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University Policies and Guidelines

Institutional policies and procedures relevant to teachers fall into two categories: (1) specific policies and procedures that apply to in-class instruction and (2) general University policies. On the following pages are detailed descriptions or excerpts of these policies and procedures. In some cases we have provided general guidelines because no policy has been articulated by the Faculty Council or University administration. Take some time to become familiar with this information because as an employee of the University you are expected to know and follow these guidelines.

Policies and Procedures for Classroom Instruction

Faculty Rights and Responsibilities

The following description of the instructional role of the faculty is excerpted from a Faculty Council statement adopted on September 10, 1971:

The Faculty Member as a Teacher-Scholar

A faculty member's professional and moral right to teach rests upon mastery of his subject and competent scholarship. He has an obligation to keep abreast of the main currents in his field and to incorporate these into his teaching.
The principles of academic freedom, long accepted by this University and its faculty, entitle him to the privilege of organizing his subject matter in such ways and presenting it by such methods as, in his considered judgment, will have optimum value for his students, subject to such guidelines as are reflected in departmental, school and other faculty policies, and subject to the obligation to require an amount and quality of work from his students which, under this University's standards, justify the course.
He is obligated, in general, to present the pre-announced subject matter of his course, and he should rarely inject material irrelevant thereto.
He should allow his students the freedom of inquiry that he demands for himself, should make them aware of viewpoints differing from his own, should carefully distinguish between fact and opinion, and should never require agreement on debatable matters as the price of academic success. He should encourage his students to develop the capacity for critical judgment and to engage in a sustained and independent search for the truth in and out of the classroom.
His students should have priority in the allotment of his time.
He has a duty to provide promptly such evaluation of the work of each student as is required by relevant faculty policies. This evaluation must be based upon academic performance professionally judged and not upon such irrelevant matters as personality, sex, race, religion, degree of political activism or personal beliefs. The automatic assignment of the same grade to an entire class or the arbitrary assignment of a fixed percentage of students to each grade level is an unacceptable practice.
He has an obligation to respect the rights of students, including, in the absence of exceptional circumstances, an obligation to respect student confidences shared with him.
He has the right to pursue any research or artistic endeavor that he deems to have potential value, subject to appropriate safeguards where the research involves the physical well-being, mental process, or confidences of living persons. Because open access to knowledge is of the essence of a university, at an appropriate time the results of university research should be made available to society for appraisal and use.
---Faculty Handbook, 1985, as amended

The Student Instrument of Judicial Governance

UNC operates on a system of student self-governance. As an instructor, you have a responsibility to bring suspected infractions of student conduct to the attention of the Student Attorney General and you are specifically prohibited from taking punitive actions for such conduct on your own. The following pages contain sections of the Instrument that deal most directly with instruction. A full-text version of the Instrument may be obtained from the Office of the Dean of Students.

The Honor Code and The Campus Code

The Honor Code and the Campus Code, embodying the ideals of academic honesty, integrity, and responsible citizenship, govern the performance of all academic work and student conduct at the University. Acceptance by a student of enrollment in the University presupposes a commitment to the principles embodied in these codes.

The discovery and dissemination of knowledge through research, teaching, and learning is the fundamental activity of this academic community. Intellectual honesty is integral to that enterprise. Academic dishonesty in any form is unacceptable, because any breach in academic integrity, however small, strikes destructively at the University's life and work.

In order to ensure effective functioning of an honor system worthy of respect in this institution, specific responsibilities of students and the faculty have been set forth. These responsibilities are not inclusive: They constitute but the minimum required of members of the faculty and of the student body. Nor are they mutually exclusive. The obligation of a faculty member or a student to uphold the values of academic integrity in this University shall not be lessened or excused by any failure of the other to comply with his responsibility.

