Local Faculty Policies & Guidelines

Content

Archiving
Attendance
Cancelling and rescheduling classes
Course evaluations
Deadline extension requests
Directed studies
Expense claim
Grading
Web Grading Instructions
Incomplete grades
Guest lectures
Low-enrollment classes
Missed Deadlines/exams
Plagiarism
Rubrics
Student At Risk form
Syllabi
Textbooks


Archiving

For assessment and accreditation purposes, Webster University archives all student assignments/tests/papers/projects that are worth at least 20% of the final grade. Digital assignments submitted through Canvas are automatically stored in Canvas’s database. Hard copies have to be submitted to the library as soon as the course is finished.


Attendance

It is the instructor’s responsibility to keep track of student attendance through Canvas. You may mark them as present, absent or late. There is no option for marking them as absent with permission, but you may use the attendance badges to take notes on their attendance record. Please, remember to set roll call attendance as an ungraded assignment so that it does not directly affect the students' final grade. Notice that attendance records will be spot-checked by the department coordinators at the end of each term/semester.

Notice that students are expected to attend every full class session. Class attendance and participation contribute significantly to the final grade of each course.  If a student misses a class because of an urgent reason (illness, family emergency etc), (s)he must notify the instructor in writing in advance and make up the for missed work before the next class session. Any missed class-time will affect the final grade unless excused with a doctor’s note or other relevant documentation.  Arriving late for class or leaving early will be considered a partial absence and can also affect the grade for the course.

The policies in the links below (also reported on each syllabus) apply when students miss class without providing a valid reason. 

UNDG attendance policies
GRAD attendance policies


Cancelling and rescheduling classes

If you need to cancel a class, please, notify your students (you can retrieve your class list through Connections http://connections.webster.edu/, including email addresses), and inform your Department Head and reception reception@webster.nl immediately. Notice that you are responsible for making arrangements with the students to schedule a makeup class and ensuring contact hours requirements are met (32 hours for undergraduate courses, 36 hours for graduate courses).


Course evaluations

Student and faculty course evaluations are conducted online through CoursEval at Webster University, the Netherlands. You can log in with your Connections/Canvas username and password. Students and faculty receive several reminders about two weeks before the end of classes, including a link to the online survey page. During your last or next-to-last lesson (or both), please share the link with your students, then leave the classroom and give them about 10 minutes to complete the online evaluations through their own mobile/laptop/tablet.  Webster University values the quality of the student learning experience; course evaluations offer students a unique opportunity to provide teaching staff, faculty and University management with constructive feedback to improve the overall quality of education. Your cooperation is highly appreciated.


Deadline extension requests

Extensions can only be granted where there are clear medical and/or personal circumstances that have affected a student’s ability to submit coursework on time. Instructors are only allowed to grant extensions of up to 3 days. Further extensions require prior approval of the Department Head and can only be granted under extenuating circumstances. Students must write an email to the department head responsible for the course and copy the instructor in their request. Department heads will copy the instructor in their answers to students, as well as their advisor, and the registrar, in case the extension has an impact on the final grade. Submission of formal supporting documentation may be requested.


Directed studies

A directed study is a one-to-one tuition with possibly 2 or 3 meetings (for a minimum of 6 contact hours per student). It should allow the student to cover the materials normally studied for the course through self-study. The purpose of the Directed Study is usually to present a paper/project which the student writes and researches at home. The instructor is asked to submit a shortened syllabus for the directed study, usually based on an existing sample syllabus of the course, in which all learning outcomes are covered. Directed Studies will be arranged when a student needs the course (only core courses) in order to graduate, but the course has not been scheduled. Please, check with your department head for more details on the format of and compensation for directed studies.


