Academic Policies and Procedures FY2020

Academic Policies and Procedures FY2020


Academic Policy and Procedures


Standing Committees of the University Senate


Academic Policies and Procedures (AP&P): This committee reviews and develops proposals concerning academic policies at KU, including matters such as the grading system, add and withdrawal policies, and other academic matters relating to the instructional mission of the university and is responsible for holding hearings in cases of program discontinuation.

The Committee on Academic Policies and Procedures shall be composed of five faculty serving staggered three-year terms, two staff members serving staggered three-year terms, and three students serving one-year terms. A representative of the Undergraduate Advising Executive Committee (UAEC), appointed by that group, the University Registrar, the Director of Student Academic Services in the College Of Liberal Arts & Sciences, and a representative from the Office of Graduate Studies, shall serve as ex-officio, non-voting members. [updated 8/2018 with revised membership numbers]


Karen Moeller, Pharmacy Practice (2021
Faculty: Antha Spreckelmeyer, Humanities (2022)
Faculty: Alison Gabrielle, Linguistics (2022)
Faculty: Martin Nedbal, Music (2020)
Faculty: Joe Walden, Business (2020)
Staff: Emily Gullickson (2022)
Staff: Matt Deakyne, IT (2020)
Voting, Student: Zach Thomason
Voting, Student: Luis Chavez
Voting, Graduate Student: Jenn Robinson

Ex-officio, non-voting:
Jason O’Connor, Business, Undergraduate Advising Executive Committee
Tiffany Robinson, University Registrar designee
Karen Ledom, Director of Student Academic Services in the CLAS
Amber Roberts Graham, Graduate Studies


Approved by SenEx: May 28, 2019
Approved by University Senate:  September 12, 2019

For further information or to schedule a meeting with SenEx to discuss charges or the committee’s work, contact SenEx Chair Suzanne Valdez.

  • Minutes of each meeting should be e-mailed to the Governance Office ( as they are approved.  The minutes will be posted to the Governance web site.
  • If the committee is recommending a change to university policy or rules, SenEx must officially receive that recommendation by March 24, 2020 in order to meet timeline requirements for full review by Governance.
  • Please send a report of the committee’s actions on each of the charges, as well as any recommendations the committee wishes to make concerning charges or membership for the following academic year, to University Governance, at, and submit the final report by April 17, 2020.

Standing charges:

  1. Be prepared to respond to SenEx requests for reviews of academic policy issues. (ongoing)
  2. Monitor proposals for academic program restructuring and discontinuance, hold hearings, and follow other procedures in accordance with Article VIII of the University Senate Rules and Regulations. Report issues or recommendations for action to SenEx. (ongoing)
  3. Consider input from Student Senate on desired changes to academic policies. (ongoing)
  4. FY2021 Committee – Review the University of Kansas’ Financial Exigency policy found in USRR, Art VII.  (See Governance Office for information.)  It was last reviewed by AP&P in FY16 and they did not suggest any changes at that time.  USRR 7.5.1 states that “Every five years after the official acceptance of this document by the Chancellor, it shall be reviewed by the University administration and by AP&P.  Either group may then suggest revisions to the document.”   Any changes to the policy would ultimately go to the University Senate for a vote. 

Additional charge, Oct 22, 2019:

In the Spring of 2006, the Faculty Senate Executive Committee recommended to the University Senate a new mechanism for granting exemptions from university wide academic policies.  The chancellor approved the amendments to USRR Article II. Section 2.9 of the University Senate Rules and Regulations.  This provides a student (or in some cases a person on behalf of a student) to petition for an exemption based on exceptional circumstances.   The administration and faculty both felt the decision to approve or deny an exception of academic policies belonged under the jurisdiction of the faculty.  FacEx formed a sub-committee to review the requests.  The process has been refined and changed in the last few years, but an overall review and evaluation of the process has not taken place.  Keeping in mind that each school and the CLAS have the right to review and approve or deny requests as they apply to their unique areas of study, FacEx has requested the to AP&P:

  1. Review and Evaluate the current FacEx Petition Process:    

    Possibilities to consider include:

  1. Discontinue FacEx sub-committee final approval, allowing Deans (or their designee) to approve, (still using a form), provide guidelines on how the process would work.
  2. Bypass FacEx sub-committee for specific forms of appeals (i.e. swap sections within current semester, medical withdrawal with documentation, awarding retroactive degrees,) providing guidelines on how the process would work.


Final Report:

Final Report (PDF)