a. Responsibility of Students

To conduct all academic work within the letter and spirit of the Honor Code which prohibits the giving or receiving of unauthorized aid in all academic processes.
To consult with faculty and other sources to clarify the meaning of plagiarism; to learn the recognized techniques of proper attribution of sources used in the preparation of written work; and to identify allowable resource materials or aids to be used during examination or in completion of any graded work.
To sign a pledge on all graded academic work certifying that no unauthorized assistance has been received or given in the completion of the work.
To comply with faculty regulations designed to reduce the possibility of cheating such as removing unauthorized materials or aids from the room and protecting one's own examination paper from the view of others.
To maintain the confidentiality of examinations by divulging no information concerning an examination, directly or indirectly, to another student yet to write that same examination.
To report any instance in which reasonable grounds exist to believe that a student has given or received unauthorized aid in graded work. Such report should be made to the Office of the Student Attorney General or the Office of Student Affairs.
To cooperate with the Office of the Student Attorney General and the defense counsel in the investigation and trial of any incident of alleged violation, including the giving of testimony when called upon. Nothing herein shall be construed to contravene a student's right enumerated in Section V.A.2.b. of the Instrument.

b. Responsibility of the Faculty

Academic work is a joint enterprise involving faculty and students. Both have a fundamental investment in the enterprise and both must share responsibility for ensuring its integrity. In relation to the Honor Code, therefore, specific responsibilities of the faculty which parallel the responsibilities of students have been formally adopted by the Faculty Council. These are to be attached to the Instrument as Appendix A. [which responsibilities are included in the following:]

To inform students at the beginning of each course and at other appropriate times that the Honor Code, which prohibits giving or receiving unauthorized aid, is in effect. Where appropriate, a clear definition of plagiarism and a reminder of its consequences should be presented, and the extent of permissible collaboration among students in fulfilling academic requirements should be carefully explained.
To identify clearly in advance of any examination or other graded work the books, notes or other materials or aids which may be used; to inform students that materials or aids other than those identified cannot be used; and to require unauthorized materials or aids to be taken from the room or otherwise made inaccessible before the work is undertaken.
To require each student on all written work to sign a pledge when appropriate that the student has neither given nor received unauthorized aid. Grades or other credit should not be awarded for unpledged work.
To take all reasonable steps consistent with existing physical classroom conditions - such as requiring students to sit in alternate seats - to reduce the possibility of cheating on graded work.
To exercise caution in the preparation, duplication and security of examinations (including make-up examinations) to ensure that students cannot gain improper advance knowledge of their contents.
To avoid, when possible, reuse of instructor-prepared examinations, in whole or in part, unless they are placed on reserve in the Library or otherwise made available to all students.
To exercise proper security in the distribution and collection of examination papers; and to be present in the classroom during an examination when the instructor believes that his presence is warranted or when circumstances, in his opinion, make his presence necessary.
To report to the Office of the Student Attorney General or the Office of Student Affairs any instance in which reasonable grounds exist to believe that a student has given or received unauthorized aid in graded work. When possible, consultation with the student should precede reporting. Private action as a sanction for academic cheating, including the assignment for disciplinary reasons of a failing grade in the course, is inconsistent with faculty policy and shall not be used in lieu of or in addition to a report of the incident.
To cooperate with the Office of the Student Attorney General and the defense counsel in the investigation and trial of any incident of alleged violation, including the giving of testimony when called upon.

The Code of Student Conduct

It shall be the responsibility of every student at the University of North Carolina to obey and to support the enforcement of the Honor Code, which prohibits lying, cheating, or stealing when these actions involve academic processes or University, student, or academic personnel acting in an official capacity.
And it shall be the further responsibility of every student to abide by the Campus Code, namely to conduct oneself so as not to impair significantly the welfare or the educational opportunities of others in the University Community.
Individual Offenses
1. Expulsion or suspension, or lesser sanctions, may result from the commission of any of the following offenses:
  1. Academic cheating, including (but not limited to) unauthorized copying, collaboration, or use of notes or books on examinations, and plagiarism (defined as the intentional representation of another person's words, thoughts, or ideas as one's own). For academic cheating, suspension is the normal sanction for the initial offense unless the court determines that unusual mitigating circumstances justify a lesser sentence. In those instances probation is the only appropriate lesser sanction. Suspension is the minimum sanction for conviction in second and subsequent offenses of academic cheating.
    ...
  2. Unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature when such conduct (I) constitutes an express or implied condition to another person's academic pursuits, University employment, or participation in activities sponsored by the University or organizations or groups related to the University, or
    (ii) is engaged in for the purpose of interfering with such pursuits, employment or participation, or
    
