Dear Faculty Colleagues,
We are writing about the final exam period, end-of-semester assignments, and self-scheduled exams.
Grade policies
Grading policies are found in Section IV.D of the Faculty Handbook. We include here some relevant sections that were voted into effect by the faculty as a reminder of the current policies (emphasis added):
IV.D.3. Completion of Student Work in Courses
Work in all courses, including independents, must be completed by the last day of classes, so that faculty can grade papers and students can study during the review period before exams.
IV.D.4. Cumulative and/or Integrative Assignments/Examinations
It is essential that some substantial component of the work in every class be cumulative and/or integrative in nature. One way this expectation may be fulfilled is by one or more in-class examinations (midterm or midterms) and a two-hour final examination. Alternatives to this model may take many forms, including (but not limited to) take-home exams, reflective essays, individual or group projects, research papers, oral presentations, or multiple, small, in-class examinations.
It is expected that every class, with the exception of senior seminars, will have one and only one major assignment due or exam take place at the time set by the registrar for the final exam. All other coursework must be submitted by 5 p.m. on the last day of classes. The Office of the Associate Deans of the Faculty provides administrative support for self-scheduled exams.
As faculty design their final assignments, they should be mindful of students' final-exam-week workload.
Please keep these policies in mind so that students can prepare appropriately for their end-of-semester work (and, to reiterate what is above, please note that cumulative and/or integrative assignments due during finals week must be due at the time set by the registrar for the final exam).
It is a general rule that a student who has three final examinations scheduled in a single day has a right to request that they be allowed to take one of them at a different time. This is usually accomplished informally with a request to one of the instructors involved. In some cases the student may ask their administrative dean to intervene with the instructor(s), and faculty members are asked to cooperate with such a request. If the problem cannot be resolved in this manner, it will be referred to the dean of academic and curricular affairs, who will determine which of the student’s three examinations will be rescheduled.
Except in the unusual case of a student having three examinations scheduled in a single day, however, students are expected to take the final examinations in their courses at the regularly scheduled times. Students should not make end-of-semester travel plans prior to the publication of the final exam schedule (or should schedule travel for after the end of the final exam period). Faculty members are strongly discouraged from giving “make-up” or special final examinations for students except in very unusual cases and for compelling reasons.
It is requested that faculty members inform a student’s administrative dean if the student fails to appear for a scheduled final examination in a course.
Grades for seniors are due by 9 a.m. on Monday, May 13. Grades for all remaining students are due by 9 a.m. on Tuesday, May 21, by 9 a.m.
Options for final exams
• In-class exam due at the time the registrar dictates
• Take-home exam which references the honor code and code of student conduct, also due at the time the registrar dictates
• Self-scheduled exam, flexible timing throughout the week; faculty must sign up for proctoring time
As noted in a communication before the start of the term, our obligations as instructors extend beyond the last class through finals week, so independent of the exam approach, you should be on campus and accessible to your students until all work is completed.
Faculty who give a traditional final exam may schedule the exam at the time set by the registrar or take advantage of the Academic Honor Code and offer a “take-home” exam due at the time set by the registrar for the final exam.
Another option is to offer a self-scheduled exam using the process described below and on the attached “self-scheduled exam guidelines for faculty.” The decision to allow students to take exams via “take-home” or the self-scheduled exam process is a course-by-course decision made by individual faculty members. Faculty members are not obligated to allow “take-home” or self-scheduling and may choose to offer different approaches for different courses.
Instructions for self-scheduled exams
The Office of the Associate Deans of the Faculty will continue to support centralized administration of self-scheduled exams. Due to recent concerns about academic honesty and exam room protocols, the AAB adopted the following:
While broader honor code issues are being discussed, AAB recommends that we require each faculty member using deans’ office administered self-scheduled exams to sign up for a two-hour slot where they will serve as an exam room proctor. Those faculty who choose to give self-scheduled exams will be asked to identify a slot when they can proctor.
Please see the EXAM TIMES as well as detailed instructions for faculty and students. Note the following procedures, which may be relevant in deciding to use deans’ office self-scheduling:
- 1. If you would like to give self-scheduled exams this term with help from the deans' office, you must let Cassidy Rodman (crodman@colgate.edu) know the course numbers, enrollments, and what times you would be available to serve as an exam proctor by Wednesday, May 1.
- 2. Faculty should provide the following to Cassidy Rodman in the deans’ office (105 McGregory Hall) no later than 10 a.m. on Wednesday, May 1:
- Exams with correct color cover page (see faculty instructions)
- Blue books for the entire class (if needed)
- Two class lists (with photos)
- Cell phone number in case of any issues regarding the exam
- 3. Students must pick up exams at the Clark Room in J.C. Colgate Hall and will be directed to the Hall of Presidents to take their exam. There will be a monitor in the exam room and students will sign in and out. Exams will be returned to the monitor at the Clark Room. Since faculty are required to serve as proctors if they give a self-scheduled final, there will be a faculty proctor present for most of final exam week. However, as not all faculty give self-scheduled finals, it is likely that there will be times when no faculty proctor is present in the exam room.
- 4. These procedures are meant to support faculty who offer self-scheduling for all students in a course. We ask that faculty make separate arrangements for cases where individual students are taking make-up exams.
- 5. Faculty may allow use of calculators in the exam room: no other electronic devices are permitted. Please make this notation clear on the cover sheet accompanying your exams. Faculty will need to make separate arrangements for exams or students where computer or internet access is required.
- 6. We ask that faculty offering self-scheduled exams make every effort to be in town throughout exam week. Faculty are expected to pick up all final exams by Friday, May 10, at 4 p.m. at the latest. Possible issues concerning exam questions, photocopying mistakes, etc., make it difficult to administer exams for faculty who are out of town, and security concerns prevent us from mailing completed final exams to faculty.
It is important to adhere to these deadlines so that we have time to prepare the appropriate materials. Also, remember to let your division coordinator know if you will not be using your regular final exam room.
Please contact Cassidy Rodman (crodman@colgate.edu) in the deans’ office if you have questions.
Thank you,
Douglas Johnson, Dean of Academic and Curricular Affairs
Danny Barreto, Interim Associate Dean of the Faculty for Global and Local Initiatives
Christian DuComb, Associate Dean of the Faculty for Faculty Recruitment and Development