Expense claim

Webster reimburses any transportation costs reasonably incurred in the proper performance of the Services upon submission of a Faculty expense claim and up to a maximum of €200 per course. This applies both to graduate and undergraduate courses. If you travel by public transportation, you need to include an original travel report showing your expenses to and from Webster along with the form. If you travel by car, you need to indicate the distance covered to and from Webster, and your expenses will be reimbursed at a standard rate of 0.19 euro cents per kilometer. Any other expenses pre-approved by Department Heads will be reimbursed upon submission of a Faculty expense claim (including all original receipts). All payments of expense claims will be done at the end of the semester (semester classes) or term (term classes). Notice that you need to download the expense claim form, fill it in, sign it and submit to your Department Head directly for approval as soon as the course is over.

Please download here: Webster_Expense_Claim_Faculty


Grading

Instructors are encouraged to use several tools to assess the students ‘development and calculate final grades. An average course typically includes active participation (± 15% of final grade), a midterm exam and/or paper (± 25%), presentations (±20%), homework (±15%) and a final exam and/or paper (±25%).  Notice that the number, type and weight of these tools may vary according to the specific nature of the course. Please, check with your department head if you have any questions.

Academic grading at Webster (and throughout the United States) commonly takes on the form of letter grades. Grades are first calculated in percentages and then converted to letter grades. Please, see conversion tables below (also reported on each syllabus):

Grading & Conversion table


Web Grading Instructions

https://www.webster.edu/faculty/faculty_resource_guide/course-administration/web-grading-instructions.html

In case you have any questions on grade submission, please, get in touch with the Site Registrar, Selma Zaghow zaghow@webster.nl.


Incomplete grades

Notice that incomplete grades cannot be assigned without previous approval of the Department Head for any reasons. By the end of the grading week for each term, faculty should grade students based upon the percentage of course work completed to date, using a Zero (0) for any exams/ assignments that have not yet been completed. Should students not be able to submit assignments on time for a valid reason, faculty will be able to change their grade as soon as compelling evidence of this validity is provided.


Guest lectures

Guest lectures are desirable, but both for academic and budget reasons, please, always check with your Head of Department before making any arrangements.

Notice that Webster does not provide any monetary compensation for guest speakers. However, a small gift can be arranged, as long as the request is forwarded to Margreeth van Diepen diepen@webster.nl, Academic Support Officer, at least one week in advance. Please, include the Department Head’s written approval in your request.


Low-enrollment classes

A low enrollment class takes effect if a core course has been scheduled but there are not enough students to run it as a full class (i.e. less than 5 students). Instructors need to ensure at least 50% of the contact hours, namely 16 hours for undergraduate courses and 18 hours for graduate courses.

Low-enrollment classes should allow students to cover the materials normally studied for the course through self-study. The purpose of low-enrollment classes is usually to present papers/project which the student develops and researches at home. The instructor is asked to submit a shortened syllabus, usually based on an existing sample syllabus, in which all learning outcomes for the course are covered.  Please, check with your Department Head for more details on the format of and compensation for low-enrollment courses.


Missed Deadlines/exams

Instructors cannot accept students' work after the prescribed deadline. If a student missed an exam or a deadline, instructors may grant an extension of up to 3 days. Further extensions and test rescheduling require prior approval of the Department Head and can only be granted under extenuating circumstances. Students must write an email to the department head responsible for the course and copy the instructor in their request. Department heads will copy the instructor in their answers to students, as well as their advisor, and the registrar, in case the extension has an impact on the final grade. Submission of formal supporting documentation may be requested. If a student fails to show up for final examinations without requesting an extension following the above procedure, the instructor will assign a “F” grade for failure to complete the coursework on time. 


Plagiarism

Webster University strives to be a center of academic excellence. As part of our Statement of Ethics, the University strives to preserve academic honor and integrity by repudiating all forms of academic and intellectual dishonesty, including cheating, plagiarism and all other forms of academic dishonesty. Academic dishonesty is unacceptable and is subject to a disciplinary response. The university reserves the right to utilize electronic databases, such as Turnitin.com, to assist faculty and students with their academic work.

In most cases, the instructor will address issues of academic dishonesty within the confines of the student's course. The instructor may choose an appropriate consequence, including the following options: a written warning; the assignment of a written research project about the nature of plagiarism and academic honesty; a reduced grade or partial credit on the assignment; the requirement that the student redo the assignment; or the issuing of a failing grade for the course. Notice that the Writing Center can support instructors in the process by organizing individual workshops for students on plagiarism. For more information, please, get in touch with the Writing Center at writingcenter@webster.nl.

