The Family Educational Rights and Privacy Act (FERPA) of 1974, as amended, is a federal law that protects the privacy and confidentiality of personally identifiable information contained within student education records. The University of Kentucky complies with FERPA's confidentiality protections and adheres to procedures dealing with student education records and directory information recommended by the American Association of Collegiate Registrars and Admissions Officers. This law applies to K-12 as well as post-secondary education.

If you realize FERPA has been violated, immediately contact the Associate Dean of Undergraduate Affairs.

UK’s Registrar’s Office weblink for FERPA - https://registrar.uky.edu/ferpa Links to an external site.

All UK instructors are required  to complete the myUK FERPA tutorial video for course enrollment and grading access.

• Sign-in to myUK with your Link Blue Credentials
• Select Employee Self Service Tab
• Select myUK Learning
• Select “Click this link to access myUK Learning”
• Select the Learning Box
• In the “Find Learning” field type in FERPA
• Select "Federal Educational Rights and Privacy Act (FERPA) Training"
• Complete the course

Important Facts about FERPA

• Defines who should have access to student education records.
• Provides rules for disclosure of student information maintained by an institution.
• Establishes students as owners of their education records: the institution is only the custodian of such records.
• FERPA rights begin when a student reaches age 18 or enrolls at the University whichever occurs first. UK considers a student enrolled at the time of matriculation (first day of classes).
• A student education record is:
  • Any record directly relating to a student that is maintained by the institution or by a party acting for the institution regardless of storage medium.
  • Examples: advising notes, class schedule, class roster, enrollment records, exams or papers, financial records, grades, personally identifiable information (name, student ID, etc) and student employment records.
• FERPA states student record access must be limited to school officials that have a legitimate educational interest within the scope of their job duties.
• Directory information can be released on a student if the student has not opted-out of directory information disclosure. Directory information at UK:
  • Address(es), telephone number(s), email address(es), photograph, major, dates of attendance, enrollment status, degrees and awards received, most recently attended, educational institution, participation in officially recognized activities and sports, height and weight of members of athletic teams.
• If a student has opted-out of directory information release, they will have a privacy flag on their account in myUK and SAP and no information may be released about them. Simply say – “I have no records on that individual.”
• Non-directory information cannot be released to anyone other than the student or a school official with legitimate need.
• Keep in mind that visibility of information can result in unintentional release of records; you should make efforts to ensure computer monitors or papers containing student information are obscured from the view of windows, doorways, and any visitors that may come to your work area
  • Efforts should be made to ensure that computers and other devices are locked or signed-off from when not in use, even if stepping away for a short time.
  • Try to avoid utilizing personal devices to access or store student information. Devices such as cell phones, laptops and USB drives should follow best practices and require authentication and have encryption setup if used.
  • Any device used to store student information may be subject to subpoena.
  • Keep grades protected, whether in paper or electronic form. Graded materials must not be left in places accessible by others (leaving outside office door to be picked up by student).
  • Do not discuss disability accommodations or other personal information about a student in front of the class or others.
• Before confidential information can be released the student must provide documentation of consent. Student may consent to a one-time release of information through a signed written statement or through their official university email account.
• Students that would like a third-party (including parents or guardians) to have on-going access to any part of their education record must have a FERPA designee contact listed in their myUK. Current students are able to manage how their information may be released by the University of Kentucky at any time by logging into the myUK Student Portal and selecting the 'Student Services' tab. From this page, students may 'Opt Out' of directory information release and/or authorize an individual to have access to their protected information by adding them as a FERPA designee..
• Always look up a student in myUK/SAP prior to sharing any information; a student may have updated their consent status. Before responding to an email always confirm the sender’s address to ensure confidential information is not shared outside the “@uky.edu” domain.  A student will sometimes utilize a personal email address when communicating, in these situations you should not release any information and instruct the student to use their official UK email address.
• Even though you cannot always share information, you can always discuss general processes or procedures.
• FEPRA penalties can be substantial; an institution may lose access to federal funds.
• “When in doubt, don’t give it out!” – Consult with the University Registrar’s Office or the URC.

Administrative Regulation - ASA 6.1.2 requires a course syllabus be provided the first day of class (print or electronic) and be available the duration of the course.