    (iii) creates an intimidating, hostile, or demeaning environment for such pursuits, employment, or participation.
  This subsection does not apply when a student engages in the proscribed conduct while acting in the capacity of University employee or teacher.
  
  n. Verbal or physical behavior that, according to reasonable sensibilities, stigmatizes or victimizes an individual on the basis of race and (i) constitutes an express or implied condition to another person's academic pursuits, University employment, or participation in activities sponsored by the University or organizations or groups related to the University, or
  
  (ii) is engaged in for the purpose of interfering with such pursuits, employment or participation, or
  
  (iii) creates an intimidating, hostile, or demeaning environment for such pursuits, employment, or participation.
  
  This subsection does not apply when a student engages in the proscribed conduct while acting in the capacity of University employee or teacher.
  
  o. Aiding or abetting in the infraction of any of the provisions of this Section II.D.1.
* Individuals filing claims of sexual or racial harassment or processing such claims should follow the procedures described in "Procedures Through Which Students Shall Attempt Resolution of Sexual and Racial Harassment Complaints," which is available in the Office of the Dean of Students

Grading System & Final Examinations

Following are the official rules and policies on grading and exams in the University Registrar's Procedures Memo No. 8. These policies set a standard to ensure that all students are evaluated in a common way. The rules are meant to provide an administrative guide to help procedures go smoothly for both instructors and students.

While these are the official policies and will work well most of the time, there may be unique situations which will call for flexibility, and instructors may use their own discretion and judgment after consultation with an individual student. Since informal customs and procedures may vary from department to department, consult with the appropriate administrative authority in your department to find out about any informal policies that may be practiced.

Purpose

This publication is intended to bring together the policies and procedures evolved by the University for the administration of final examinations and for the grading system.

General Provisions. The Faculty Council has approved various policies and procedures regarding examinations and the grading system. In order that we may have uniform administration of these policies, the procedures below were developed to apply to all schools and departments. This revision reflects the results of the Faculty Council Meeting of March 18, 1983 concerning undergraduate grading. The major changes involve the time limits for removal of temporary grades and the use of a grade of F/AB.

Examinations. Regular written examinations are required at the end of each term in all courses numbered below 200. Exceptions on courses numbered below 200, based on special types of work done in the course, must have advance approval of the Provost. For courses numbered 200 and above, final examinations, which may or may not be written, may be given at the option of the instructor.

General. A final examination schedule, announced prior to the beginning of the semester, sets the time for each examination; and no examination (except for laboratory sections) may be held at any time other than that specified in the general schedule, which cannot be changed after it has been announced. Examinations may not be held later than 7:00 PM. Papers written in final examinations are not to be carried away from Chapel Hill to be graded. No special preparation quizzes may be given during the last five days of classes in a regular semester, or during the last two days of classes in a summer session. Final examinations for a full course should not exceed a period of three hours.
Instructor Grade Reports. The original copy of the Instructor's Grade Report will be returned to the records area of the University Registrar's Office, the second copy is to be retained by the department, the third copy is to be kept by the instructor, and the fourth copy may be posted. Grade Reports are to be in the department office within 72 hours after the scheduled time of the examination. The department chairman is responsible for recording receipt of each report and forwarding it promptly to the University Registrar's Office, 105 Hanes Hall. Complete term reporting requires that grades be turned in on time. If grade rolls are not turned in on time, NR (no report from instructor) is recorded on term reports.
Who May Take Regular Final Examinations. The following may take the regular final examination in a course:
1. Enrolled members of the class whose names have been reported from the University Registrar's Office as having been registered in due form. Confirmation of enrollment can be obtained from the University Registrar's Office in case of doubt.
2. Those students who have been issued an excuse from their Academic Dean authorizing their absence from the normally scheduled final examinations of the same course, or those students who have obtained a permit from the University Registrar's Office to take a special examination in that course (normally such authorization is based on an Infirmary excuse).
Examinations in Absentia. Only in very exceptional cases can arrangements be made to take examinations in absentia. There is a fee of $10.00 for each examination taken in absentia. Applications for examinations in absentia should be directed to the dean of the school in which the student is registered.
Student Pledge. Each student is required to subscribe his name to the following pledge or its equivalent on every paper: "I hereby certify that during this examination I have neither given nor received aid." The instructor will not report a grade for any student whose examination paper lacks this pledge. The instructor will write "no pledge" in the space for the grade on the Instructor's Grade Report. The grade IN (incomplete) will be entered by the University Registrar's Office. If the student later signs the pledge, the instructor may then report his proper grade to the University Registrar's Office on an Official Grade Change Form.
The Time of an Examination. The examination schedule at the end of each term having once been fixed cannot be changed, and the examination must be held at the time shown on the schedule. In any case where it appears necessary and desirable to deviate from this rule, the following procedure should be adhered to:
1. Request of an individual student to take a regularly scheduled examination at any time other than the time set in the schedule.
2. The student should be required to obtain an Examination Excuse from his academic dean. The student may then take the examination at a later date in accordance with the procedure outlined in the regulations for removal of EX AB.
3. Or, if there are compelling and extraordinary reasons for taking the examination prior to the time set in the schedule, the student should make application through the dean of the college or school to the Provost whose decision is final. The application must be made not later than three weeks before the scheduled exam. In summer session, applications should be made through the dean of his school or college to the Director of the Summer Session.
4. Request by an instructor or department to change the time of an examination for an entire class after it has been fixed in the schedule.
5. The instructor, through his department and school, should make the request to the Provost. Effective July 1, 1985 the request must be made by October 1st for the Fall Semester or March 1st for the Spring Semester. No request will be considered for whatever reason after those dates. If approved, the instructor would assume responsibility for making special arrangements to give the examination to any student who had a schedule conflict as a result of the change.
6. The change could be made only to one of the other exam periods in the schedule. Such changes will be granted only under the most extenuating circumstances.

