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Faculty Academic Policies

7.10 GRADUATION REQUIREMENTS
A. To graduate from Concordia University, students must meet the requirements listed in the university catalog for the year of entrance or as modified at a later date if it is to their advantage. B. Transfer students must meet modified course requirements within the total number of credits required in each area of the curriculum, as evaluated by the registrar. If a student transfers to Concordia with an associate of arts degree from an accredited institution or has met the state general education requirements all general education requirements will be satisfied with the exception of the theology requirement. C. Students confronted with options in majors in transition are permitted to take the option most favorable to meet their needs and requirements. D. A student may declare more than one major, minor, or emphasis if any two specialties have a commonality of a maximum of three courses, or one-fourth of the total credits, whichever is higher except in the case of multiple teaching licensure.] E. A student must earn a cumulative grade point average of 2.00 or above. Additionally, a cumulative grade point average of at least 2.00 is required in all majors and minors. Some programs require a higher grade point average. If the minimum cumulative grade point average is not attained in a minor, the minor will not be listed on the transcript. Students should refer to the academic catalog for further information.

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6.65 OFFICIAL OFF-CAMPUS ACADEMIC ACTIVITIES
A. When official off-campus academic activities conflict with other classes, arrangements must be made by the instructor with the approval of the department chair and dean of the college. The activities should be planned in advance and indicated on the course syllabus which is given to the students at the beginning of the semester. B. If students are to be charged, the costs should be included in a special fee for the class and indicated as such in the university catalog and on the course syllabus. C. The instructor/event leader is responsible for preparing a written notice which the students will use to communicate their absence to instructors of courses being missed. Missed tests, quizzes, and other class activities are to be made up as announced by the instructors of the classes missed. Every attempt should be made to schedule official activities at times for the least disruption of the regular class schedule.

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6.71 FINAL EXAMINATIONS
A. The final examinations schedule is determined and posted online by the registrar. B. All courses are expected to have a final exam or an equivalent experience and meet during the scheduled final exam period. C. Private music instruction examinations may be scheduled on the last day of classes of the semester or at an optional time during final examination days at the discretion of the instructor based on student schedules and with the approval of the department chair. D. Co-curricular groups are not to leave on pre-scheduled tours until after the last period on the last day of final examinations unless no group member has a final examination during the third period on the last day of final examination days. Requests for change in rare cases must be made in writing and approved by the department chair, dean of the college, and the Vice President for Academic Affairs at the time the original tour plans are in process. E. If a student has more than two final exams scheduled on the same day, the student may seek relief through procedures established by the office of the registrar.

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6.72 COURSE AND INSTRUCTOR FEEDBACK
A. Toward the conclusion of each undergraduate course, an online feedback tool will be utilized to collect student course and instructor feedback. The University will administer the process of distributing and reporting. B. Course feedback will be used for instructional improvement, curriculum development and improvement, as well as in contract renewal, peer review for advancement and tenure deliberations.

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6.73 ADOPTION OF TEXTBOOKS AND OTHER CURRICULAR MATERIALS
A. The instructor of the course is responsible for selecting textbooks and other curricular materials. The instructor is to inform the bookstore of the selection by the date announced by the bookstore. B. Textbooks used by part-time instructors are normally selected by the regular full-time faculty in the department teaching the course. The chair of the department shall approve textbooks selected by part-time instructors.

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6.76 SCHEDULE OF CLASSES
A. The preparation of the schedule of classes is the responsibility of the registrar who consults with the deans of the colleges and department chairs. B. Individual faculty members may submit specific requests for course teaching time through their department chair and dean of the college. Such requests must be approved by the department chair and meet the needs of the overall class scheduling process. C. Faculty must abide by the delivery format (e.g. online, blended, face to face) and the time slot of the scheduled course.

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6.77 CLASS SIZE
A. Class size limits must have the approval of the dean of the college and the registrar, who meet in consultation with the Vice President for Academic Affairs. B. Classes with insufficient enrollment may be canceled by the dean of the college, in consultation with the registrar and the department chair.

