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Rules and Regulations: For Instructors

Absences from Teaching

Writing Program instructors are expected to meet all scheduled classes, in person, throughout the semester, including class meetings during final exam week. Legitimate absences from teaching are similar to absences excused for students; these include death or serious illness in the family, accident or serious illness of one’s own, observance of religious holiday(s), required court appearance, etc. Instructors may also miss class in order to attend a professional meeting or conference relevant to their studies or teaching.

In situations where one or more absences from teaching is unavoidable, the Writing Program has policies in place to help both instructor and students.

• If the absence is limited to a single class meeting, the instructor is encouraged to find a substitute teacher but is not required to do so. The instructor should inform his or her Course Director, Practicum leader, or (if no longer in training) Peggy Woods (assistant director of the Writing Program) about the absence. In addition, the Writing Program main office should be notified in case students call. If possible, the instructor should also communicate prior to the absence directly with the students themselves.

• If an instructor needs to miss two class meetings during the semester, whether consecutive or separate, he or she must find a substitute teacher for one of the absences and is encouraged to find a substitute for both. The instructor should inform his or her Course Director, Practicum leader, or (if no longer in training) Peggy Woods about these plans. As above, the instructor should also notify the WP main office and communicate directly with the students themselves.

• If an instructor needs to miss more than two meetings during the semester, whether consecutive or separate, he or she must contact Peggy Woods as soon as possible. In such cases, the Writing Program will work with the instructor on a case-by-case basis to cover missed classes, although TO cooperation in this situation, including advance planning about possible substitutes and other contingencies, is greatly appreciated.

(Basic Writing instructors should contact Deirdre Vinyard, deputy director of the Writing Program, regarding any absences from that course.)

For non-emergency absences, including travel to professional conferences, instructors should try to limit the number of absences, if possible, to a single class meeting.

Substitute teachers must be current or former teachers in the UMass Amherst Writing Program, i.e., someone who has taught First Year Writing here before. At the beginning of each semester, instructors should think about colleagues who could be called on in emergencies.  The first place to look, at least for TOs still in training, is the CD or Practicum group. All instructors should bear in mind, when asked to substitute, that they may need such assistance in the future.

Finally, when faced with or contemplating missing class, instructors should remember how important continuity of instruction is for our students. If the absence is planned, or if there is some advance knowledge of it, instructors should do everything possible to ensure that the absence is not disruptive to course goals, that students stay on track with deadlines, etc. TOs should establish a class email list so they can communicate reliably with students about class cancellation. Finally, TOs should stay in touch with the Writing Program staff: even if the absence is limited to a single meeting, the main office should know about the absence so it can respond to any student inquiries.

Office and Office Hours

Writing Program Teaching Associates are assigned office space in Bartlett Hall where they may hold regularly scheduled office hours and student conferences. Because of limited space, you may be sharing a desk with another Teaching Associate. Please work with your officemate to make the semester a pleasant one. We ask you to establish office hours immediately at the semester’s start, state your location and time on your syllabus, and fill out the office-hours form you will find in your mailbox. You must hold at least two office hours per week. If you decide to hold conferences in a location other than your assigned office, please notify the main Writing Program office so we can direct students to the proper location.

Class Schedules and Rooms

Under no circumstances may a teacher change the time when a class is scheduled to meet. Students at the University, especially first year students, have trouble filling their schedules. Adding to their burden would be more than unkind: it is contrary to Writing Program policy. You should also teach the class in the assigned room. Space is very tight throughout the campus, and moving into what may appear to be an open room will almost certainly cause conflicts later in the semester. If you have problems with the classroom, please report them to the office staff in 305 Bartlett. Please do not contact the Scheduling Office directly. University procedure requires the Writing Program’s scheduling representative to resolve classroom problems/issues. In the event you decide to hold one of your class meetings in a different location (for example in the library or an on-campus art galley) you should notify the main Writing Program office so we will be able to direct your students to where you are.

Policies and Deadlines

It is each Teaching Associate’s responsibility to be aware and current on all Writing Program policies. It is also each TO’s responsibility to meet all deadlines. Each Friday, the Writing Program sends by email the Writing Program Weekly “Blast.” The e-newsletter includes important information about the semester. It is your responsibility to read this e-newsletter each week.

A list of due dates for forms you will need to turn into the main Writing Program Office (305 Bartlett) over the course of the semester is located in the Appendix.

Family Educational Rights and Privacy Act of 1974 (FERPA)

FERPA is a federal law that protects students’ right to privacy in regard to any evaluation of their classwork as well as any personal information they might share with teachers. Much of what it protects is simply good, ethical practice about keeping information about a student confidential. Most relevant to our work in the Writing Program is to adhere to the following:

• Do not post grades or evaluative comments publicly. (This includes leaving papers in the hall to be picked up.) These should only be shared with the student.

• Do not share information on a student’s progress or grades with others unless the student’s permission has been granted through a signed slip available from the Dean of Students. (This includes parents, advisors, etc.)

• Do not identify students by last name on any publicly posted documents such as conference schedules on office doors or websites that aren’t password protected. (Their attendance in your class is considered private information.)

• Do not share contact information (such as emails) with other class members unless the student gives permission to do so.

The Writing Program encourages you to familiarize yourself with FERPA guidelines by going through a brief online tutorial at:
http://www.oit.umass.edu/spire/for_staff/access/ferpa/tutorial.pps.

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