Final Exam Responsibility
Please visit the Official Academic College Calendar for final exam dates. All final examinations should be given during the official period with the following exceptions:
- Term and flex courses – it is assumed that term and flex courses will have Final Exams during the last scheduled class meeting.
- Graduating students – grades for graduating students are due in the Gateway Office of Student Records by Noon Friday one week prior to the graduation ceremony. Therefore, Final Exams for those students must be completed and grades submitted by the date listed in the Academic Calendar. Instructors should work out a final exam schedule with those individuals involved.
- Take-home or online alternately scheduled examinations – instructors must notify the Office of Academic Affairs of the intent to administer these exams so notification can be posted on the exam schedule.
The final exam schedule is found on the Academic Calendar page under Final Exam Information.
All final exams are one hour forty-five minutes in length. The time of the final exam may deviate from the official class time. The exam schedule is to be followed as published. Any deviations from the posted exam schedule must approved by Academic Affairs. Should a class plan to meet at any time during Finals Week for a lab final or any other reason (such as a student requested review session), the meeting should be reported.
All questions or requests concerning final exams should be directed to Susan Woolard in the Office of Academic Affairs (740-364-9543) or firstname.lastname@example.org.
Grade Appeal Policy
A student may appeal the final grade (not individually graded assignments) that she or he received in a course if she/he feels that the final grade was awarded unfairly. A grade appeal must be based on one or both of the following criteria: mistake (for example, the instructor did not calculate the student‘s course point total accurately) or bad faith (for example, the syllabus notes that a lack of class participation will not affect final grade calculations, but the instructor lowers the student‘s final grade expressly because the student had failed to participate in class). The steps for appealing a final grade are outlined below. Please note: This process must be formally initiated within three (3) weeks of the final grade’s having been posted. In addition, students should understand that the burden of proof regarding an instructor’s alleged mistake or bad faith will be theirs to demonstrate.
The student should consult with his/her instructor in order to give the instructor a chance to explain the basis upon which the final grade was conferred and to give the student an opportunity to present a case for a different final grade. If no resolution can be agreed upon by the end of this meeting, then the student may proceed to Step Two.
Within ten (10) calendar days of the student‘s having met with the instructor, the student will need to meet with the Appropriate Administrator, who is generally defined as the Dean who oversees the academic area in which the course in question is housed. However, the following exceptions apply: The student will need to meet with the Nursing Programs Administrator if the appeal involves a grade in a Nursing course; or with the Program Director for Human Services if the appeal involves a grade in a Human Services course; or with the Director of the Institute for Public Safety if the appeal involves a grade in a course that is housed in a program under the umbrella of the Institute. Prior to this meeting, the student will need to submit a written summary or letter explaining the reason(s) for and providing evidence to support her/his appeal. (This summary or letter must be received by the Appropriate Administrator at least forty-eight  hours prior to the meeting.)The Appropriate Administrator will then meet with the student and faculty member in an attempt to resolve the matter. Within ten (10) calendar days of this meeting, the Appropriate Administrator will render a decision and will communicate that decision, in writing, to the faculty member, the student, and the Chief Academic Officer. The Appropriate Administrator will also forward all relevant materials and correspondence to the Chief Academic Officer.
If the student disagrees with the Appropriate Administrator’s decision, then, within ten (10) calendar days of the meeting, the student may meet (face-to-face or by phone) with the Chief Academic Officer (CAO) to appeal this decision. Within ten (10) calendar days of this meeting, the CAO will render a decision and will convey her or his decision, in writing, to the student, the faculty member, the Appropriate Administrator, the Gateway Manager—Student Records, and the Vice President for Student Life. The decision of the CAO will be considered final.
Revised October 12, 2010
Each faculty member will submit a copy (electronic or paper) of their grade book to the appropriate Academic Dean/Director at the end of each semester, or will arrange an alternative agreeable transfer of records. Listed on the cover will be the instructor’s name, the course name, number and section(s), the semester, and the year. This book will contain a record of all students, scoring of all quizzes, midterms and the final exam, and the final course grades.
If Canvas is used as the official grade book, it will be automatically archived and no copy needs to be submitted.
A grade filed with the Office of Student Records is an official record of the College. Once submitted, no grade change may be made by the faculty except in cases of clerical error. If a grade needs to be changed the Gateway Office of Student Records will require a grade change form completed by the instructor. Grade changes require approval from the appropriate Dean/Director and, in certain circumstances, the Chief Academic Officer.
