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Beginning of Semester Policies and Procedures: Welcome to Fall 2022!


Beginning of Semester Policies and Procedures: Welcome to Fall 2022!

As you prepare for the beginning of a new semester, here are some policies regarding syllabus information, course eligibility, first day attendance checking, and health information. Even though some of this information is repeated each semester to the next, there are always a few new items. Please take the time to read this information carefully. You are responsible for knowing everything on this page and the policies and procedures in the annual Important Policies Fall Memo provided in the Resources. Do not hesitate to ask questions!

Topics Covered:

  1. Resources with More Information
  2. Email Correspondence
  3. Health Guidance
  4. Canvas Requirement
  5. Syllabus
  6. Final Exams
  7. Rosters, First Day Attendance & No Shows
  8. Eligibility Checking
  9. Student Grades, FERPA
  10. Advising Students Who Want to Add Your Class

  1. Resources for More Information
  2. Email Correspondence
    • All official university business must be conducted with an official university email (@math.fsu.edu or @fsu.edu). If you use a private account for correspondence associated with your job duties, either sent or received, you are required to copy relevant emails to your primary university email account. For more information see FSU Electronic Mail Policy
    • If you need to contact the Math advisors, email advisor@math.fsu.edu rather than individual advisors.

  3. Health Guidance
    • The University encourages face coverings but they are not required on campus. Instructors can encourage, but not require, students to wear face coverings in classrooms. You can tell students that being vaccinated and wearing masks are highly recommended to create the safest environment possible for everyone in the classroom but you cannot require/mandate mask wearing or vaccinations in any in-person student interactions (classroom, DIS, office hours). See resources for suggested syllabus language and FAQs.
    • Medical excuses: you are permitted to require a medical excuse/documentation from students to excuse an absence but you don't have to. It may be difficult for some students to provide documentation if they are quarantining as they may only receive a phone call from contact tracing. Your syllabus should outline your expectations in this regard. Use your best judgement and it is hoped that instructors will be sensitive to students in these circumstances.
    • You can accommodate ill or self-isolating students using Zoom lectures (perhaps you can reuse your previous Zoom lectures) but it is no longer required for instructors to provide this accommodation to students now that there are no remote classes. Your syllabus should make clear what your expectations are for students who become ill or have to miss class for other reasons in order to make up the missed work. Students will appreciate any efforts you make to help them continue in the course through an absence.
    • If a class is coded as face-to-face (which applies to most Math classes) the instructor of record (IOR) for the course needs to be present in the classroom for all classes.
    • Please stay home when sick. If an instructor cannot be in the classroom for limited periods of time (e.g. due to health-related issues), you may use Zoom or online work assignments as a substitute, but you must notify the Chair about your situation and get permission. Please email the Chair and copy the Associate Chair for Academic Affairs for Calculus 1 and above or the Associate Chair for Undergraduate Studies for courses below Calculus 1.
    • You cannot decide to arbitrarily give a remote lecture/class. Instructors must be present in the classroom. Remote classes need to go through special ODL and University approval processes. Almost no math classes are offered as Remote.

  4. Canvas Requirement
    • All instructors teaching through any means (face-to-face, online, remotely, hybrid) are required to use Canvas for the following purposes: Distributing and storing the course syllabus along with any syllabus updates, housing all available recordings of course activities, and maintaining student grades for student viewing (instructors may use Canvas or manually enter final grades via the grade submission tool in my.fsu.edu). The only exceptions are courses set up as individual academic experiences such as directed independent study (DIS), supervised research, supervised teaching, preliminary examinations, and thesis or dissertation credits.
    • See Memo on Important Policies, Teaching Policies Section, Item 1

  5. Syllabus
  6. Final Exams
  7. Department policy requires final exams in almost all undergraduate classes. University policy requires these exams to be given during the scheduled exam time. All instructors must post their final exam date and time on their syllabus.
    • A long standing agreement between Math and the Registrar's office says classes that meet MTR or MTWR times (mostly Calculus and Linear Algebra) have their choice of the two exam times, but your choice of time must be on the syllabus. A few classes meet TRF and they must use the TR time.
    • Online Classes may choose to use a window in which finals must be taken rather than the exact schedule from the registrar. All final examination windows must fall in the final examination week and must be on the course syllabus.

