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Committee on Academic Policy and Procedures

Vice Provost for Undergraduate Studies
Steve Dandaneau
103 Leadership Studies
Manhattan, KS 66506


Meeting on October 8, 2003

Kevin Donnelly (AG) 
Lynn Ewanow (AR) 
Diane Barker (AS) 
Alison Wheatley (AS) 
Ike Ehie (BA) 
Betty Stevens (DCE) 
Karen Pence (HE) 
Nancy Mosier (TC) 
Bobette McGaughey (GR) 
Mike Lynch (EDP) 
Jackie Spears (FS/AAC) 
Dave Stewart (FS/AAC) 
Monte Neilsen (REG) 
Gunile DeVault (REG) 
Guest: David Stone

Call to Order:

Ike Ehie convened the meeting at 10:30 am.


Mike Lynch reported that the advising survey will be available Oct. 17. It can be completed any time before the student's enrollment date if the advising flag has been lifted.

Additions to agenda:

Wheatley - Backdated grade change policy


The minutes for the September 10th meeting were approved as distributed .

Old Business:

Ehie - Alternative to Late Enrollment Form

Ehie reviewed a problem that exists for FINAN 450, as class of 400 students with a large portion that need to add the course with permission. The college would like to be able to send a list rather than have to fill out individual course section permits for each student. DeVault reported that they had accepted such a list on College letterhead in the past, but she is concerned about how to know that lists or letters substituting for official university forms are "real". Ewanow expressed concern that endorsing this process sets a precedent for all university forms. Pence thought that we could already use a letter to replace any university form. Hightower did not see why granting electronic permission would not be easier anyway, since someone would need to look up and enter ID numbers to prepare a list. This way it can be done in one step. DeVault would prefer the electronic route, since this would prepare us for the future when Oracle is in place with no paper forms. Ehie agreed to suggest that his faculty and staff use the existing electronic permission on KATS to solve the problem.

Nielsen - Spring 04 Enrollment, Wait Lists, Transcript Fee, Academic Calendar, etc.

Nielson reported on the 21 hour enrollment cap. KATS will not stop enrollment until a student is enrolled in 21 (or more depending on the last class added). The stop will occur with the next course they try to add. The intent is to help stop major abuses. The Registrar will still provide lists of all students with "19 and over" in the Dean's office mail boxes on a daily basis and the Dean's can take action if desired. DeVault noted that the new programming also prevents multiple enrollment in the same reference number. Exceptions are allowed for courses such as problems, internships, etc. Gunile will monitor and respond to any requests to override this for other classes if justified. It still does not prevent multiple enrollment in two sections of the same class. Several committee members expressed concern about this still being a problem.

Nielson reported that the wait list issue is still being debated and is moving in an appropriate direction. A committee has been appointed by Faculty Senate to study the issue. He noted that it needs to be modeled with the new system parameters in mind.

The transcript fee has been increased from $5 to $8 effective July 1.

Modifications to the academic calendar process have been proposed and should be finalized at the next faculty senate meeting. Neilson will re-convene a new calendar committee for 2005-06 and beyond as soon as the new guidelines are in place. Hightower asked about the academic calendar on the web and who is responsible for making sure all calendars are consistent. Neilson noted that will be a goal for the new committee to address.

New Business:

Non-Standard Time Request for Architecture, Planning and Design

Ewanow presented a petition for ARCH 453 for Spring 04 that was caught after the schedule had been printed. It is a majors course in departmental space and helps solve an instructor time conflict. The course was approved for TU 4:30-6:20.

Non-Standard Time Requests for Human Ecology

Pence presented a petition for FSHS 764 for Spring 04. Justification is to fit the schedule of an adjunct faculty member who travels from Topeka and must meet on Wednesday evening as a student club adviser. The course was approved for MW 3:30-4:45.

Pence presented a petition for HRIMD 342 for Fall 04 . This lab must work around food production and staffing hours at Derby and Kramer dining centers where it is taught. The course was approved for TU 6:30-9:20 am, and TU 9:30am-12:20pm.

Non-Standard Time Request for Business

Ehie presented a request for Fall 04. In the interest of time, it was tabled until next meeting. Ewanow moved that all remaining Fall 04 requests be held until next meeting. Motion seconded and passed.

ORC Request for Arts and Sciences

Wheatley presented a petition for ORC exam for BIOCH 265 for Spring 04. This was caught during line schedule production. The ORC was approved for M 5:30-6:30.