The Grading System.

System of Marking Grades. Grades based upon the following system of marking are the only authorized grades to be used on the Instructor's Grade Report form. Beginning with courses taken in the Spring Semester 1977, pluses and minuses may be assigned to grades of A, B, C, and D. However, pluses may not be assigned to an A and minuses may not be assigned to a D. Commencing in the Fall Semester 1978 pluses and minuses will be weighted in accordance with the table [contained in the section titled "Quality Points"].

Undergraduate

A - Highest level of attainment

B - High level of attainment

C - Adequate level of attainment

D - Minimal passing level of attainment

F - Failed - Unacceptable performance

IN - Work Incomplete

AB - Absent from Final Examination (regardless of reason)

PS - Passing grade for course using Pass-Fail grading

S - Satisfactory Progress (authorized only for first portion of an Honors Program)

Quality Points. The approved grades and associated quality point values per semester hour are as shown below. Fall 1978 and Subsequent.

Grade	Quality Points	Grade	Quality Points
A	4.0	C+	2.3	A-	3.7	C	2.0	B+	3.3	C-	1.7	B	3.0	D+	1.3	B-	2.7	D	1.0
		F	0.0

Temporary grades of IN or AB are treated as an F (zero quality points) until removed. Courses with a grade (or notation) of PS, S, BE, NR, W, PL, H, P or L are ignored in establishing the quality point average. The method of computing quality point average is described in the Undergraduate Bulletin.

Materials and Forms. There are three forms provided by the University Registrar's Office for the purpose of reporting grades: the Official Class Roll and Grade Report for final grades in a course, Freshman Mid-Term in the Fall Semester only, and the Official Report of Grade Change or Removal of Temporary Grade.
Procedure for Reporting Grades by Instructors. The procedure for reporting grades shall be as follows:
(1) Regular Grades. Instructors should report on the Official Class Roll and Grade Report the grades for all students registered in a particular course. Faculty legislation requires that grade reports be submitted to the records office within 72 hours after the examination is given. The following definitions will be used as guides for the assignment of undergraduate grades.

(a) A - Mastery of course content at the highest level of attainment that can reasonably be expected of students at a given stage of development. The A grade states clearly that the student has shown such outstanding promise in the aspect of the discipline under study that he/she may be strongly encouraged to continue.

(b) B - Strong performance demonstrating a high level of attainment for a student at a given stage of development. The B grade states that the student has shown solid promise in the aspect of the discipline under study.