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6.80 TRADITIONAL UNDERGRADUATE CALENDAR CHANGE POLICY
A. Annual Academic Calendar (with no major change in format) 1. The Undergraduate Policies Committee (UPC) develops the traditional undergraduate academic calendar, following standards set by faculty as to required number of class days for each term. 2. The Vice President for Academic Affairs responds to proposals from the UPC. Other offices may be asked to review the calendar as necessary. 3. After approval from the Vice President for Academic Affairs, the UPC approves the Academic Calendar. 4. After approval, the Office of the Registrar publishes the calendar in the University catalog and on the website. B. Annual Academic Calendar (with major changes such as interim) 1. The Vice President for Academic Affairs, or his/her appointed study group, proposes a new academic calendar to the Undergraduate Policies Committee (UPC) or the UPC proposes a new academic calendar to the Vice President for Academic Affairs. 2. UPC will seek input from other offices on campus affected by a major change to the calendar. 3. After approval from the Vice President for Academic Affairs, the UPC approves the Academic Calendar. 4. After approval, the Office of the Registrar publishes the calendar in the catalog and on the website. C. Calendar Scheduling Guidelines 1. As a regular scheduling pattern, classes will be in session on the Monday and Tuesday of Thanksgiving week. 2. As a regular scheduling pattern, the fall mid-semester break will be two days (four days if counting the adjacent weekend). As a regular scheduling pattern, the fall mid-semester break should not be scheduled to coincide with the Minnesota Education Association meeting (MEA weekend) due to student recruitment efforts. 3. As a regular scheduling pattern, final exam week will include exams Monday through Thursday. 4. In the event that the last day of finals falls on Dec 21st or after, and in an effort to ensure enough break time prior to Christmas, UPC may consider taking Thursday away from Fall Break, adding Monday of finals week as a class day, and having finals occur Tuesday – Friday. (Both of these models satisfy the preference of a minimum of 14 full weeks of class.)

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6.87 ACADEMIC INTEGRITY FOR UNDERGRADUATE STUDENTS
A. Definition of Terms 1. Academic integrity is essential to any academic institution and is in keeping with the mission of Concordia University. In order to protect the rights of students, the disciplinary procedure for dealing with cases of academic dishonesty follows these broad guidelines. Violations of academic integrity include “cheating” and “plagiarism” as defined by the university’s Student Code of Conduct (SCC). 2. The term “cheating” includes, but is not limited to: (1) use of any unauthorized assistance in taking quizzes, tests, or examinations; (2) dependence upon the aid of sources beyond those authorized by the instructor in writing papers, preparing reports, solving problems, or carrying out other assignments; or (3) the acquisition, without permission, of tests or other academic material belonging to a member of the University faculty or staff (4) academic deception (e.g. fabricating data, misrepresenting sources, misleading presentations, lying) in written or oral form. 3. The term “plagiarism” includes, but is not limited to, the use, by paraphrase or direct quotation, of the published or unpublished work of another person without full and clear acknowledgment. It also includes the unacknowledged use of materials prepared by another person or agency engaged in the selling of term papers or other academic materials. B. Implementation of Academic Integrity Policies 1. The instructor will gather and document all evidence of academic dishonesty in a clear and concise manner. 2. The instructor will present this evidence to the student. 3. The instructor may prescribe academic penalties, including but not restricted to, the requirement of additional work, an assignment of a failing grade on the work in question, or failing grade for the entire course. Any prescribed penalties must be in writing. 4. The instructor will file an electronic Report of Classroom Incident Form (found on the University Portal.) This file will be shared with the Vice President for Academic Affairs’ Office. The VPAA will forward the incident form to the Dean of the college responsible for the class in which the incident occurred. The Dean will notify the student via email of the charge(s), decision, and appeal process. 5. If this is a repeated occurrence, the Department Chair, Dean of the College and the Vice President for Academic Affairs may impose additional penalties, including but not limited to dismissal from the departmental program, suspension from the university, or expulsion from the university. 6. A student has the right to appeal the charge and/or academic penalties imposed by the instructor by filing an appeal with the Dean of the college within three university business days 7. The Dean of the college reviews the form and determines if the appeal should be approved or denied. The Dean will make the decision based on information provided in the appeal; the incident is not reheard. The Dean will email the student and the reporting faculty member with a decision of the appeal and will also include information on the final appeals process to the Vice President for Academic Affairs. This response regarding the appeal is normally received within ten university business days. 8. A student has the right to a final appeal by emailing the Vice President for Academic Affairs with reasons for appeal within three university business days from the notification send date of the Dean’s appeal decision. The Vice President for Academic Affairs will make the final decision and notify the student via email along with the reporting faculty member and Dean. No further appeals will be heard.

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6.88 INSTITUTIONAL POLICY ON INCLUSIVE LANGUAGE
A. Concordia University’s mission statement commits the institution to preparing students “for dedicated service to God and humanity.” In keeping with this mission, Concordia encourages communication that shows respect for all individuals. Therefore, all members of the university community will avoid language and illustrations that reinforce discriminatory attitudes or misleading stereotypes about people. Every official university communication, whether written or oral, shall use inclusive language. B. All supervisory personnel will be responsible for assuring that this policy is followed.