To request a grade change faculty need to:
- Click here for the electronic Grade Change Form.
- Fill out the form giving a complete explanation of the reason for the change.
- After clicking on the form submit button, the form will be sent to the appropriate Dean/Director for action.
The student will be notified of the disposition by the Gateway Office of Student Records.
A student having questions concerning the correctness of the Student Grade Report must bring the concern(s) in writing to the attention of the Gateway Office of Student Records within ten days after the end of the semester. A student may appeal his/her grade(s) by following the Grade Appeals procedures.
Grade Policy on “D” Grades
To assure sufficient student progress in certain key courses within the various curricula, subject to the approval of the Chief Academic Officer, the grade of “D” may be omitted from the grading scale in a technical or basic course (OBR Classification). In such cases, a student must achieve a “C” grade (2.00) or higher in order to progress in the technology or course sequence.
Adopted by the Board of Trustees 8/16/76
Final Grade Submission
Every student on a class roster must be assigned a grade, whether or not the student attended class. All final grades must be recorded through Canvas utilizing the myCOTC block.
Click here for instructions on entering final grades.
Grades must be entered by the date specified in the official College Calendar. Grades for all courses designated as “Flexibly Scheduled” or “Term” are due by Noon on the day following the completion of the course.
Grades for graduating students are due a week prior to graduation, so accommodations for those students should be made.
Questions concerning grade reporting should be directed to the Gateway Office of Student Records. Please email questions to: Student Records
The grading system policy listed below is found in the Academic Operations/ Policies in the Central Ohio Technical College Academic Policies and Procedures found online.
The following system of grades is used in reporting and recording a student’s academic achievement: The point average is obtained by dividing the total number of points earned by the total number of credit hours attempted, excluding courses for which the grades of “W”, “K”, “R”, “S”, “U”, “X”, or “AP” are recorded;
|F (Student did not attend a class session during the entire term or attended only the final exam session for the class.) (Effective Summer Quarter 2011)
|Unsatisfactory (Student did not attend a class session during the entire term or attended only the final exam session for the class.) (Effective Summer Quarter 2011)
|Incomplete (grade at time of incomplete should be included after the I, ex. IC)
|0 points until removed;
|Articulation Agreement Credit
|Advanced Standing (through standardized AP/CLEP testing)
|Credit Equivalency for Training
|Portfolio Evaluation – Life Experience
|No grade submitted by instructor (temporarily assigned)
|0.0 points until removed;
|Withdrawal after 14th Day of the Quarter
|Denotes a course or courses involved in recalculation of averages (refer to Fresh Start and Forgiveness Rules)
The grade of Incomplete is given when, because of an acceptable emergency situation, a student is unable to meet all course requirements.
A student wishing to receive an Incomplete in a course must make a reasonable attempt to contact the instructor prior to the end of the semester, otherwise, no credit will be given toward the final grade for the work not completed.
The grade of Incomplete might be removed and another grade substituted if the student makes up the course deficiencies to the satisfaction of the instructor. A grade of Incomplete must be removed no later than noon of the sixth Friday of the semester following the one in which the Incomplete was received. If the Incomplete is not removed within the time limit, the alternate letter grade assigned by the instructor is automatically substituted. If no alternate grade has been assigned, the grade of “F” will be substituted.
The instructor may for good reason allow a student additional time in which to complete the work. A written request for an extension of an Incomplete must be submitted to the instructor and must 1) state the reason for the request and 2) propose the new date of completion (generally, no longer than the end of the semester in which the missing work is due). In addition, the instructor will need to submit the “Extension of Incomplete Timeline” form to The Gateway. Both the student and the instructor will need to sign this form or otherwise have their approval indicated on the form.
Following approval or disapproval by the instructor, the request is forwarded to The Gateway. A student receiving a grade of Incomplete enrolls in subsequent semesters of work at her/his own risk.
Note: A student receiving financial aid who wishes to receive a grade of Incomplete should first consult with a financial aid advisor, since receiving a grade of Incomplete could adversely impact the student’s financial aid situation.
Instructional Materials / Resources
Assignment of Classes
First consideration in assignment of classes is given to full-time faculty based upon criteria listed in the UF/ COTC Agreement Article VIII.A.3.