  8. Rosters, First Day Attendance & No Shows
  9. Drop all no shows from your first class meeting. This is a Department policy and a University policy. This policy applies to all courses, all levels, even DIS, seminars, distance learning, dissertation hours. All instructors need to do this for their own classes.
    • Printing a Class Roster
      There are many ways to print a class roster.
      • Use the roster lists that are generated by the Associate Chair for Academic Affairs
      • Use the roster lists from myFSU: Log in to my.fsu.edu and go to Teaching -> My Courses or Teaching -> Faculty Center.
        To print with photos: For each course, click on the class roster icon clicking the "Printable Photo Roster" link
        To print a list (without photos): Click on the tiny little spreadsheet/grid icon just below where it says "Enrolled Students" and download to Excel
    • Taking Attendance
      There are many ways you can take attendance on the first day of class: Canvas quiz, Canvas discussion board, roll call, get the list of attendees from a Zoom meeting.
    • Whatever method you use to take attendance, you must still drop your no shows on Student Central
    • Dropping No Shows
      Everyone is responsible for using Student Central to mark your class no shows after your first class (and by the end of the day)
      • Detailed Instructions: https://sc.my.fsu.edu/faculty/how/use-attendance-roster-tool
      • Summary Instructions: log in to my.fsu.edu and go to Teaching -> My Courses or Teaching -> Faculty Center. For each course, click on the class roster icon, mark the missing students Absent under the "1st Day Submit Status" column, and when finished click "Attendance Roster Submit". These students will be automatically dropped.
      • You do not need to mark the other students Present.  Nothing happens to unmarked students or students marked Present.
      • Do not mark as Absent students who may have added after the class meeting.
      • If a student contacts you before the first class meeting time saying they will not be there and have a reasonable excuse (travel delay, illness, etc.), then they can stay in your class.

  10. Eligibility Checking
  11. Student eligibility needs to be checked by the day after the first day of class. We have a higher intake of students than ever before and a lot of these students have transfer or AP credit that is often not processed by FSU until after classes start. Students are charged additional fees (hundreds of dollars) for dropping courses after drop/add ends on the 4th day of class (to pay back bright futures and there is a transaction fee.) Processing drops after drop/add require a lot more work.
    • The Associate Chair of Academic Affairs will produce the usual department student eligibility files and will email when these are available. These provide a nice summary of specific students whose eligibility needs to be checked.
    • Canvas quizzes are available for Calculus and other courses which can be used to take both first day attendance and eligibility. These are similar to our old paper forms. Any instructor can import one of them from the Canvas Commons and modify it for their own needs. Students flagged in the eligibility files can be cross-checked with the the Canvas quiz results.
    • Eligibility Requirements
      • Above Calculus: See the FSU Undergraduate Bulletin for the Department Mathematics
      • Calculus 1, 2, 3: There is a Canvas site "Org: Calculus Resources" that contains many Calculus resources including eligibility requirements for Calculus.
      • Calculus 1 and Below: There are many ways to be eligible for MAC 1114, MAC 1140, MAC 2233 and MAC 2311 at FSU. Students must take the ALEKS placement prior to the first time they take MAC 1114, MAC 1140, MAC 2233 and MAC 2311 at FSU. There are a few exceptions and more details can be found at https://www.math.fsu.edu/Undergraduate/ALEKS/ or contact the Math advisors (advisor@math.fsu.edu)
    • Ineligible students to be dropped from a course, or instructor questions regarding specific student eligibility, should be added to these shared spreadsheets for the Math advisors to process:

  12. Student Grades / FERPA
    • Instructors are required to use Canvas, for posting student grades on coursework (e.g., assignments, exams, quizzes, etc.) for student viewing. This is to protect private student data and ensure compliance with the Family Educational Rights and Privacy Act (FERPA). Because of the risk of identity theft, grades must never be posted through any other means unless reviewed by the Registrar’s Office and approved as FERPA-compliant. See Memo on Important Policies
    • Do not share any student information with parents or others. If a parent contacts you on behalf of a student, respond by asking the student to contact their instructor directly and do not confirm whether a student is in your class. In case of persistent or difficult parent contact do not hesitate to contact the Associate Chairs of Undergraduate Studies and Academic Affairs.

  13. Advising Students Who Want to Add Your Class
  14. All of our Calculus classes, and many other classes, are very full, with few or zero seats available.
    • Do not collect lists of students wanting to add your course. Do not promise students that they can be added to your class. Do not respond to students saying you would love for them to be in your class (students will take this to mean that they can be in your class).
    • Be neutral and tell students they need to email the Math advisors (advisor@math.fsu.edu).
    • Only the Math advisors have the super power to add students to a class and they will not necessarily add students because you request it. Other students may have priority. Many classes have many students trying to get in.
    • The MAC 2311 courses are limited to 29 or less.
    • The MAC 2312 courses are limited to 19 or less.
    • The MAC 2313 courses are limited to 29 or less.

Have a great semester! As always, do not hesitate to reach out with questions.


Last updated August 17, 2022.