2025-2026

3. Academic Policies of Interest to the Faculty

3.1 Library Services

Fintel Library is committed to satisfying faculty and student information needs as seen by the services below. See the library’s home page (https://roanoke.edu/library) to access our resources and learn more about our services. Under “Services for Students and Faculty” navigate to the “Library Liaisons” tab to contact your library liaison to request assistance.

3.1.1 Archives

The Archives includes special items such as College archival records, the Henry H. Fowler and the James R. Olin papers, and old/rare editions of religious, historical and literary works. The Archives is a rich resource of interesting items for many courses in our curriculum. To request access to archives resources or to schedule an instruction session in the use of archives resources email archives@roanoke.edu.

Faculty Publications- The Archives attempts to acquire a copy of all published works by the faculty. Achieving this goal depends upon faculty participation. Please email archives@roanoke.edu with the citations of of any works you have published (books, journal articles, or media works). Fintel Library will purchase copies if the faculty member cannot supply the items gratis.

3.1.2 Assisting Students

The Instruction and Research Services Department’s goal is to make students competent users of information resources in various formats (print, media, licensed databases, and publicly available Internet sources) and to become knowledgeable in the bibliography of their subject discipline. We offer instructional sessions for classes and custom design the content with you, based on class assignments. From the home page select “Services for Students and Faculty” then navigate to “Information Literacy & Instruction”. Classes can be of any size and duration. In addition, students can request personalized Research Assistance directly from the library’s home page to develop their library search strategy and to locate relevant sources for research assignments.

3.1.3 Faculty Carrels

Faculty may request space in a closed carrel for research requiring library materials. Assignments are for a semester. From the library’s home page select the link “Services for Students and Faculty” then navigate to “Library Resources for Faculty” to find more information and a link to the request form.

3.1.4 Government Documents

Fintel Library is a charter institution of the Government Depository system for federal documents. Use the tools cited on our “Government Documents” web page (https://libguides.roanoke.edu/govtdocs) and the library’s catalog to locate resources.

3.1.5 Hours

For our current operating hours visit the library’s home page (https://roanoke.edu/library). Hours for “Archives” are by appointment only. Please email archives@roanoke.edu ahead of your visit to make an appointment.

3.1.6 Interlibrary Loan

Consult the “Interlibrary Loan” web page (https://libguides.roanoke.edu/interlibraryloan) for guidelines and request forms to obtain research materials not owned by Fintel Library. Faculty should note that the lending library sets the loan periods and other restrictions. Fintel Library will attempt to renew interlibrary loan material if necessary, but it may not be possible to do so. We request that you plan accordingly.

3.1.7 Loan Policy

Consult the Library Policies web page (under “About Us”) for information regarding library loan periods, how to request and renew items, etc. You can review your patron record from the library’s home page (under Log into your account).

Immediate family members may borrow materials after obtaining a family I.D. card at Campus Safety. Borrowers must always present their card at the Access and Lending Services Desk when checking out books, DVDs, etc.

Faculty members are responsible for the prompt return of borrowed materials in good condition and payment for unreturned or damaged items.

3.1.8 Purchasing Library Materials

Faculty may request books and media for undergraduate research. Faculty may also apply for a library grant to purchase additional materials -- from the library’s home page select the link, “For Faculty” for more information.

Fintel Library provides a subsidized interlibrary loan service to obtain materials for your professional research.

The library, in conjunction with the academic departments, evaluates journal subscriptions on a 4-year cycle to make cancellations and place new subscriptions. Please direct any journal requests to your library liaison.

3.1.9 Reserves

Faculty can put personal or library materials (print, video, electronic, etc.) on Course Reserve (see library home page) so they are accessible to all of the students in a particular class. The library’s Course Reserves web page provides links to requisite copyright guidelines and the appropriate forms. Contact Lending Services (375-2294) if you have questions.

3.1.10 Resources for Research

Fintel Library and Wyndham Robertson Library of Hollins University share a catalog and reciprocal borrowing privileges. You can borrow items from Hollins in person by using your I.D. card or use the catalog to request items to be delivered through the weekday courier service. In addition to books and DVDs, the catalog contains many full-text government documents and thousands of e-books.

The library offers many licensed databases covering all subject disciplines. Some are full-text; some are bibliographic or citation-based; some are streaming video or streaming music. To connect to the library’s licensed databases and electronic resources from off-campus, log in using your campus username and password when prompted.

Fintel Library provides a subsidized Interlibrary Loan service to obtain materials for your professional research (see library home page). In addition, Fintel Library participates in the VIVA Cooperative Borrowing Program. The program permits Roanoke College faculty, staff, and students to borrow materials onsite from any of over 50 Virginia college and university libraries. Users are subject to the borrowing policies of the host institution. You will need to show proof of current affiliation with Roanoke College. For more information, consult your library liaison.