Assignment of classes to part-time faculty is contingent on the class or classes having adequate enrollment and full-time faculty having full load for the semester. For planning purposes only, the names of part-time faculty members will be placed on sections that the College expects to offer in future semesters. The placement of names on the schedule beyond the ensuing semester does not constitute an offer of initial or continued employment and may change at any time without advance notice from the College.
Evaluation of Teaching
Evaluation by Academic Administrators
Academic personnel may visit one or more classes during the semester. Visitations may be announced or unannounced. An instructor should advise the appropriate Academic Dean/Director and the Chief Academic Officer if a scheduled visit is preferred.
For evaluation information, an instructor should contact the Academic Program Office. It is highly likely the Academic Dean/Director will be in contact with each faculty member for a careful review of his/her progress.
Full-Time Faculty: Article X, of the UF/COTC contract outlines the comprehensive evaluation of full-time faculty teaching. Each Autumn Semester the Academic Affairs Office publishes a listing of faculty who will participate in an annual performance evaluation or comprehensive evaluation. Comprehensive evaluations are conducted in the year in which the faculty is up for contract renewal.
Evaluation by Students
Part-Time Faculty: will be evaluated for every course section each semester using an online evaluation.
Full-Time Faculty: Refer to Article X.4.c, of the UF/COTC contract, “Student evaluations shall be conducted for every section of every course, every semester. There will be “a window of opportunity” during which evaluations will be available for students. These evaluations shall be done online and shall include both numerical scores and narrative comments. The results of the evaluations will be sent to the appropriate designated administrator and to the faculty member, who are encouraged to review the results.”
Student evaluations are conducted through CoursEval. Faculty access to results can be found at the following link: COTC Student Evaluations
Roster Information and Verification
Roster Verification and Certification
Full-Term Classes: Faculty are required to take attendance on Day 1 of instruction and Day 14 of the semester (Day 14 refers to “calendar” days, excluding holidays).
Term and Flex Classes: Faculty are required to take attendance on Day 1 of instruction.
Instructions for roster verification and certification (click here).
Using the standard COTC format, each instructor is required to prepare a syllabus for each course section taught. Course competencies and corresponding student learning outcomes are not to be changed.
A blank syllabus template is available on the Curriculum Committee website.
The Standardized Course Syllabus is the official statement of course content. The course competencies and corresponding student learning outcomes represent the formal statement of curriculum content for the College as prepared by the faculty. In addition, the Standardized Course Syllabus communicates the expectation the instructor and the College share regarding student learning in the course. If you, the instructor, have thoughts, concerns, or questions regarding the course competencies and corresponding student learning outcomes , please share them with the Academic Dean/Director.
All instructors must post their syllabi, including class syllabus and standardized course syllabus, on Canvas. Instructions for Canvas can be found on myCOTC. Since all faculty must post their syllabi on Canvas, it can be inferred that all COTC students have access to this “distributed” copy of the syllabi by means of their access to their classes via Canvas. However, faculty are required to distribute hard copies of their syllabi to their students. All course syllabi must be posted to Canvas by day one of instruction in a given semester, term, or flexibly scheduled class and instructors must review syllabi information with their students during the first week of instruction—preferably on the first day of instruction.
Please contact the Academic Division secretary at (740) 366-9287 (non-health and non-public safety related) or (740) 366-9285 (health and public safety related) with any questions.
Textbook Ordering and Distribution
Full-time faculty are responsible for the ordering of student textbooks for their courses (including class sections taught by part-time faculty) in concert with Article XI.B.2 and Article XI.B.3 of the United Faculty/Central Ohio Technical College AFT/OFT Agreement. Text book orders are due into the Newark Campus Bookstore eight weeks prior to the start date of each semester. The Academic Dean/Director and/or Bookstore will send reminders to all full-time faculty members.
Textbook orders may be submitted online on the bookstore’s web site, sent via e-mail, or submitted on a manual order form available from the bookstore. Each order should contain the course number/title, all applicable course section names, author, title, edition, ISBN, publisher, enrollment, required text or optional text. Full-time faculty members are responsible for verifying that information is correct and are asked to work with their constituents so that all members for each technology/program area are in agreement with the order. Full-time faculty should be in contact with publisher sales representatives during selection of texts and are responsible for obtaining their text book and instructor material during the selection process.
