4.3 Other Academic Policies
4.3.1 Cancellation of Classes
A class in which fewer than six students register may be canceled by the academic deans after consultation with the registrar and department chair. If a class is canceled, the instructor scheduled for the course may be asked to take an alternative teaching assignment, an overload in another semester, teach in a summer session, or take on a non-teaching assignment for the department or college.
4.3.2 Conflicts Between the Schedules of Music Ensembles and Natural Science Laboratories
The following guidelines were prepared to give departments and instructors direction in avoiding and resolving conflicts between science laboratories and music ensemble rehearsals and performances. The policy affirms the idea that music ensembles should be available to students in the natural sciences which involve laboratory work.
The policy assumes that it is the responsibility of the instructor rather than the student to resolve the conflict, if the conflict is not due to the student's arrangement. The policy was developed cooperatively and approved by ensemble directors and the Science Division Executive Committee
4.3.2.1 Suggested policy regarding conflict of regularly scheduled laboratories and rehearsals.
- The Science Division departments should attempt to schedule some lab sections of multiple section courses at times that do not conflict with scheduled music ensemble rehearsals. During registration, student members of the music organizations should attempt to schedule laboratories that do not conflict with the regular rehearsal schedule and Science Division departments should attempt to accommodate these students in those sections.
- In those cases where a regularly scheduled laboratory conflicts with a regularly scheduled rehearsal, the student should be excused from rehearsal one day per week. These conflicts should occur infrequently and when such conflicts do occur, they should be confirmed by the two instructors involved.
- The student should not be required to resolve the conflict other than do all that is possible to avoid scheduling such a conflict.
4.3.2.2 Suggested policy regarding conflict of unscheduled laboratory time with regularly scheduled rehearsals and extra rehearsals and performances with regularly scheduled laboratory times.
- In cases where laboratories are extended beyond the regularly scheduled period, students in music organizations should be free to leave the laboratory to attend the rehearsal. These students should be permitted to complete the laboratory work at another time.
- Scheduling of extra rehearsals or performances during the academic day should be avoided. However, when it is necessary to schedule them during the academic day, the music instructor should contact the laboratory instructor for an excused absence. If the laboratory instructor cannot honor the request, the student should be excused from the rehearsal or performance.
The above policy should be applied uniformly to all students.
4.3.3 Preparation of Classroom Materials
A professor normally is expected to prepare materials which are related to the courses which s/he teaches as part of his or her regular teaching load. That is to say, the preparation of materials for one's own class is the responsibility of the professor as part of the regular workload; s/he does not receive special remuneration for this work.
Whenever a professor is engaged in the preparation of materials to be used by the department or a number of professors in the department, this work normally is to be accomplished by means of a reduced load during the regular academic year.
If materials are to be prepared for the department or for a number of members in the department and it is not possible to reduce the teaching load of any member of the department during the regular academic year, the work may be done in the summer and the person doing the work compensated for it. Normally, the compensation shall be related to the summer session pay schedule.
Whenever the materials prepared for the department are of such a nature as to constitute a required part of the course materials, students should be asked to pay for them as a means of defraying the costs of production.
All classroom and laboratory supplies and materials used by students for a course must be purchased through the Bookstore or requisitioned by the instructor through the Financial Services Office. No instructor may assume the responsibility for accepting payments for materials and supplies used by the students in the classroom or laboratory.
4.3.4 Faculty Access to Student Records
Faculty access to student records is regulated by the Family Educational Rights and Privacy Acts of 1974. That policy is summarized in Chapter 6, Section 6.11.
4.3.5 Faculty Absence from Campus
Faculty members are requested to leave their address with the department chair and department administrative assistant when they are absent from campus for more than a week.
4.3.6 Complimentary Textbooks
The Professional Status Committee recommends the following guidelines regarding the acquisition and disposition of complimentary copies of textbooks:
- Faculty members should only request copies of books and materials that they are in a position to adopt.