For more detailed information you can visit these two sites: 

Provost Guidelines - https://provost.uky.edu/news/updated-syllabus-guidance-and-checklist Links to an external site. and Ombud Office information - https://ombud.uky.edu/faculty/course-policies/syllabi Links to an external site.

University Academic Calendars

The University’s Academic Calendar(s) can be found here Links to an external site..  The most current semester’s final and common exam schedule can be found at this site Links to an external site..

“Academic Holiday” means that classes are not held, nor are assignments due, on the academic holiday. If an instructor has made an assignment due on an academic holiday, it is not due until classes begin after the end of the academic holiday.

Official University holidays as established by the President, contained in Human Resources Policies and Procedures #83. Days which shall be treated as academic holidays are: Labor Day, Thanksgiving Day, the day following Thanksgiving Day, Christmas Day, New Year’s Day, Martin Luther King Jr.’s birthday, Memorial Day, Juneteenth, Independence Day and Election Day in presidential election years. When Christmas Day, New Year’s Day, Independence Day or Juneteenth falls on Saturday or Sunday, the preceding Friday or the following Monday shall be an academic holiday.

The Wednesday preceding Thanksgiving Day, through the Saturday following Thanksgiving Day is an academic holiday. The Monday and Tuesday that begin the tenth week from the start of the Academic Calendar Fall Semester are designated as Fall Break, which is an academic holiday. The tenth week of the Spring Semester shall be designated as Spring Break, which is an academic holiday.

Generative Artificial Intelligence Policy Guide

The University Senate’s ad hoc Generative Artificial Intelligence (GenAI) Committee developed guidance to use while preparing for the upcoming semester. Instructors should ensure they have a clear and concise statement about GenAI in their syllabus. Be specific about what assignments, if any, may be completed using GenAI.  The Office for the Enhancement of Learning and Teaching has an excellent website regarding AI at the University - https://celt.uky.edu/ai-resources. Links to an external site.

Inclement Weather (Unscheduled University Closings, e.g. snow days)

When the campus is closed for part or all of a day, all in-person activities during the closure time are cancelled. Asynchronous activities may be held; asynchronous activities may replace a scheduled synchronous activity if they can be completed in the same amount of time. Synchronous activities may be held only within the scheduled time slot and only if the instructor also provides an asynchronous option that can be completed in the same amount of time. Asynchronous activities may be attended or performed at a time of the student's choosing, subject to reasonable constraints.

Gatton Standards of Excellence

For undergraduate classes, we recommend courses integrate the Gatton Standards of Excellence into the course. An example of how to use this value statement is in the academic integrity or course expectation sections.

An online course recently used: “Students are expected to reflect the Gatton Standards of Excellence (full document provided in Canvas) to build a conducive learning environment for all engaged in this course. Demonstrate the core values both within the virtual Canvas classroom (such as discussion board posts) and outside the formal class space (interactions via email, text, etc. with classmates, professors, or resource providers). ”

Gatton encourages all undergraduate course instructors to upload the full document in the course Canvas shell.

  Gatton Standards of Excellence Document Download Gatton Standards of Excellence Document

Animals in the Gatton B&E building

There has been a significant increase in the number of animals in the building. This has presented several challenges for people with allergies and who are uncomfortable with dogs. Additionally, there have been issues with sanitation and damage to the facility and its furnishings. Service animals and service animals in training present minimum safety risk and do best when they do not interact with other animals. Thus, it is in the best interest of all animals, their handlers and others if the University’s policy is followed. Additionally, following the policy assists in maintaining an inclusive and welcoming environment for all members of the College.

The following language may be included in your syllabi if the class meets in the Gatton B&E building:

Animals in the Gatton B&E Building

Only service animals and service animals in training as dictated under the Americans with Disabilities Act (ADA) are allowed in academic buildings. All other animals, including support animals, are not permitted in the Gatton College. Please direct all questions to David Beach Director of the UK Service Animal program in the Disability Resource Center at dtbeac1@uky.edu .

If you have concerns about particular animals in the building or your classroom and need assistance please contact the Gatton College of Business and Economics Facility Director, Tony Day, at be-facilities@uky.edu .

