New Business —

Draft Minutes for approval at next meeting 

Possible policy amendment for “non-standard, short-term, in-person courses occurring in the second eight weeks of semester: 

• Most eight-week courses are online, but a small number are held in-person.
• The majority of  “in-person” eight-week courses are scheduled in centrally managed classrooms and therefore moved “online” during the last week of the class to free up these rooms for final exams.
• Departments using their own space can reserve their departmental space and allow courses to remain in person. However, for centrally scheduled spaces, it will likely be needed for finals. 
• This practice has caused confusion from instructors wishing to remain in-person through the final week of their course. 
• A review showed the number of courses affected is small. Room scheduling is a challenge, but it’s feasible if strategic.
• Currently, there is no formal policy governing how non-standard courses that overlap with finals week should be handled. 
• Casey checked with AAU colleagues regarding how this is handled in their areas, and they allow classes to meet in-person. 
• It may be helpful to have details incorporated into the policy to provide guidance on this. Casey is open to feedback and suggestions. 
• One way: If typical class meets Monday – Thursday 8:00am – 9:30am, their last class would be on Thursday, 8-9:30am with their final on that day. 
• This is primarily for 8-week courses in the “second” half of the semester since those are the ones that overlap with final exams week. Currently, it can potentially impact about 30 classes. 

Policies are written for standard 16 weeks so there can be other situations that arise with non-standard classes. An amendment to address these non-standard courses would fall within USRR near the standard final exam section. 

The committee decides to take some time to review and provide feedback and will reconvene to come with up policy language. 

Student-Athlete travel during final exam week

• The committee discusses student athletes that may need to travel and compete during final exam week. 
• Previously, calendar exception requests have been submitted each semester on behalf of potential student-athletes that may need to travel for NCAA competitions. 
• Would this be needed – it seems to fall under the excused absence policy, but there may be concerns about instructors not allowing the final exam absence. Instructors can have challenges knowing how to navigate, or when students should make up their exams. 
• The University Calendar significantly influences NCAA scheduling for student- athletes. NCAA competitions are typically not supposed to be during university finals week but there are differing academic calendars across universities, so conflicts can occur especially with championship events. 
• The committee had previously received an exception request for a big choir event. 
• Does there need to be alignment between excused absence and exam policies. 
• Shayla will obtain additional information at the Athletics Committee meeting and will send out poll for next meeting. 

Meeting adjourned.