Non-Standard Time Requests for Arts and Sciences

Wheatley presented a petition for ECON 805 for Spring 04. As an 800 level it does not need approval per se, but is in university classroom space so the Enrollment Center sent it back. The argument is that it minimizes conflicts with other classes that grad students in Econ or Ag Econ take, and that space is available at 3:30. It was approved by the committee for MW 2:30-3:45. Wheatley presented petitions for 5-credit courses. The times are standard starting times, but according to our policy, all 5-credit courses must be approved by CAPP. The following courses were approved as presented: CHM 250; FREN 111,112,211; GRMN 121,122,221; JAPAN 192,292,592; LATIN 142; RUSSN 152; SPAN 161,162,261.

Summary of Non Standard Class Time and ORC Actions for October 8, 2003 (In.PDF format)
Wheatley - Backdated grade changes

Wheatley introduced Dr. David Stone who has raised a question about the policy for backdating drops from previous semesters, and whether that constitutes a grade change that requires faculty approval. He has observed cases where students that were assigned grades in his class have later had the grade changed to a W without his consultation. Dr. Stone distributed guidelines from the AAUP Committee on Academic Freedom and Tenure outlining that grades are the responsibility of the faculty. These guidelines note that administrators should not have the authority to substitute their judgment over that of the faculty concerning assignment of grades. Wheatley acknowledged that backdated drops do in effect change a grade, but she had not been consulting with all faculty in some cases where the Dean's office deemed the circumstances warranted a backdate (ie. severe health issues, enrollment not canceled when student never attended, etc.). Wheatley asked for committee members to review individual college policies on this matter. Considerable discussion followed on this topic. Most agreed that faculty should be and are consulted when the case involves performance and/or attendance verification. Several colleges have "all-or-nothing" policies (ie. students cannot pick and choose classes to drop after the deadline. Confidentiality issues sometimes interfere with the potential to discuss the details of cases with faculty members. Sometimes a backdate is justified to correct errors in the enrollment process, and faculty may always not be consulted. Donnelly noted that sometimes it may take several semesters for "non attenders" to finally realize that they have a semester of F grades on the transcript. Students enroll, but never attend and never pay tuition, so they assume they will be dropped. Many faculty do not exercise their option to drop students who are not attending. Most noted that backdating is used only in extreme cases or for obvious mistakes. Stevens asked under what conditions would faculty consultation not be required. She felt that in cases of confidentiality, the faculty member should have access to that information, and administrators should at least inform the instructors. Stone felt that faculty need to always be consulted after a grade goes in the record. The committee agreed that faculty members should be consulted in most all circumstances, and would encourage greater attention to this in the future especially when backdates are done after the end of the semester and grades are already assigned.

Hightower - Revised NST Form

Hightower presented a revised non-standard class meeting time form for review. Suggestions were to add a "graduate' category to classification of students, and a question asking what type of classroom space will be used (general use, departmental, college). Hightower will make the changes and e-mail the revised form to be used in the future.

Hightower - UGE Program Proposal

Hightower noted that his suggestions had been considered and several meetings have been held with the Provost. Reeck (ICCP) and Goddard (UGE Committee) are leading efforts to collect recommendations for change. Several subcommittees have been appointed. Hightower wants input on his proposal and welcomes e-mail suggestions.

Standing Reports:

Academic Affairs/Faculty Senate

Spears introduced Dave Stewart as the new co-chair of Academic Affairs (Pat Ackerman it the other co-chair). The resolution to declare the Standard Class Meeting Time policy null and void will go before faculty senate next meeting. She will refer to the past policy that also requires approval for variances and reinforce that the changes were made to minimize impact on student schedules and avoid potential conflicts with classroom space. Faculty senate executive committee thinks there may not be enough support for it to pass, but it may be referred back to committee to fix the "problems". Hightower noted that there was no clear listing of concerns or problems in the resolution.

The committee would like to go on record commending Jackie Spears for her excellent work as Chair of Academic Affairs and for her dedicated service to CAPP as a liaison.


DeVault noted that the recent issue of peer graders that has arisen may become a problem that CAPP will have to address in the future. See the Collegian for details. She is concerned that the Registrar's Office uses a lot of students in the office as do other offices across campus. She stressed the importance of documenting that you have trained student workers. She is concerned if it could be extended to graduate students, and if graduate students cannot grade it will have major implications.

DeVault needs some imput on the use of the "W" grade in the future. Due to time constraints, she will delay the discussion until next meeting.


The meeting was adjourned at 12:10.

Next Meeting :

November 12, 2003

Respectfully Submitted by Kevin Donnelly