Instructional Reminders for Spring 2020

Thursday, January 23, 2020

As you prepare for the spring 2020 semester, please consider the following sixteen topics:

  1. Course Syllabi:   Academic Senate Policy #F15-257 requires that you provide students with a syllabus (electronic or hard copy) at the beginning of the semester that clearly states the course requirements, in particular those assignments on which you base the final grade. It also specifies several required items for syllabi. View the policy. Please to include all Student Learning Outcomes (SLOs) for which the course is designated (e.g. GE and/or major).

  2. Office Hours:  Faculty are expected to keep regular office hours. Check with your department or program for more specific expectations. If you must miss a designated office hour, please have a note posted stating that you will not be there, so that students do not wait unnecessarily.

  3. Advising:  All majors and minors in LCA are encouraged to see a major adviser and an adviser in the Advising Resource Center (ARC) at least once a semester. The ARC is located in HUM 112 and is open from 9:00 a.m. to 5:00 p.m. M-F. Students may drop-in or make an appointment (, 415-338-1486). ARC advisers can provide information about academic requirements outside of the major and let students know about other resources (view an electronic list of resources). Please consider sharing information about the ARC with your students on your syllabus or elsewhere.

  4. Additional Support for Students:  Sometimes life presents students with challenges that interfere with their academic work. If you are concerned about a student’s well-being you can complete a report of concern or refer the student to the Action Crisis Team.

  5. Academic Ethics:  Make your expectations about academic ethics clear (e.g., appropriate use of quotations and citations, the types and amount of collaboration that are and are not acceptable in the class you teach, whether work used in another class may be submitted in your class, etc.). What seems self-evident to you might not be clear to students or may/may not be the practices in other classes. Consider providing students with a statement about the academic ethics you expect in the class you teach. View information about the College of Liberal & Creative Arts policy and procedures regarding plagiarism or other forms of cheating. A link to a PDF or Word copy of the form for reporting instances of plagiarism is located in the section titled “Plagiarism Resources” at the bottom of the LCA Faculty page.

  6. Student Conduct:  The Office of Student Conduct posts student conduct policies and procedures for addressing behavioral problems. You might find it helpful to refer students to the Student Code of Conduct.

  7. Confidentiality of Records:  The registrar's office has useful information on protecting student’s privacy.

    To avoid violations of FERPA regulations, DO NOT:

    • ever link the name of a student with that student's Student ID or Social Security Number in any public manner

    • leave graded tests in a stack or envelope outside your office for students to pick up by sorting through the papers of all students

    • circulate a printed class list with student name and student ID number or grades as an attendance roster or for any other purpose

    • discuss the progress of any student with anyone (including parents) other than the student without the consent of the student

    • provide anyone with lists of students enrolled in your classes for any commercial purpose

    • provide anyone with student schedules or assist anyone other than university employees in finding a student on campus

  8. Class Sessions and Final Examinations: Do not schedule required attendance beyond the official classroom meeting times, additional time specified in the official class schedule, and final-examination schedule assigned by the University. To require attendance outside of those official designations is not permitted, and doing so might interfere with other classes or other commitments students have made. Senate policy S19-242 states that “It is at the discretion of the instructor to determine whether there will be a class meeting during the final examination week. . . . Final exams for courses that have not met on weekends shall not be scheduled on a weekend day, unless there is unanimous consent by class members.” View the current final examination schedule for spring 2020.

  9. Classroom Etiquette:  Please be considerate of the students and teachers using the room after your class is over. Return chairs and tables to their original position, clean the boards, and relinquish the classroom when your assigned-time ends. Please do not permit students to move chairs from one classroom to another.

  10. Adding Students:  Instructors of courses that are not fully enrolled may distribute permit numbers to students, up to the limit of the course classification or room capacity, whichever is smaller. Questions about course classification should be addressed to your Department Chair or Program Director. Room capacity limits are posted in each room. For the purposes of class size, it is probably best to assume each enrolled student is in your class, at least until the second class session, even if the student is not present at the first class meeting. There are a number of reasons students might miss the first class that would be beyond their control.