(c) C - A totally acceptable performance demonstrating an adequate level of attainment for a student at a given stage of development. The C grade states that, while not yet showing unusual promise, the student may continue to study in the discipline with reasonable hope of intellectual development.

(d) D - A marginal performance in the required exercises demonstrating a minimal passing level of attainment for a student at a given stage of development. The D grade states that the student has given no evidence of prospective growth in the discipline; and accumulation of D grades should be taken to mean that the student would be well advised not to continue in the academic field.

(e) F - For whatever reason, an unacceptable performance. The F grade indicates that the student's performance in the required exercises has revealed almost no understanding of the course content. A grade of F should warrant an advisor's questioning whether the student may suitably register for further study in the discipline before remedial work is undertaken.

(f) F/AB - Must be given to a student who was absent from the final exam, but was failing before the final, and had no possibility of passing the course.

(2) Temporary Grades. Instructors should report the removal of a temporary grade on a grade change form. Temporary grades of Incomplete (IN) and Absent (AB), unless assigned in error, are reflected on a student's transcript even after conversion to a permanent grade.

(a) Grade IN (Incomplete). Instructors should report on the Instructor's Grade Report an IN for the student who took the final examination but who needs to complete some other work required in the course. An IN translates to an F in computing QPA.

The grade IN may be converted into one of the other grades (A, B, C, D, F, H, P, L, PS, S). For undergraduates, an Incomplete which is not removed within eight weeks after the beginning of the next regularly scheduled semester will be converted to an IN/F*. Graduate students are allowed a maximum of one year for completion of the course.

(b) Grade AB (Absent). Must be given to a student who did not take an exam regardless of the reason, but might have passed the course had they done so. The instructor should not report "dropped"; or "withdrawn"; and should not give a grade of F. For each undergraduate student who receives an IN or an AB, the instructor should submit a completed "REPORT FOR ASSIGNMENT OF TEMPORARY GRADE OF AB OR IN TO UNDERGRADUATES," the purpose of which is to establish a record of what arrangement has been made between student and instructor to remove the AB.

An unexcused AB may not be removed and carries the force of an F in computing QPA, and for an undergraduate converts to an F* at the close of the next regularly scheduled semester after receiving the AB.

An excused AB may be converted to any approved grade: A, B, C, D, F, H, P, L, PS, S, or IN. AB is computed as F in QPA until removed, and for undergraduates, converts to AB/F* unless the exam is taken by the close of the next regularly scheduled semester after receiving AB. Graduate students are allowed a maximum of one year for completion of the course.

An ABSENCE may be excused only by the deans or the University Infirmary. An excused AB may be removed in the following manner:

(i) When the official excuse is authorized by the dean, the student will be provided a copy of the "Examination Excuse" to present to the instructor. A second copy of the excuse is on file in the University Registrar's Office. In the event of loss or question, the University Registrar's Office will provide the student a permit to take the final examination.

(ii) When the official excuse is authorized by the University Infirmary, the University Registrar's Office will issue the student an "Official Permit to Take a Final Examination." The infirmary provides the University Registrar's Office a daily list of all students medically excused during the examination period.

(iii) Upon receipt of signed "Examination Excuse" (from a dean's office) or an "Official Permit to Take a Final Examination" (from the University Registrar's Office). The instructor may then arrange a suitable time for the examination.

d. Failure to Hand in Exam Paper. Instructors should report an F for a student present at the examination but who fails to hand in their examination paper. Instructors are requested to note that the student was present but failed to turn in his/her paper.

e. Grade Changes. The grades of H, P, L, A, B, C, D, PS, and F are considered to be permanent grades and once reported on the Instructor's Grade Report may not be changed, except under the following conditions:

(1) Clerical or Arithmetical Error. An Instructor who has reported an incorrect grade for a student because of an error in calculating the grade or in transposing it onto the Grade Report, may change the grade to one of the other letter grades, provided this change is made no later than the last day of exams of the next succeeding regular semester. Such a change must be reported to the University Registrar's Office on an Official Grade Change Form. This report must contain a statement to the effect that the grade change is due to a clerical, arithmetical or transposition error and must contain the written approval of the department chairman concerned and, for Graduate Students, the approval of the Dean of the Graduate School.