A few reminders:

• Service animals are dogs that have been trained to do a specific task for their handler and are allowed in most spaces on campus. These dogs are protected by the Americans with Disabilities Act (ADA). The university supports a service animal in training program through 4 paws & Wildcat animals, these animals are welcome on campus.
• Support animals (comfort animals) are companion animals that provide therapeutic benefit to their handler. Support animals are only permitted in the residence halls where students reside. Emotional support animals may not be taken into study rooms, laundry facilities, dining halls or other buildings on campus.

What you have the right to ask a student or others about their animal in the building: 

Is the animal a Service Animal required because of a disability?  

1. If no, you can inform the person that animals not qualified as service animals are not allowed in academic spaces or contact David Beach in DRC at dtbeac1@uky.edu and he will speak with the person. If either of these occur, please report the details to the dean’s office
2. If yes, you may ask

What work or task has the animal been trained to perform?  

1. If the dog is a training dog, you may ask what group the dog is training with? If it is not 4paws or Wildcat Animals, you may ask the person to exit the building or contact David Beach dtbeac1@uky.edu.  If either of these occur, please report the details to the dean’s office.

If you enter into an exchange with an animal handler, please report the details to the dean’s office.

The Ombud’s website has the final exam information here - https://ombud.uky.edu/faculty/course-policies/final-examinations. Links to an external site.

 The most current semester’s final and common exam schedule can be found on this Registrar's site - https://registrar.uky.edu/examination-schedules Links to an external site..

All instructors must continue to comply with Title IV monitoring requirements. Reporting is required at both the beginning and end of the semester.

Attendance Verification dates for the beginning of the semester are noted in your class roll.  UK has stated:

1. If a student is engaged or in attendance at any time, they should not be dropped.
2. There is a two-day lag between notification of drop to the student and the actual system drop (to allow for correction or change of behavior).

The first week following the last day to add a course will be the monitoring period when instructors must confirm attendance or engagement. The second week following the last day to add a course will be the reporting period. If the class does not meet the first week following the add date, then both monitoring and reporting can occur during the second week.

Faculty must indicate the results of the monitoring activity by the end of the reporting period for each section taught regardless of the outcome of the monitoring process. When faculty access the Class Roll tab under Faculty Services they will be able to select all the students on the roster with one click to indicate their attendance.

For a step by step guide, please open this document -  Attendance Verification Guide.docx Download Attendance Verification Guide.docx  

In addition, for all students who receive a non-passing grade (E, F, I), instructors are required to submit the last date of the student's participation when submitting final grades.

For more information on Title IV Compliance please visit this site - https://registrar.uky.edu/attendance-verification Links to an external site.. 

For faculty attendance verification FAQ please visit this site - https://registrar.uky.edu/attendance-verification/attendance-verification-faq Links to an external site. or contact the Associate Dean of Undergraduate Affairs.

In addition to confirming a student’s enrollment during the first week of class, Federal Title IV regulations require that the University of Kentucky determine if a student earned a non-passing grade or “I” grade or if they ‘unofficially withdrew’ from a course.

 To comply with Title IV regulations, all instructors of record (tenured or tenure-eligible faculty, lecturers, teaching assistants, part-time instructors, etc.) must participate in an activity monitoring process that occurs during final grade submission, to comply with the requirements of the Federal Title IV regulations. 

To make a “withdrawal” determination, all instructors of record will be required to provide the student’s last date of attendance, if attendance is taken in a course.  If attendance is not required for the course, then the instructor of record will be required to provide the last date of participation in an academic activity. The above withdrawal determination will be made for any class the student failed or did not successfully complete.

Attendance or academic participation is defined as one or more of the examples below:  

• Attending a synchronous class, lecture, recitation, or field or laboratory activity, physically or online, where there is an opportunity for interaction between the instructor and students
• Submitting an academic assignment
• Taking an assessment or an exam; Participating in an interactive tutorial, webinar, or other interactive computer-assisted instruction
• Participating in a study group, group project, or an online discussion that is assigned by the institution
• Interacting with an instructor about academic matters

Please note that the following activities are NOT considered academic participation:

• Logging into an online class or tutorial without any further participation
• Participating in academic counseling or advising

“I” grade:  A last date of participation is required.  Although an “I” grade does not indicate failing, according to Title IV regulations, it is considered a non-passing grade if the student did not attend or academically participate.

If the student never attended or participated in the course, the student shall not be assigned a failing grade, but instead an N (never attended) grade. 