- Requested complimentary copies of textbooks should not be sold to persons or organizations, including solicitors or used-book dealers.
- When a complimentary textbook copy is no longer useful, individual should donate it to another person, a nonprofit organizations, e.g. a library, or return it to the publisher.
- The campus bookstore will not sell marked complimentary copies of textbooks.
- Library or departmental sales of complimentary textbooks are permitted where the amount charged for the textbook is nominal.
4.3.7 Use of Student Assistants
Students should be assigned to do meaningful work in the department, i.e., work which contributes to the functioning of the department. The students should not be assigned work which requires qualifications expected of a faculty member. Students should not be:
- assigned tasks which are the private nonprofessional work of a faculty member;
- employed as graders of tests or major papers;
- required to work more hours than their academic schedule permits;
- paid for tasks for which they also receive academic credit; or
- employed as research assistants for individual faculty research projects unless supported by funds outside of the instructional budget.
4.3.8 Facility Use
If a Calvin department or organization co-sponsors an event with an off-campus organization, there will be no charge for use of facilities. However, any expenses associated with the event (technical staff, ushers, security for parking, signs, food service, etc.) will be charged to the account of the department sponsoring the event.
Calvin staff and full-time students may use Calvin facilities for one-half the normal rental rate. Reservations must be made through the Office of Conferences and Campus Events. The event must be for immediate family and personal use and cannot be applied to use by extended family or organizations of which the staff person is a member.
4.3.9 Smoking
Calvin College does not permit smoking in any campus building.
4.3.10 Clarification of Policy Regarding Early Departures for Academic Break Trips
As a matter of principle, students should not be forced to miss classes in order to participate in a college-sponsored tour during Spring Break or other academic recesses. Groups such as music ensembles or athletic teams should not depart campus before the scheduled end of classes prior to a break (or the last period in which a member of the group is enrolled for a class, if this would allow for an earlier departure).
Exceptions to this rule may be permitted if an earlier departure is essential to guarantee timely arrival for a scheduled performance, event, or competition. Special care should be taken, however, not to schedule events that would necessitate a departure prior to noon on the last day of classes.
All exceptions require the approval of the academic dean and, in the case of a pre-noon departure, of the provost as well as academic dean. Requests for exceptions, including rationale, must be submitted in writing to the appropriate dean at least one month prior to the anticipated date of departure.
Instructors in affected classes must be provided with written notification by the chair of the department involved in the tour, or his/her designated representative (e.g., athletic director, coach, ensemble director), at least two weeks prior to departure. Such notification should specify the authorized time of departure and the date on which the request for early departure was approved by the academic administration. An instructor who has been properly notified may not penalize a student for missing work due to the required absence from class; however, it will be the student's responsibility to make alternate arrangements with the instructor regarding such missed work.
4.3.11 Guidelines for Summer Music Ensemble Tours
4.3.11.1 Applicability
These provisions apply to tours that are scheduled outside the regular academic year, that are not official college functions, and on which student participation is voluntary. (They do not directly apply, for example, to Spring Break tours organized in conjunction with the College Relations Office.)
4.3.11.2 Approval Procedure
A faculty member who wishes to organize a tour must notify the department chair of his/her intention as far in advance as possible. The chair may consult with colleagues to ensure that the proposed tour does not conflict with departmental priorities; normally only one such tour will be authorized for a given summer. The department chair must notify the college administration (i.e., academic dean) of the proposed tour before granting final authorization to proceed.
4.3.11.3 Funding
Tour expenses are solely the responsibility of those who participate; no college funds will be used. Any group fund-raising project(s) must adhere to the Internal Fundraising Policy of Calvin College, dated July 11, 1996. Policy guidelines are available in the Development Office.
4.3.11.4 Conduct
Any tour involving a Calvin ensemble identified as such is subject to the general behavior guidelines set forth in the student and faculty conduct codes. The faculty member(s) directing the tour is/are responsible for ensuring that these guidelines are observed.