(2) Protest Grade for Undergraduate and Post Baccalaureate Professional Students. Any student who protests a course grade shall first attempt to resolve this disagreement with the instructor concerned (An instructor may change a permanent grade only when a clerical or arithmetic error is involved, see paragraph (1) above.) Failing to reach a satisfactory resolution, the student may appeal the grade in accordance with the procedures outlined [in the complete University Registrar's Procedures Memo No. 8]. Such appeal must be made not later than the last day of classes of the next succeeding regular semester. Students should present the appeal in writing to the dean of their school. The dean will refer the appeal to the administrative board of his school and the chairman of the department concerned. Final decision will be made by the administrative board and no change of grade will be made except as a result of decision by the board, the chairman of which will report such decision to change the grade to the University Registrar's Office.

4. Grade Books and Final Examination Papers. It is advisable that each faculty member retain final examination papers on file for at least one year. It is also desirable that a faculty member who leaves the University deposit with his chairman his grade books for at least the last three years.

These recommendations are based on the fact that students frequently attempt to remove the temporary grades of EX AB and IN in courses which they took with instructors who are no longer on the faculty.

University Registrar's Procedures Memo No. 8

Smoking in Class

On November 24, 1975, on the recommendation of student leaders and after a student poll, the Faculty Council passed a resolution: "It is the sense of the Faculty Council that smoking in class should be prohibited." The resolution further called upon faculty members to implement the resolution.

---Faculty Handbook

Pass-Fail Grading System

Regulations governing the "Pass-Fail" grading system, under which a student may register for a restricted number and range of courses on a pass-fail basis rather than for a normal letter grade, are found in The Undergraduate Bulletin (under "Grading Systems"; in the chapter "Academic Procedures" Students taking a course pass-fail are to comply with the regular examination and attendance requirements. Faculty members will set the same requirements and use the same evaluation standards for pass-fail students as for others. Students will be well-advised to avoid the pass-fail option in courses that might prove relevant to plans for future education or career. ---Faculty Handbook, 1985, as amended

Drop-Add Policy

Undergraduate students are expected to carry a full academic load (fifteen course hours per semester is normal, twelve course hours per semester is the minimum load) in residence except in cases where illness or physical handicap, family emergency, or substantial employment justify a reduction. Such reductions may be authorized only by the dean or his representative in the student's college or school. Instructors should not recommend to students that they attempt to drop a course simply because they are not doing well.

Undergraduate students may drop and add classes without record during the first five regular class days of each term and during the first two days of each summer session with the approval of the appropriate academic advisor. Instructors should specify course goals, content, means, and requirements early in the semester so that the student knows the nature of his commitment.

Any course dropped with official permission and with a passing grade prior to the end of the sixth week of classes (and tenth day of summer session), will be recorded on the student's transcript with the symbol "W" (withdrawal). For a dropped course where the student's standing is below passing, the grade of F is recorded. No course may be dropped after the sixth week of class, except under extraordinary circumstances, and must be approved by the student's academic dean. A student who ceases to attend a class without written official authorization receives an AB in the course, which is computed as a failing grade in the official record. ---Faculty Handbook, 1985, as amended

Class Attendance

The following regulations on a student's class attendance were adopted by the Faculty Council (1957):

Regular class attendance is a student obligation, and a student is responsible for all the work, including tests and written work, of all class meetings. No right or privilege exists which permits a student to be absent from any given number of class meetings.

Instructors will keep attendance records in all classes. If a student misses three consecutive class meetings, or misses more classes than the instructor deems advisable, the instructor will report the facts to the student's academic dean for appropriate action.

The appearance of a student's name on the Infirmary list constitutes an excuse for the student for absences from classes during the period the student is in the Infirmary. This list is circulated to all deans of colleges and schools having undergraduate students. In case of doubt the instructor may check with the office of the student's dean.

Students who are members of regularly organized and authorized University activities and who may be out of town taking part in some scheduled event are to be excused during the approved period of absence. Notification of such an absence must be sent by the responsible University official to the office of the student's dean where instructors may, should they be in doubt, consult the list.

---Faculty Handbook, 1985, amended

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Last updated: January 30, 2001