3.2 Statement of Classroom Policies

At the beginning of each course, students shall be given a written statement (syllabus) by the faculty member(s) teaching the course explaining:

1. specific intended learning outcomes for the course;

2. any materials which students are expected to buy, read, or use during the course;

3. attendance policy (regardless of your policy, you must take attendance so that if a student withdraws, the College knows the last date of attendance for financial aid purposes);

4. grading policies and how various assignments are weighted;

5. testing policies;

6. policies with regard to make-up tests and/or other make-up work;

7. policy with regard to expected number of hours of coursework expected each week (for a one-unit course, this should be 12);

8. the College's academic integrity policy as it applies to the class; and

9. office location and office (student) hours.

One copy of each syllabus/class policy statement must be sent to the program coordinator, the Assistant Dean, and the Assistant Vice President for Academic Operations at the beginning of each semester.

3.3 Registrar’s Policies

3.3.1 Pre-Registration

Returning students are able to register for fall term courses upon receipt of their deposit to the College. New students are pre-registered during New Student Orientation sessions held in June.

3.3.2 Registration

1. Returning students pre-register online in the fall and spring, in consultation with their advisors.
   

2. Detailed instructions as to the faculty's part in the registration procedure are provided by the Registrar's Office.

3. The dates of the registration periods may be found in the Academic Calendar.
   

4. Official class rosters are available electronically through Self-Service. A student whose name is not on the class roster should not be allowed to attend class. Faculty should verify attendance according to the roster and report to the Registrar's Office, and in Navigate, students with prolonged absences from class.
   

5. Add-Drop notification is sent to the instructors via e-mail. This is the official notification of a student's status. The instructor should consider the student a member of the class until the change (drop) has been received. The instructor should not consider a student an official member of the class until their name appears on a class roster or an add notification has been received.
   

6. Courses may be added by students prior to the deadline stated in the Academic Calendar which includes the first calendar week of class.
   

7. Assistant Deans and/or School Deans submit course listings in October for the following academic year. The Courses Offered List is available in February, with revisions made as needed and reflected in Colleague and Self-Service.

3.3.3 Withdrawal

If a student drops a course, or withdraws from the College, prior to the eleventh full day of classes for a regular fall or spring term, the course is dropped from the student's academic record.

If a student withdraws from a course, or from the College, on or after the eleventh full day of classes for a regular fall or spring term and up to two weeks prior to the last day of classes, the grade designation of "W" will be assigned.

For shorter terms, the drop deadlines are listed below.

Any withdrawal from a course or the College must be authorized by the Office of the Registrar and must be made in writing. The Change to Course Schedule form is linked through Self-Service and can be accessed through the Registrar’s webpage at www.roanoke.edu. Students considering withdrawal from the College are expected to meet with the Dean of Students. Withdrawal forms are available in the Office of the Registrar.

A student may withdraw from the College for medical reasons until the beginning of the examination period. All courses are removed from the academic record in cases of medical withdrawal.

Students who are either suspended or expelled from a course or from the College for disciplinary reasons will be assigned a final term grade of either "DP" or "DF" by the course instructors as of the date of dismissal if the final examination has not been completed. The only exception would be in the course in which a student has been found responsible for an academic integrity violation and received a penalty of "XF".

3.3.4 Policy for Dropping a Student from a Course Because of Excessive Absences

If a faculty member wishes to drop a student from a course because of excessive absences, an attendance policy must have been stated on the course syllabus or statement of class policies. Subsequently, if a student does not adhere to the course policies, the instructor considering a drop must first send the student a written warning, with a copy to the Registrar and the student's advisor(s). Based on the contents of the warning letter, if future violations occur, the instructor should prepare a written notice to the student that they have been dropped from the course as of a stated date, with the grade of either DP or DF. Copies of the drop notice must be sent to the Registrar and the student's advisor(s).

3.3.5 Records Maintenance

All faculty members are expected to keep an accurate record of their students' grades. Records should be kept for a minimum of four years. If an instructor is on leave or leaves the Faculty, these records are to be placed in the custody of the Assistant VP for Academic Operations. Final exams should be retained for at least one semester.

3.3.6 Policy on Class Size

Any course in the regular session with an enrollment of seven or fewer students will prompt a conversation regarding the necessity of offering the course during that term. These conversations, among Academic Affairs and School leadership, usually begin within two weeks of the end of pre-registration, although in Spring semester a final decision for some courses may be delayed until summer registration has taken place. Should a class have to be canceled, the goal will be to ensure the cancellation will not delay student graduation. Questions to consider include (but are not limited to):  

1. Do any students need the course in that semester in order to complete the requirements for the major? If so, can those students be served through substitution of a course with similar or equivalent learning goals? Independent studies or tutorials may also be appropriate.  