 These determinations of withdrawal status will be collected at the time grades are submitted to the Office of the University Registrar at the end of each academic term. For any student appearing on the grade roster, who is given a non-passing grade or “I” grade, the instructor of record will be asked to select from a drop-down box a date indicating the last evidence of attendance or participation.

 Instructors of record will NOT be able to submit a grade for students who the instructor of record has determined to have a non-passing grade, until the last date of attendance or participation has been entered. Instructors of record may refer to Canvas or other instructor course records to establish last date of attendance or participation before entering grades.

 A knowledge article found at the link below will provide instructions on the process for entering the last date of attendance, when entering a non-passing or “I” grade for a student.     

 https://uky.service-now.com/techhelp?id=kb_article&sysparm_article=KB0013451&sys_kb_id=568902591b1e6114e4c86571604bcb8d Links to an external site.

Instructors should verify course information published in the schedule of classes is correct before priority registrations begins. (September for spring and summer courses and February for winter and fall courses)

To view a course in the schedule of classes, sign-in to your myUK with your Link Blue Credentials.

Navigate to the “Student Administration” Tab (highlighted in yellow).

Next, on the left-hand side, select the “Academics” tab and then the "Schedule of Classes" tab.  On the right-hand side, the semester will default to the current semester.  Use the drop-down arrow to switch to another semester.

Enter a course prefix/number and section number and click the “Search” button.  Please note, if you leave the section field blank it will display all sections of the course. The course will be viewable. Select “Check” under Open Seats to find enrollment information.

   The enrollment information is displayed.

  You can select the section number to display course deadlines and other information.

Prior to the start of the semester, verify you can access your class rolls in myUK for each course. Contact Robby Martin-Curry (robbymartin-curry@uky.edu) if you are unable to access and provide him with the following information:

Name

UK ID #

Link Blue account name

Courses and sections you will be teaching

You will need to complete three courses in myUK.  They are:

1. 1. 1. Statement of Responsibility (SOR)
      2. UK Intellectual Property
      3. Federal Educational Rights and Privacy Act (FERPA)

Here are the instructions for completing the three courses:

• • • Sign-in to myUK with your Link Blue Credentials
    • Select Employee Self Service Tab
    • Select myUK Learning
    • Select “Click this link to access myUK Learning”
    • Select the “My Learning Box”
    • In the “Find Learning” field type in the following for each course:
      • Statement of Responsibility (SOR)
      • UK Intellectual Property
      • FERPA (Family Educational Rights and Privacy Act)
    • Complete each course

The following link provides step-by-step instructions to sign the Statement of Responsibility (SOR) - http://myhelp.uky.edu/rwd/html/lso/qrc_sor_complete.pdf.   Links to an external site.You can substitute the other course names in the search field to find these courses.  NOTE: The last steps are easily missed (Confirm Participation) but without them the SOR is not signed.

Please make every effort to submit midterm grades as requested by the Registrar by the due date. While your students may be aware of their grades through Canvas, the academic advisors do not have access to that information. The academic advising services the College provides are greatly enhanced by knowledge of midterm grades reported in the grading portal.

Administrative Regulations require instructors to inform the undergraduate students in their courses of their midterm grade before the following dates:

1. the end of the Monday following the end of the ninth week for the fall or spring semester;
2. the third day of the fifth week for the eight-week summer term;
3. the second day of the third week for the four-week summer term.

 Help and guidance:

• For general information on grading, please visit the Registrar's website here Links to an external site..
• For information on importing Midterm grades from Canvas to myUK click here.

• Assistance transferring your grades from Canvas to the grading portal, contact UK IT here or call 859.218.4357.

For all other questions regarding grade entry click here.

Grades not submitted:	Grades successfully submitted:

Administrative Regulation - ASA 5.1.5 require instructors enter final grades (through myUK) within 72 hours after the final exam was administered.

Final grades are due no later than the Monday after finals week by 5:00pm. Instructors can make changes to final grades without Registrar assistance up to that time.

 Help and guidance:

• For general information on grading please visit the Registrar's website here Links to an external site..
• For information on importing grades from Canvas to myUK click here.

• Assistance transferring your grades from Canvas to the grading portal, contact UK ITS here or call 859.218.4357.

For all other questions regarding grade entry click here.

Grades not submitted:	Grades successfully submitted:

In addition, for all students who receive a non-passing grade (E, F, I), instructors are required to submit the last date of the student's participation when submitting final grades.