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6.90 FACULTY ABSENCES
A. Instructors are expected to meet their classes in adherence with the university schedule. The instructor is responsible for planning classes missed in advance of the absence. All such absences and the appropriate accommodations must be reported to the chair of the department in advance. B. In case of an unexpected absence (e.g. illness, death in the family, traffic accident) that would cause the faculty member to miss class, the department chair and students should be notified promptly and given alternative accommodations as soon as possible. C. If the faculty member will no longer teach the course, the dean of the college in consultation with the department chair will make decisions regarding the teaching of classes and other instructor responsibilities.

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6.92 DETERMINING QUALIFICAITIONS FOR FACULTY TEACHING CREDIT-BEARING COURSES
Determining Qualifications for Faculty Teaching Credit-Bearing Courses Concordia University, St. Paul, seeking to ensure high quality instruction and stay in compliance with its accrediting bodies, will employ qualified faculty to teach credit-bearing courses. The University places primary importance on academic credentials awarded from accredited institutions. In addition to academic credentials, other competencies may be identified, as appropriate, when establishing qualifications. Faculty qualifications will be linked to the course(s) a faculty member is assigned to teach and will be initially determined by the department. Approval of faculty qualifications must be made by the College Dean and the Vice President of Academic Affairs (VPAA). The criteria for qualifications are outlined in this policy. Undergraduate Faculty Roles and Qualifications Qualified faculty members are identified primarily by credentials, but other factors, including but not limited to equivalent experience, may be considered in determining whether a faculty member is qualified. Using Credentials as a Basis for Determining Minimally Qualified Faculty Expectations for faculty credentials include the following:  Faculty should have completed a program of study in the discipline or subfield (as applicable) in which they teach, and/or for which they develop curricula, with coursework at least one level above that of the courses being taught or developed.  Faculty teaching in undergraduate programs should hold a degree at least one level above that of the program in which they are teaching. If a faculty member holds a master’s degree or higher in a discipline other than that in which he or she is teaching, that faculty member should have completed a minimum of 18 graduate credit hours in the discipline in which he or she is teaching.  If an individual faculty member has not achieved 18 graduate credit hours in the discipline in which he or she teaches, the institution may use experience as a basis for justifying its decision to assign the individual to the courses taught. See the following subsection for how experience may be considered in determining faculty qualifications. Using Tested Experience as a Basis for Determining Minimally Qualified Faculty Tested experience may substitute for an earned credential or portions thereof. This experience must be tested experience in that it includes a breadth and depth of experience outside of the classroom in real- world situations relevant to the discipline in which the faculty member would be teaching. Expectations for using tested experience as a basis for determining minimally qualified faculty include the following: Discipline Specific Qualifying experience must be relevant to the discipline in which the faculty member would be teaching. Minimum Thresholds The minimum threshold of qualifying tested experience is five years (10,000 hours) of experience outside of the classroom in real-world situations relevant to the discipline in which the faculty member would be teaching. Qualifying tested experience may also include skill sets, types of certifications or additional credentials, and experiences. Specific qualifications for each department are adopted and approved through the faculty governance process (See Procedures). Evaluation and Approval The faculty hiring qualifications related to tested experience are reviewed and approved through the faculty governance process. (See Procedures). Determining Minimally Qualified Faculty in the Context of Dual Credit Faculty members teaching dual credit courses must hold the same minimal qualifications as other Concordia University, St. Paul faculty (see above). Procedures Determining Credentialing Degrees Each department will determine the appropriate credentialing (masters and/or terminal), as defined above, for the courses within its department. Written justification for this determination must be provided to the College Dean. The College Dean will approve the credentialing degrees and forward to the VPAA. The VPAA will provide a final review and approval of the credentialing degree designations. The list of credentialing degrees will be reviewed every three years by the Office of Academic Affairs and updated as appropriate. Initial Determination of Qualifications 1. The Office of Human Resources will provide the appropriate forms and processes to implement this policy. 2. Prior to hiring, the department must ensure that potential faculty, regardless of full-time or part-time status, meet or exceed the criteria outlined in this policy. 3. The Department Chair/Unit Head will provide to the College Dean all relevant materials regarding qualifications. In situations where the basis for qualification is nonstandard, the Department Chair/Unit Head will provide a letter of justification providing specific details in support of that justification as well as a list of courses the faculty member is qualified to teach. 4. The Dean, after evaluating the materials and providing an approval recommendation, will submit all relevant materials to the Office of Human Resources for approval by the VPAA. 5. The VPAA will evaluate the materials and provide a decision regarding the hiring of the faculty member to teach. Ongoing Determination of Qualifications 1. The Office of Academic Affairs, through the College Deans, is responsible for ensuring ongoing compliance with this policy and with the University’s accrediting agencies. The College Deans will conduct review of at least 1/3 of the teaching faculty every year. The annual review will be submitted to the VPAA for review. 2. The deans of each college will notify the appropriate Department Chairs/Unit Heads of any faculty member who appears to be out of compliance with qualification guidelines. 3. Department Chairs/Unit Heads, once notified, must provide a letter of justification and any supporting documentation. The letter of justification will provide a sound argument for qualifications and will provide specific details and documentation in support of that justification. 4. The College Dean will review all letters of justification and supporting materials and will make a recommendation to the VPAA. The VPAA will make a determination on the faculty member’s qualifications to teach. 5. The College Dean, the Department Chair/Unit Head, will be notified in writing of all decisions. Maintaining Faculty Files An official file on each member of the faculty must be maintained by the appropriate dean’s office. The faculty file will include up-to-date information describing the qualifications of the faculty member (i.e. test experience documentation, copies of certificates, licenses, etc). The Office of Human Resources maintains an employment file that includes faculty transcripts. Updated Curriculum Vitas (CVs) will be submitted to the Department Chair/Unit Head and to the College Dean each academic year. College Deans will annually submit updated CVs to the Office of Academic Affairs. This policy is informed and utilizes language from the following Higher Learning Commission (HLC) policy document: Determining Qualified Faculty through HLC’s Criteria for Accreditation and Assumed Practices – March 2016

