Department of Music Faculty Policy Manual:
ENROLLMENT AND GRADING PROCEDURES
(The procedures and policies described in this section are current as of Fall, 2004.
All procedures are subject to change by the university.)
1. Enrollment
a. Class Enrollment Lists
- Class enrollment lists are now available online only via LoboWeb. Printed class lists are longer issued. In order to be able to access your class lists, you will need to have taken several short online training courses.
There are two ways to view your enrollment in LoboWeb:
- "Summary Class Lists" – lets you drop students, shows student level, can access student contact information.
- "Exportable Class Lists" – useful because it will show you which sections have students enrolled. This way you don't have to click on every section to see if any students are enrolled, as you do with the "Summary Class Lists" format.
- Your graduate assistants will be able to access the site provided 1) their teaching contract has been signed, 2) they are listed as instructor in the database, 3) they have a UNM e-mail address, and 4) they have taken the training courses.
- Be sure to check your online class lists before the end of the second week of the semester. If you have students in your class who are not listed, they should be advised to complete necessary paperwork to add the course. Students who do not complete the registration procedure are not to be permitted to attend class beyond the second week.
- Be sure to check the applied course numbers that your students have registered for. Students frequently enroll in incorrect course or section numbers. Please insist that students drop the incorrect course number and enroll in the right section. Do not process a final grade in an inappropriate applied level.
b. Adding a Class
- Students are allowed to add classes or change sections during the first two weeks of class (or during the first week of summer session). If your course is not yet enrolled to capacity, the student does not need to obtain your permission to add your course. If your course is already full, the student can enroll by
a) by having you sign an Enrollment Authorization form (“yellow card”), or
b) by your performing an Instructor Override via LoboWeb.
To be able to perform overrides, you will need to have taken the "Securing Private Data" and "Faculty LoboWeb" training courses. If you have not yet taken those courses, one of the Department Overriders can perform the task for you. Department Overriders are Keith Lemmons, Undergraduate Advisor, and Colleen Sheinberg, Graduate Coordinator.
- After the second week of classes, a student can add a course only by obtaining the signed approval of both the instructor and the Dean. The form is the “Enrollment Adjustment Form,” popularly known as a “pink card” (see Appendix, Item #5). A $10 processing fee is required with the pink card. However, in some cases this fee can be waived by the Dean if, for example, the failure to enroll in the correct course or section was due to advisement error and was not the fault of the student. In such cases, the student will need to fill out a “Departmental Enrollment Adjustment Form After Deadline” instead of a pink card; the form is available from the Records and Registration Office.
- If a student needs to get credit for a class after the semester has ended, both the student and the instructor also have to fill out a "Petition to Add Class" form which should be attached to the signed pink card and returned to the College office for approval.
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c. Dropping a Class
- A student may withdraw from your course without your permission up until the end of the 12th week of classes (or first 3 weeks of summer session). If he or she withdraws within the first 6 weeks, no grade is assigned and no notation appears on his or her records. Between the start of week 7 and the end of week 12, you must assign a grade of WP (“withdraw passing”) or WF (“withdraw failing”).
- After the end of the 12th week, a student may not withdraw from a course without the signed approval of the Dean of the College. The form to use is the Enrollment Authorization ("Yellow") card.
d. Non-Attendance
- University policy on student absenteeism can be found in section #170 of the UNM Faculty Handbook. In brief, students are expected to attend all class meetings. No extensions of vacation periods are given to any students. A student with excessive absences may be dropped from a course with a grade of W/P, W/F or F at the discretion of the instructor.
Absences due to illness, or to authorized University activity such as field trips, athletic trips, etc., are to be reported by the student to his or her instructor. This does not relieve the student of the responsibility for missed assignments, exams, etc. The student is to take the initiative in arranging with the instructor to make up missed work, and it is expected that the faculty member will cooperate with the student in reasonable arrangements in this regard.
Consult the Faculty Handbook for details on extended absences and special cases.
- You may drop a student for non-attendance via LoboWeb.
- It is the responsibility of the instructor to define clearly in the class syllabus a policy regarding the extent to which absenteeism will affect the final grade.
- International students and absenteeism
Special Note: There have been recent changes in the immigration law which include increased consequences for violation of immigration rules and regulations. International students are not permitted to drop below full-time without special authorization in advance from the international student advisor, and most students will not qualify for approval of reduced course load. Students who violate this rule will most likely be required to return to their home country and may or may not be permitted to re-enter the U.S. to resume study. Please be aware that assigning a W to an international student will present a problem if doing so brings his or her total course load to less than full-time. This applies even if the W is assigned after the completion of the semester.
2. Grade Reports
Grades are now assigned online via LoboWeb. You must have completed the Final Grade Submission online training session.
Grades must be assigned within 48 hours after the scheduled exam date. Grades can be entered and submitted daily except between the hour of 7:00-8:00 p.m. All grades submitted during the day will be processed each evening at 7:00 p.m., and will be available to the students the next day.
If you have submitted your grades, and they have not yet been processed, you may re-enter your grade list and change a grade. Be sure to resubmit your changes.