The Division Offices will be responsible for the order and distribution of textbook desk and examination copies used by part-time faculty (in concert with Article XI.B.2 and Article XI.B.3 of the United Faculty/Central Ohio Technical College AFT/OFT Agreement).
Textbook Examination Copy Re-sale
Textbook publishers commonly forward to faculty free copies of textbooks for examination purposes. Faculty may be contacted by individuals, independent from the publishers, for the purpose of buying the free textbook examination copies. The State of Ohio Attorney General’s Office communicated to COTC that this practice is illegal in the State of Ohio. This is covered by Ohio Revised Code 2921.43, Soliciting or accepting improper compensation.
Should a COTC faculty member be contacted by an individual requesting to purchase free faculty textbooks, the individual should be informed this practice is illegal in the State of Ohio. If the individual persists, please direct such individual to the Office of Security.
Other Instructional Resources
Academic Difficulty / Early Alert
Taking action at the first sign of a student struggling academically and/or having other potential concerns is fundamental to student success. To enhance the advising process, the College has initiated a procedure for notifying the student and the advisor of the student of such difficulties.
It is strongly recommended the instructor take the responsibility of initiating a Early Alert. This will initiate assistance to the student through a team of support professionals, including the student’s Gateway Advisor, and help determine the best course of action. The earlier faculty submit a Early Alert notice , the faster the support team can intervene and assist the student. The notification of difficulty at the earliest possible date prior to the deadline date for withdrawal from courses is of particular importance.
Click here for PDF Instructions on creating an Early Alert.
Student Attendance Policy
Students attending classes at COTC may not be graded based upon class attendance; however, an instructor may base a percentage of the final grade upon class participation. Exceptions to this policy are the courses COTC offers that also must meet either state or federal guidelines (Basic Police Academy, some clinical courses, etc.). Questions concerning the COTC class attendance policy should be directed to the Office of Academic Affairs (740) 364-9543.
Cancellations / Absences / Field Trips
If a faculty member must cancel any class, she/he must immediately notify the designated supervisor’s secretary: (740) 366-9285, email@example.com, for health, human services and public safety classes or (740) 366-9287, firstname.lastname@example.org, for all other classes.
An official cancellation or change notice will be posted on the appropriate classroom door, information posted on myCOTC on the Cancelled Classes tab . If the need arises before 8:00 AM or after 5:00 PM the faculty member should contact Public Safety at 740-366-9237.
The absence of a faculty member from a scheduled class without arrangement of a Dean/Director approved substitute results in the cancellation of the class. Be advised, students are not permitted to remain in the classroom unless an approved substitute faculty member is present.
If a faculty member plans to hold class in a location other than the preassigned room, the faculty member must obtain permission for the field trip in advance from the appropriate Dean/Director and notify the appropriate division secretary.
Absences of any member of the teaching staff from scheduled service must be with prior knowledge and approval of the Academic Dean/Director and the Chief Academic Officer. Full-time faculty should refer to UF/COTC Agreement Article XIV, Leaves of Absences; and Article XV, Professional Meetings, Conferences, Workshops. Additional information may be included under Benefits and Leaves in HR Policies.
Note: a faculty member may not cancel or alter the date or time of any scheduled class period without prior written consent and approval of the appropriate Academic Dean/Director and the Chief Academic Officer.
Severe Weather / Emergency:
Classes are rarely cancelled on the COTC campuses. However, should cancellation of classes be necessary as a result of severe weather or other emergency, notification will also be posted on the COTC website and myCOTC. Severe weather and emergency Information is also available by calling 740-366-9216.
Severe weather announcements will also be made over WCLT, WHTH, WNKO, WMVO, WQIO, WTNS, WHIZ, WOSU, WSNY, WCOL, WNCI, and WTVN-AM. Announcements are also sent to the following TV stations: WCMH-TV4, WBNS-10TV, and WSYX-TV6. Due to heavy cancellation loads in Columbus, it is advisable to listen to local area stations first.
Classroom Requirements / Changes
All classroom/laboratory assignments are posted within the class listings on myCOTC / COTCconnect prior to the first day of the semester. Room locations may also be viewed via the Web Viewer Events on the COTC website.
The process for semester scheduling of classroom and laboratory space follows:
Semester room assignment for COTC classes occurs through the Office of Physical Facilities. Faculty are requested to contact Facilities at (740) 364-9616 prior to the start of the semester if they require technology or other special room amenities. Once assigned, a faculty member may not change his/her assigned laboratory or classroom without prior consent and approval from the Office of Academic Affairs, (740) 364-9543. Accommodations will be made whenever possible.