For more information on plagiarism and the best practices for preventing it, please, see the Tips for Grading Written Assignments

If you have any further questions or are unsure of how to deal with a plagiarism case in your class, please get in touch with your department head for assistance.


Rubrics

Faculty are strongly encouraged to use rubrics to grade student assignments as well as their performance in the classroom. When compared to grades, rubrics measure, in a more detailed way, what knowledge and skills students possess relative to the subject they are studying. See example :writtencommunications

Using a rubric provides several advantages to both instructors and students. Grading according to an explicit and descriptive set of criteria that is designed to reflect the weighted importance of the objectives of the assignment helps ensure consistency in the instructor’s grading standards and reduce grade disputes. Furthermore, rubrics can reduce the time spent grading by allowing instructors to refer to the rubric description associated with a score rather than having to write long comments.

Your Department Head can provide you with an existing set of rubrics and/or assist you in building up your own rubrics. You may also check the official GCP rubrics from Webster St. Louis, available here https://www.webster.edu/global-citizenship/documents.html and/or look for a free online rubric maker. 


Student At Risk form

Providing timely and targeted support to students is a key part of student retention. As an instructor, you are in an opportune position to monitor your students’ academic achievement, attendance, class preparedness, adjustment issues, changes in mood, and more.

This optional At Risk Form notifies the Academic Advising team of students in your courses who may be struggling throughout the term. It allows the team to collaborate with you and other support services on campus to promptly assist students by connecting them with appropriate resources to get back on track. Early detection of students who are at risk will improve retention and student satisfaction at Webster Leiden.

When you recognize a student might need additional assistance, you may follow these suggested steps:

  • Contact the student in person or via email. – If there is a visible struggle such as low attendance, you can open up a conversation about why the student has been missing classes. If there are more general concerns, you can ask whether the student would like to talk about how he/she is doing in class, or express your concerns objectively.
  • Please give the student at least 24-48 hours to respond. The goal is to establish trust between you and the student whereby they feel comfortable engaging faculty.
  • Follow-up – If the student replies, you can try to define a plan to get him/her back on track in your course. This can involve weekly email check-ins, make-up homework, or whatever best fits your course structure.
  • Unable to contact student, or reoccurring problem - If the student does not respond or you feel additional support is still needed, you have the option to fill out the At Risk Form. By filling out this form, you will generate an email to the student's assigned advisor for follow-up. Please inform the student that you wish to support him/her via a referral before submission. Do note that information in this At Risk Form is accessible to advisors and referred academic support team members.

Link to Student at Risk Form


Syllabi

All course syllabi are created and managed through the Concourse Syllabus Management Tool across the Webster University network.  Concourse, which has been used by the Walker School of Business since 2013, allows faculty members to work with a syllabus template for their courses that allows the university to provide consistent information about policy, resources, and course information (such as the description and outcomes). This allows students to obtain easy access to the information they need to be successful, allows faculty members to focus on the instructional components of their course, and provides departments with tools for tracking and sharing syllabi over time.

You can access Concourse through the following portal. Notice that Concourse has been integrated into Canvas; faculty and students have access to Concourse via their WorldClassRoom course home page.


Textbooks

Webster’s Librarian & Information Specialist, Tanvir Hamid hamid@webster.nl is in charge of placing textbook orders for faculty. You will be contacted about three months before each term starts and asked them to fill in a textbook order form. Before placing your order, please, always check with your Department Head whether youth textbook of choice complies with Webster’s requirements. N.B. =Make sure you place your order on time as any delay will have an impact on the availability of textbooks for students.

For Business & Management faculty only: please, notice that you need to choose among the books that have been pre-approved by the Walker School of Business & Technology. Please, check the section WSBT Faculty Course Informationin Connections http://connections.webster.edu/ or get in touch with your Department Head before placing an order with the librarian.