In addition to confirming a student’s enrollment during the first week of class, Federal Title IV regulations require that the University of Kentucky determine if a student earned a non-passing grade or “I” grade or if they ‘unofficially withdrew’ from a course.

To comply with Title IV regulations, all instructors of record (tenured or tenure-eligible faculty, lecturers, teaching assistants, part-time instructors, etc.) must participate in an activity monitoring process that occurs during final grade submission, to comply with the requirements of the Federal Title IV regulations. 

To make a “withdrawal” determination, all instructors of record will be required to provide the student’s last date of attendance, if attendance is taken in a course.  If attendance is not required for the course, then the instructor of record will be required to provide the last date of participation in an academic activity. The above withdrawal determination will be made for any class the student failed or did not successfully complete.

Attendance or academic participation is defined as one or more of the examples below:  

• Attending a synchronous class, lecture, recitation, or field or laboratory activity, physically or online, where there is an opportunity for interaction between the instructor and students
• Submitting an academic assignment
• Taking an assessment or an exam; Participating in an interactive tutorial, webinar, or other interactive computer-assisted instruction
• Participating in a study group, group project, or an online discussion that is assigned by the institution
• Interacting with an instructor about academic matters

Please note that the following activities are NOT considered academic participation:

• Logging into an online class or tutorial without any further participation
• Participating in academic counseling or advising

“I” grade:  A last date of participation is required.  Although an “I” grade does not indicate failing, according to Title IV regulations, it is considered a non-passing grade if the student did not attend or academically participate.

If the student never attended or participated in the course, the student shall not be assigned a failing grade, but instead an N (never attended) grade. 

These determinations of withdrawal status will be collected at the time grades are submitted to the Office of the University Registrar at the end of each academic term. For any student appearing on the grade roster, who is given a non-passing grade or “I” grade, the instructor of record will be asked to select from a drop-down box a date indicating the last evidence of attendance or participation.

Instructors of record will NOT be able to submit a grade for students who the instructor of record has determined to have a non-passing grade, until the last date of attendance or participation has been entered. Instructors of record may refer to Canvas or other instructor course records to establish last date of attendance or participation before entering grades.

A knowledge article found at the link below will provide instructions on the process for entering the last date of attendance, when entering a non-passing or “I” grade for a student.     

https://uky.service-now.com/techhelp?id=kb_article&sysparm_article=KB0013451&sys_kb_id=568902591b1e6114e4c86571604bcb8d Links to an external site.

Incomplete agreements should generally be initiated by student request and issued only after discussion and mutual agreement. If you are unsure if a student's situation warrants an incomplete, please consult the Assistant Dean in the Undergraduate Resource Center (859-257-0134).

The grade “I” (incomplete) indicates that a portion of the regularly assigned work of the course remains unfinished. It is only given when there is a reasonable chance that the student can complete the work and earn a passing grade within the allowed time frame for removal of an “I” grade. Except under exceptional circumstances, students must request the “I” grade themselves. If the reason for incomplete work is deemed unsatisfactory by the Instructor of Record, the “I” grade will not be granted.

Each department is responsible for recording information for each “I” grade.  To facilitate the process and maintain the required records, faculty must use the Gatton iNet to file the agreement. The online agreement requires the faculty member to provide the below information. Once submitted, the information will be emailed to the student for acknowledgement of agreement.

1. The student’s name and student number.
2. The course and section number, hours of credit, semester, year and Instructor of
Record.
3. The work to be completed and basis for grading. An outline of the remaining work to be completed.

4. The time frame for completing the incomplete work (not exceeding 12 months).
5. Documentation that the student has been advised of the conditions for removing the “I”
grade.

This information shall be filed with the department chair or chair’s designee. As practical, the information should be signed and dated both by the student and the Instructor of Record.

The Instructor of Record shall provide a complete copy of this record to the student and the department chair at the time the “I” grade is reported. The term "student" in this context excludes only students in the Graduate School and the Colleges of Medicine and Dentistry.

Grade I (Incomplete) means that part of the regularly assigned work of the course remains undone. It shall be conferred only when there is a reasonable possibility that the student can complete the work within the allowable period of time for removal of an I grade and that a passing grade will result from completion of the work. Except under exceptional circumstances, the student shall initiate the request for the I grade. An I grade shall not be conferred when the student's reason for incompleteness is unsatisfactory to the Instructor of Record.

