWeese). For your convenience, SAS has created an Exam Proctor Sheet for you to detail your course information and specific exam instructions.

In the unusual circumstance that final examinations are cancelled, the rescheduling procedure states that exams will be rescheduled for the next available weekday following the end of the regularly scheduled final examination week. Online final examinations will continue as scheduled.

Final grades submission is completed in FlashLine. Login and click on the Faculty and Advisor Tools tab. In the Faculty Toolbox, under Submit Grades, you may access the links to submit midterm or final grades.  Faculty Final Grades Submission Deadlines by Term and Faculty Grades Processing FAQs provide helpful information.

The University Catalog defines the use of the NF and SF grades. These grades are important to distinguish from an earned F grade.

Never Attended (NF)
The NF grade denotes that student never attended one class session, nor did the student formally withdraw from the course. This grade is critical to distinguish from an earned F grade to be in compliance with Federal Title IV Financial Aid regulations.   If a student never attended the course, the student cannot receive financial aid for that course.
Stopped Attending (SF)
The SF grade denotes that a student stopped attending the course and did not formally withdraw. The SF grademust be accompanied by a date of last attendance in the course. Like the NF grade, the SF grade has implications for a student's eligibility for financial aid for that course. Financial aid may or may not be awarded, or may be awarded partially, depending on when the student stopped attending the course. Faculty who cannot determine the exact date of last attendance may use the date of the last academic activity in which students participated. SF grades are not appropriate for students who stop attending after the course withdrawal deadline. After that time, the student's grade should be based on student performance in the completion of course requirements (A-F Grades). Note that when you enter an SF grade and its accompanying Last Attend Date, the following message will display after your click Submit, "The student has not withdrawn from the course." This message is only informational and will not prevent the grades you assigned from posting.

Incomplete (IN)
Also, please remember that the administrative mark of IN (Incomplete) is to be used when students are unable to complete their coursework due to extenuating circumstances. To be eligible for an IN mark, students must be currently passing the course (C or better for graduates students) and must have completed at least 12 weeks of the semester. Instructors are required to complete and submit an Incomplete Mark Form to the Department Chair or School Director when an Incomplete (IN) Mark is assigned. The Incomplete Mark Form is available in pdf format in your Faculty Toolbox in FlashLine.

For complete information on KSU grading policies, including IN marks and NF ans SF grading policies, procedures, and timelines, please visit  the Grading Policies and Procedures section in the University Catalog.

If you have any problems accessing FlashLine, or if you need technical assistance, please contact the HELPdesk at 330-672-HELP (4357) or via the Online Support Portal.

If you have questions about submitting your grades, contact the Registrar's Office at 330-672-3131.

In light of the provisions of FERPA, please preserve and maintain the privacy of your students and their records. Do not ask students to submit assignments in open mailboxes or in unattended, publically accessible places (e.g., boxes in hallways, envelopes taped to a door) and do not provide graded assignments for student pick-up in public venues. Similarly, do not post grades publically and do not link students' names and/or ID numbers in conjunction with grades.

Academic Conduct
If you suspect academic misconduct, please contact the Office of Student Conduct or the Student Ombuds for assistance in determining steps to address the misconduct. If you suspect plagiarism, the Information for Faculty on Plagiarism site provides help to guide you through the process and policy.

Get Ready for the 2014-2015 Academic Year!
As we prepare to close the 2013-2014 school year, let's get a running start on the 2014-2015 academic year.

Roll Over Online Course Sections
Now is the time to roll over your online course sections  if you will be teaching them again in the Spring. If you need help in doing this, contact your college Educational Technologist or Instructional Designer.
Midterm, Final Exam and Grade Submissions Dates
Please mark your calendar for midterm, final exam, and grade submission dates for any Fall 2014 flexibly-scheduled course you teach. Please make sure the accurate final exam date and time are noted in your syllabi.

Make note of university closings (e.g., Labor Day, Veterans Day Observance, Thanksgiving recess) so that you do not schedule exams or due dates for assignments on those dates.

Accessible and Usable Course Materials
Ensure that your course materials are accessible and usable to all students. The Office of Student Accessibility Services (SAS) provides support and recommendations for creating accessible course materials on the SAS website and in person.

Please make sure your choices for course materials, including textbooks, are available for students. After you place your order, communicate your textbook choices to students early. Providing students with information about the textbooks you require allows them opportunity to budget and shop for the required materials.

Again, thank you for all of your work for Kent State University. I hope you enjoy the rest of the semester and have a great summer. 


Todd A. Diacon, Ph.D.
Senior Vice President for Academic Affairs and Provost

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