  11. Wait Lists:  These lists are used during the registration process to replace students who were enrolled but dropped. Once a class meets, it is within the instructor’s discretion to determine which student(s) to add to the class roster. Information about how to secure your class roster and other information in Campus Solutions can be found at the Campus Solutions website.

  12. Dropping or Withdrawing Students and Warning about WU Grades:  Through the third week of classes, students may drop a class or faculty may drop students “who do not attend the first class meeting or do not meet the course criteria” as specified in the Bulletin. Please be aware that a WU grade is counted as an F for GPA purposes; encourage students to drop before the end of the third week if they don’t want the class to avoid a WU. After the third week of classes, faculty may withdraw a student who requests to be withdrawn for serious and compelling reasons. Faculty members enter their approval of such withdrawals in web grades, where the proposed withdrawal will be reviewed at the program and college levels. The Academic Senate passed several rules regarding withdrawals. I encourage you to include the following statement or something like it on your syllabus: “Students need to drop classes they don’t want by the end of the third week. Otherwise you might receive a WU (unauthorized withdrawal) which is equal to an F for GPA purposes. You also should be aware of the university’s and college’s rules on withdrawals which you can find at Academic Senate's website and at ARC's website under policy.

  13. Grading Options:  For classes that allow students to choose a letter grade or CR/NC grading option, students must choose their option by March 24, 2020. It would be helpful if you provide students with some feedback about their performance in class before that deadline, so they can make an informed choice about the grading option. University policy prohibits changes in the grading option after that deadline except for clerical errors.

  14. Time Conflicts in Classes:  Students are not permitted to take classes that overlap with each other in terms of time. Students need to choose classes that do not conflict with each other. Please be sure any students who are considering overlapping classes know that such enrollment will not be approved.

  15. Independent (Special) Studies:  To enroll in special studies (699 or 899), a student must have the following cumulative grade point averages: 3.00 for undergraduate students and 3.25 for graduate students. Graduate students may not include more than a total of 6 units of special studies (699 or 899) as part of their Graduate Approved Program. Students should have demonstrated their ability to work independently and their form should reflect the serious academic work that will be completed through the special studies. The special studies project must have the approval of the Instructor and the Department Chair or Program Director. Transcripts must be attached to signed forms before they are delivered to the Dean’s office.

Let's support our students and each other in all these ways. Here's to a great semester!


Susan B. Shimanoff
Associate Dean, Student and Curricular Services
College of Liberal & Creative Arts

Student and Instructionally Related Dates & Deadlines Spring 2020

January & February

Monday, January 27th – First day of instruction

Thursday, February 13th – Last day for INSTRUCTOR to DROP via class roster

Friday, February 14th – Last Day for STUDENT to ADD & DROP

Saturday, February 15th – Withdrawal period begins, see link below for LCA policy

Friday, February 21st – Last day to submit Spring 2020 Graduation Applications to the registrar

Friday, February 21st – CENSUS

March & April

Tuesday, March 24th – Last day to request CR/NC Grading

Monday, March 23rd through Friday, March 27th – Spring Recess; No Classes; Campus Open

Tuesday, March 31st – Cesar Chavez Day; No Classes; Office Closed

May & June

Friday, May 15th – Last day of Instruction

Friday, May 15th – Final day for students to complete Spring 2020 Teaching Evaluations through link in their iLearn

Friday, May 15th – Withdrawal Deadline, last day to enter online in Class Services, Grading Exceptions, see link below for LCA policy

Monday, May 18th through Friday, May 22nd – Final Exams

Thursday, May 21st – Undergraduate and Graduate Honors Convocations

Friday, May 22nd – Commencement

Monday, May 25th – Memorial Day; CampusClosed

Friday, May 29th – Grades Due @ 11:59 p.m.

Tuesday, June 2nd – Grades Available on SF State Gateway


University Academic Calendar

Registrar’s Office Dates and Deadlines

LCA Withdrawal Policy

Campus Solutions Instructions