If you need to change a grade or remove an incomplete after you have submitted your grades and they have been processed, you will need to submit the paper form (Instructor Initiated Grade change and Removal of Incomplete Form) to the Records Office for processing. See #5 below.
Keep a copy of the course grades you report for your own records.
3. Grading Options
a. Standard Letter Grades
- (A=Excellent, B=Good, C= Satisfactory, D = Barely Passed, F = Failed)
- UNM allows fractionated grades, in which instructors may also award pluses and minuses to show that a student’s performance was either slightly above or below that reflected by the letter grade itself. Fractionated grades are calculated into the student’s grade point average as follows:
A+ 4.33
A 4.00
A- 3.67
B+ 3.33
B 3.00
B- 2.67
C+ 2.33
C 2.00
C- 1.67
D+ 1.33
D 1.00
D- 0.67
F 0.00
There are no F+ grades available.
b. CR/NC (credit or no credit grading option)
This option is similar to a pass/fail option, where Credit (CR) is defined as an average of C or better. CR and NC are not computed as part of a student’s grade point average, but courses completed with a grade of CR are counted towards graduation requirements.
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c. Incompletes
- For students who have elected either the standard letter grade or CR/NC options, the “I” grade can be given, but only when circumstances beyond the student’s control have prevented him or her from completing the required course work necessary to receive a regular grade by the end of the semester.
- A student can remove a grade of I from his or her record by finishing the required work and presenting the instructor with an Incomplete Removal Form, which the instructor completes, signs, and forwards to the Records Office. Incomplete grades received Summer 2005 and after must be resolved no later than one year (twelve months) from the published end day of the semester in which the grade was assigned. Incomplete grades not resolved within the time frame stated in this policy will be converted automatically to an F.
d. Audit
- Students wishing to audit must have the permission of the instructor. To allow a student to audit you will need to sign a yellow Enrollment Authorization card.
- Because they pay full tuition for the class, auditors are entitled to full participation in class activities. Grades are not reported for auditors, but the student’s permanent record reflects the enrollment as an auditor.
e. Changes in Grading Option
A student may change from a letter grade option to Audit or CR/NC (or the reverse) during the first 4 weeks of classes. After the first 4 weeks, permission must be obtained from the instructor and the Dean. The form used is the pink Enrollment Adjustment Form.
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4. Grade Changes
You may change a student’s grade after the final grades have been processed by submitting the Instructor Initiated Grade Change form to the Records Office. This will indicate that you have made an error, such as in the computation of the student’s class average, in the original grade report. Grade change forms, including department or college approval should be sent directly by the instructor to the Records Office no later than 30 days after the semester ends.
5. Confidentiality of Student Grades
The Family Educational Rights and Privacy Act (FERPA) of 1974 mandates confidentiality of all student records, including exam/paper grades, final course grades, and personally identifiable information such as the student identification number. This means that a faculty member can release a student’s grades only to the student and to UNM faculty and staff who have an official legitimate educational interest. Release of information to anyone else requires written permission of the student, however, certain exceptions apply. A copy of the Student Records Policy appears in The Pathfinder.
The public posting of grades, either by the student’s name or identification number without the student’s written permission is a violation of FERPA. Instructors must exercise caution in posting students’ grades or displaying the graded work of a student in a public area. Test, homework, term paper, or final course grades should never be posted or displayed publicly according to the names of the students or according to any other identifier that could readily be associated with a given student. Faculty should not leave graded papers or exams in boxes outside their offices; graded work should be distributed directly to each student in class or during faculty office hours, or made available for pickup by the student from department staff.
Because of the legal considerations mentioned above, the university would prefer that instructors NOT post grades as has been done in the past. It is recommended that teachers remind students that the grades are available online within 24 hours after the grades have been reported.
A student’s parents may call a professor with questions or concerns about the student’s performance. FERPA provides that parents do not have a right to access the records of their children who attend a university. Therefore, without the student’s consent, information about grades should not be disclosed to parents. Similarly, a student’s spouse or domestic partner is not entitled to information about student records without consent.
FERPA and UNM policy guarantee students the right to review most education records maintained about them by the university. Student files kept by the department are available for the student to review. Faculty and other staff may keep personal notes about a student private if the notes are used only as a personal memory aid and are not shared with anyone else; the student is not entitled to review these personal notes under FERPA.
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6. Resolving Grade Disputes
The UNM Student Grievance Procedure and the Graduate Student Grievance Procedures are available in The Pathfinder.
You should keep written grade records that are as specific as possible in case of later questions or complaints. This applies both to academic courses and to applied music lessons. In the latter case, it is highly recommended that a grade be assigned for each lesson, with comments when the student does not exhibit satisfactory progress.
Grade books are available in the Music Department office.
7. Academic Dishonesty
The Pathfinder contains the university’s Policy on Academic Dishonesty, as well as the procedure for addressing instances of academic dishonesty, such as cheating or plagiarism. The latter is described in Article 3 of the Student Grievance Procedure. More details can be found online at The Faculty Guide to Promoting Student Academic Honesty.
Academic Dishonesty Faculty Adjudication Form (to be completed by the instructor in cases in which the student has been found to have committed an act of academic dishonesty).
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