Documentation of the incomplete grade agreement must be maintained. To facilitate the process and maintain the required records, faculty must use the iNet to file the agreement. The online agreement requires the faculty member to provide the below information. Once submitted, the information will be emailed to the student for acknowledgement of agreement. The required elements of the agreement are

• An outline of the remaining work to be completed.
• How the student and faculty will communicate about completion of the remaining work.
• A list of timeline/deadlines for submission of remaining work.
• How the final grade will be assessed.

 Submitting a Gatton Incomplete Agreement Instructions

1. Log into https://gatton.inet.uky.edu/ Links to an external site. using your linkBlue credentials.
2. Click “Incomplete Grade Agreements” in the lefthand column:

3. From there, follow the instructions/links to enter a new agreement.

4. Once you submit, the student will receive an email notification that there is an incomplete agreement waiting to be agreed to and instructions for how to accept it.

5. Once accepted, the student and instructor will receive a confirmation email containing the information submitted.

Faculty can view previously filed incomplete grade agreements in the iNet by selecting the “Incomplete Agreement List” tool. The status of the agreement will be listed.

FAQ

What does an Incomplete, or "I", grade in a course mean?
An incomplete grade represents the intention of the student to complete any remaining coursework for the course on a mutually agreed upon timeline (within a year or before graduation if sooner) with the support of the instructor after the semester has ended. When an instructor assigns a grade of “I” for a student, the student has up to a year to complete work and have the “I” grade replaced with a letter grade by the instructor; if the “I” grade is not changed to a regular letter grade after a year, the grade automatically is converted to a failing grade. Faculty submit an “I” grade using the drop-down grade menu in myUK in their grading roster.

Why would a student ask for an incomplete, or "I" grade, in a course?
Students who experience non-academic extenuating circumstances towards the end of the semester may ask for an incomplete grade to give them time to make up missed work. Unexpected lengthy or severe illness or a death in the family late in the semester are very common reasons for students to ask for an incomplete.

Am I obligated to agree to an incomplete grade?
You are not, though you should use your best judgment to accommodate such requests wherever possible. Often an incomplete grade can be the simplest way to help a student successfully complete a course without having to go through more onerous university processes to salvage or remove a bad grade from their record if more time could have been extended.

A student is asking me for an incomplete for [INSERT WONKY-SOUNDING SITUATION HERE] and I don't know if I should approve.
Please contact Assistant Dean Meg Marquis (memarq0@uky.edu) in the Undergraduate Resource Center for consultation - always happy to help weigh in on a student situation!

How do I determine the appropriate timeline for completion of work?
Before you complete the incomplete form, you should have a conversation about a realistic timeline for completion of work based on the student’s situation and your availability to assess that work. Though students have up to a year to complete work before an incomplete grade, we strongly encourage faculty and students to design the shortest timeline that is realistic to complete work.

What do I do when the student has completed the necessary work?
Great! Go back to your grading roster in myUK and use the “change” button next to the student to submit the correct final grade. There is no need to go back to the incomplete agreement form; all forms will be automatically archived 16 months after submission.

What do I do if the student does not contact me again after agreeing to the terms of the incomplete grade agreement?
It is the student’s responsibility to manage the submission of their work and to stay in communication with their instructor if they need any adjustments to the incomplete grade agreement. Failure to do either of these would warrant changing the incomplete grade to the grade earned by the student per the terms of the syllabus after the agreed-upon deadline has passed. However, it is advisable to attempt outreach to the student before taking this step whenever possible.

All requests must be submitted at least 24 hours prior to requested delivery via the Duplication Request Form Links to an external site.. Completed projects will be delivered to department mailrooms or offices as designated on the request form. If you have difficulties with the form, please email Allo Petro apetro@uky.edu or r2d2@uky.edu. Use of electronic files instead of paper handouts is highly recommended whenever possible.