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6.95 FACULTY AVAILABILITY AND RESPONSIVENESS
Faculty know their teaching schedules and other duties best and are responsible for setting and then communicating their availability and responsiveness standards accurately, clearly, by appropriate means, and in a timely manner. Including standards in course syllabi and/or on course management systems is expected. Faculty who assume administrative workload as a portion of total workload should also apportion to those duties priority in relation to the proportion of workload allocated by the university but keeping their faculty responsibilities of teaching, research, and service to church and community as a top priority. [Rationale for changes (Not part of policy) Faculty availability and responsiveness is a key to student success and satisfaction. Over time, there have been advances in electronic means of communication that have altered student and faculty opportunities and preferences for communication. Email, voicemail, electronic course management systems, and online calendars are regularly used and other new forms of electronic communication including social media are becoming more common. New accreditation and governmental standards for student learning have been implemented that update the old notion of seat time for students and standard office hours for faculty. The goal is for faculty to be reasonably available and reasonably responsive to the needs of students at the university. It is understood that with the wide variety of students, programs, and delivery methods, individual faculty standards will vary by what courses are being taught, what format they use, and what student needs are being served. Administrators and staff should be respectful of faculty teaching loads when planning meetings and other university work. ]

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6.98 ACADEMIC ADVISING
In view of the benefit of faculty insight into curricular matters, tenure-track faculty will be involved in the academic advising of students. Particular involvement shall  be determined by deans, department chairpersons and advising professionals in a way that serves students well and is equitable to faculty.

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6.99 HONORARY AWARDS
A. The Faculty of Concordia University through the proceedings of the Faculty Senate may identify and approve candidates for honorary doctorates and awards. Members of the faculty and the administration are encouraged to identify and nominate potential candidates, using the “Honors Nomination Form” (Faculty Handbook 6.991), throughout the year. B. The Honorary Awards Committee, a standing committee of the Faculty Senate, will administer the selection process. C. Nominations and final selection shall be guided by the following criteria: Candidates, depending upon their nominated honor, shall have been effective and exemplary ● in fostering objectives compatible with the mission of this University ● in utilizing a professional and/or scholarly approach ● in exercising leadership ● in being of service to many individuals D. Doctoral degrees may be granted in the following areas: ● Doctor of Letters – Individuals who have been active as pastors, educators, artists, writers, etc. ● Doctor of Humane Letters – Individuals who have been active in philanthropy, community service, and lay leadership (church, civic), etc. ● Doctor of Laws – Individuals who have been active in government, business, etc. E. The Aeterna Moliri award may be granted to individuals who have “built for eternity,” being especially effective in the spread of the Gospel and extending the work of the church. These individuals may already have an earned or honorary doctorate. F. Final approval of the candidates shall be made by the Faculty Senate in accordance with the Bylaws.

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6.991 HONORS NOMINATION FORM
Concordia University awards a small number of honorary degrees and awards each year at Commencement. Past awards have included Doctor of Humane Letters, Doctor of Laws, Doctor of Letters, and the Aeterna Moliri Award. Please consult Faculty Policy 6.99 Honorary Awards for specifics about the honorary award process and criteria. Nominated Honor: __________________________________________________________________________________ NAME OF PROPOSED HONOREE: ADDRESS: CURRENT POSITION: PAST POSITIONS (If possible, please attach a brief biography or other supporting documentation): PREVIOUS HONORS: REASON FOR NOMINATION: Please explain in detail why you are nominating this individual for an honorary award. POTENTIAL SOURCE OF ADDITIONAL INFORMATION: Name of Nominator(s): Date:

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