Class Time Requirement
Each faculty member is required to be in the designated classroom or laboratory during the class time assigned and listed on published schedule. It is important that classes begin and end on time. Arranged time should be clearly stated on the class syllabus.
Privacy of Student Educational Records
This page provides brief summary of student rights under The Family Educational Rights and Privacy Act (FERPA), the federal law that governs release of and access to student education records.
Student rights include:
- The right to inspect and review the student’s education records within 45 days of the day Central Ohio Technical (COTC) College receives a request for access. Students should submit to the Gateway Manager – Student Records, Dean, Director, head of the academic department, or other appropriate official, written requests that identify the record(s) they wish to inspect. The College official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the College official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
- The right to request the amendment of the student’s education records that the student believes are inaccurate, misleading, or otherwise in violation of the student’s privacy rights. Students may ask the College to amend a record that they believe is inaccurate or identify the part of the record they want changed, and specify why it is inaccurate or misleading. If the College decides not to amend the record as requested by the student, the College will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
- The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent. One exception which permits disclosure without consent is disclosure to College officials with legitimate educational interests. A College official is a person employed by the College in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the College has contracted as its agent to perform a service on behalf of the College (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another College official in performing his or her tasks. Central Ohio Technical College has designated the National Student Clearinghouse as a College official. A College official has a legitimate educational interest if the official needs to review an educational record in order to fulfill his or her professional responsibility.
- The right of nondisclosure of designated directory/public information. Central Ohio Technical College generally does not release student record information without the student’s expressed, written consent. There are, however, some exceptions. For example, Central Ohio Technical College has designated the following items as directory/public information that may be released to the public without the student’s consent:
- student’s name
- student’s major
- student’s dates of enrollment
- degrees and awards received by the student (including honors listings)
- hometown (if different from current residence) (This is new Summer 2009).
Students who do not want their directory/public information disclosed have a right to withhold the release of this information. To withhold the release of “directory information” students must complete a “change of directory information form”, which is available from the Gateway Office. Please note that COTC receives many inquiries for “directory information” from a variety of sources outside COTC including prospective employers. This also applies to graduation information. Having a “no release” on your record will preclude release of such information, even to those people, without your completion of a release of information form.
- The right to file a complaint with the U.S. Department of Education concerning alleged failures by Central Ohio Technical College to comply with the requirements of FERPA. The office that administers FERPA is: Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue SW, Washington, D.C. 20202-4605.
A copy of the FERPA Act itself, more details about your rights, and any College policies related to FERPA are available from the Student Records Office.
Office hours for full-time faculty can be referenced in the UF/COTC Agreement, Article VIII.I. Full-time faculty must announce times and locations, other than class hours, when and where a student may meet with them to determine progress or request help. An Office Hour form for display on office doors is distributed each semester by the Office of Academic Affairs. It is suggested that office hours before and after class(es) is appropriate.
Part-time faculty are not required to hold regular office hours, although office space is available. Please contact the following for information: Health Technologies, Human Services a nd Public Safety – (740) 366-9285, all other Technologies – (740) 366-9287.
If an instructor permits their students to phone the instructor at home or at an alternate place of employment, the instructor should announce this at the first class session and inform the Academic Dean/Director and the Office of Academic Affairs, since this information is not usually given to callers. Please note that all email correspondence must be sent through official COTC email addresses.
An instructor may arrange conference room space, when needed, through the Facilities Office , (740) 364-9616.
Proctoring exams is the responsibility of the instructor. If you must miss administering an exam, arrange for a colleague to be present. Staff members or students are not permitted to proctor exams or to administer make-up exams in your absence. Contact the appropriate Dean if you require assistance in finding a proctor.
Individual exams may be given on the Newark Campus by the Testing Center, Hopewell Hall Room 88. Please contact the Testing Center for more information. For extended campuses, please contact the Campus Gateway office for individual testing arrangements.
Retention of Class Work
All exams and other grade evaluation materials must be kept for at least one semester subsequent to the semester that the course was taught. Retaining the materials will allow the student the opportunity to review the basis for the final grade. Technologies/Program with special licensing or accreditation rules may need to keep materials for a longer period of time. Contact the Academic Dean or Program Director (if applicable) should questions arise.