HOW FACULTY CAN SETUP TCE ACCESS IN CANVAS

If you need to make the Teacher Course Evaluations menu item available for the students to access in the Canvas course, follow these steps:

1. Login to Canvas
2. Go to your course
3. Click on Settings in the course nagivation menu
4. Click on the Navigation Tab
5. Scroll down and find the Teacher Course Evaluations (TCE) item in the inactive list
6. Click on the item and drag it up to the active menu items (those not disabled). Alternatively, you may click on the menu at the end of the line and select Enable. Once enabled, you can select the location of the the TCE link by dragging it up or down in the list. 
7. Click Save.
8. Check your course menu. TCE should be listed and visible to students.

HOW TO MONITOR TCE RESPONSE RATES

There are two ways to monitor response rates:

 Click on the link in your email: On the TCE start date Faculty will receive an email inviting them to monitor response rates with a link to the course in the Blue system.

 Blue Portal:

o Visit: https://evaluate.uky.edu/Blue/

o Courses are listed in the main window with Task Type “Subject View Management”

o Click on the course that you want to view the response rates

HOW TO ACCESS CURRENT AND PAST RESULTS

Use the following link to access the “Sign in” page to Blue (https://evaluate.uky.edu/blue).

• In order to have access to the system for tasks or reports for Fall 2017 and onwards, you will need to sign in using “Users” which is the default option
• To access to all the reports prior to Fall 2017, sign in using “Users_Old_PreF17”. You can get that option by clicking on the down arrow next to “Users” and selecting “Users_Old_PreF17”

WHEN RESULTS ARE AVAILABLE

The TCE schedule is below. The entire Summer session is considered a semester and, therefore, reports for summer courses are not released until the end of the summer semester even if the course ends earlier.

Results are available only if there are at least five student responses.

For assistance with missing TCE access or results or other questions contact Rena Keath, Director of College Enhancement, rena.keath@uky.edu.

For class meetings off the standard full-term schedule and asynchronous course content, refer to  Administrative Regulation - ASA 10.5 for contact hours required per credit hour. In general, 800 minutes are required per credit hour.

The US Department of Education recently set expectations for all courses, but are especially relevant to any type of Distance Learning/virtual course.  All courses must include “regular and substantive interaction” between students and instructors, and all courses must also provide “academic engagement”.   Attached are two handouts that CELT has provided to explain these expectations. 

What is Academic Engagement.pdf Download What is Academic Engagement.pdf 

What is Regular and Substantive Interaction (RSI).pdf Download What is Regular and Substantive Interaction (RSI).pdf 

The university has produced two versions of short online training and has recommended that online faculty and course developers complete a version to make sure all courses meet the Regular and Substantive Interaction (RSI) standards in Title IV.

You can self-enroll and complete the training asynchronously in Canvas at

Regular and Substantive Interaction (RSI) and Academic Engagement Training

The University continues to provide scantron service through the Data Center in McVey Hall. Information can be found on these websites - Data Center - Scanning Operations Links to an external site. and Scantron Bubble Sheets FAQ Links to an external site..

CELT (https://www.uky.edu/celt/ Links to an external site.) provides numerous services, resources, and workshops for teaching in any modality. You can join their announcement list for updates.

Some popular resources include:

Virtual Office Hours

To stay up to date on the availability and times of drop-in virtual office hours (as well as accessing the Zoom link), see the Getting Help page on Teach Anywhere Links to an external site.. As a reminder, you need no appointment to drop into these sessions. Bring questions related to instructional technologies as well as teaching strategies.

Consultations

For sustained and focused conversations about teaching practices, strategies, etc., CELT consults with individuals and groups on any instructional questions they're interested in pursuing. We're flexible to whatever you need, whether it's a brainstorming session or a review of some materials you've put together (and everything else). We can do in-person/on-campus as well as virtual consultations. Consultations need not be one-and-done; our consultants often collaborate with instructors over time. Contact Trey Conatser for more information.

Mid-Semester Student Feedback

CELT offers a mid-semester course feedback service that provides pedagogical insights and opportunities for instructional development based on student feedback on learning. This service is entirely confidential and only conducted in response to voluntary requests. Results are shared only with the instructor. Student responses are anonymous as well. We have three formats for this process: in-person/on-campus class visit, live Zoom-based session, and survey-based instrument. As you're putting the finishing touches on your course schedules, this process would take about half an hour of the end of a class meeting (for the first two options). The MSFB service is an easy, high-impact way of getting feedback on student learning while there is still time to adjust during the semester, and to build portfolio materials that speak to a reflective teaching practice.   You can request mid-semester feedback here Links to an external site..