2. Is the course a co-requisite or prerequisite for other required courses? Can it be rescheduled for another semester in which it might attract more students without affecting those other courses?  

3.  Is there demand elsewhere in the program or in INQ/HNRS where students would be better served by offering a different course?   

4.  Are there other sections of that same course that could be consolidated? Consolidation may also be considered when the enrollment across multiple sections is below the cap for a single section. 

5.  Is the instructor’s total enrollment for that semester considerably higher than average? 

A "required course" will be interpreted to mean not only those courses specifically required of all students in a major or INQ/HNRS, but also those electives offered on a rotational basis when that course is the only one available in a particular semester that a student can use to satisfy major requirements.  

Course cancellation and course caps are determined by agreement between the Assistant Vice President for Academic Operations and the School Dean or their designee, with final decisions resting with the VPAA as needed. Decisions regarding course caps take into consideration safety, pedagogy, room sizes, equipment availability, accreditation requirements, and (for field experiences) the capacity of external partners, among other concerns.  

The AVP AO and School Dean will attempt to replace a cancelled course with a needed course that does not require the affected faculty member to complete a new prep on short notice. If this is impossible, they will seek to avoid unpaid overload (i.e., 5 TCUs) for the faculty member in the following (or any) semester and consider potential administrative options to replace TCU. A cancelled May Term course could potentially be rolled over to the following academic year. Leadership will prioritize fulfilling workload for full-time faculty members before assigning courses to adjunct instructors, assuming the credentials are appropriate to what is being taught.   

3.3.7 Final Examinations

Courses approved by the faculty ordinarily require final examinations, which are scheduled at the times designated by the Registrar's Office.

Special arrangements, either to substitute some other form of evaluation or to schedule the final examination at a different time, must be approved by the Assistant Dean or School Dean. In a case when such a change creates a conflict for a student, the student shall have the right to take the exam at the time when it was originally scheduled.

Faculty members should resist pressure from students who wish to leave early. In a multi-section course it is permissible for a student to take an exam with an earlier section if this does not inconvenience the instructor.

A replacement final exam may be given only if an emergency occurs when the regularly scheduled exam is in progress, such as illness on the part of the student. Approval of the instructor and the Assistant Vice President for Academic Operations is required. In addition, a different examination must be given.

3.3.8 College Grading Scale

Student work is graded according to the following scale:

In addition to the above grades, two other notations are used in reporting grades, but these notations do not become a part of the student's permanent record.

IN represents an incomplete and indicates that the student has not completed, for valid reason approved by the instructor, the work of the course. The incomplete work must be submitted to the instructor not later than two weeks after the beginning of the next term, including the summer session, at which time the instructor will assign the final course grade. Grades of IN are not included in determining a student's grade point average. When the IN is converted to a permanent grade the student's GPA will be recalculated.

SP is recorded on the authorization of the Registrar's Office for the student who is under the care of a physician at the time of the examination or who has not completed the work of the course by reason of illness. The work of the course must be completed before the end of the next semester in which the student is enrolled or the SP will automatically become an F. At the beginning of each semester in which a student does not enroll, the grade of SP must be renewed by submission of a physician's statement and approval of the Registrar's Office or it becomes an F.

Students who have received either an IN or an SP and who fail to make up work, or who unsatisfactorily complete their work, will be immediately subject to the rules of academic discipline (warning, suspension) which would have applied when the original course was completed.

A student who is absent from a final examination without valid reason will receive a zero on the examination. If there is valid reason for the absence, the grade of SP or IN may be given.

NG represents no grade and indicates that the instructor does not submit, at the time grades are due, a final grade. A grade of NG is recorded in consultation with the Office of the Registrar. An NG must be converted to a final grade by the end of the next term, including the summer session.

The WP/DP/WF/DF grades reflect the grade in the course as of the date of official withdrawal. The grade designation WP and DP will not be counted as a unit attempted and will therefore not affect the student's grade point average. A WP is recorded only if a student officially withdraws from a course through the Registrar's Office. In each case that the grade designation WF or DF is assigned, the course will be considered as a unit, or partial unit, attempted and will be considered as an F in the computation of the grade point average.

3.3.9 Reporting of Grades

1. Mid-term grades must be recorded online for all students.
   

2. Final grades must be recorded online at the end of each semester within the time limit designated by the Registrar. Grades should not be e-mailed to students for reasons of confidentiality.
   

3. Examinations and other incomplete course work must be completed within two (2) weeks after the beginning of the next term (excluding the Intensive Learning term). Grades must be reported to the Registrar no later than one week after the incomplete work has been submitted.

3.3.10 Changing of a Final Letter Grade

1. A change to a final letter grade may be submitted no later than one year after the date final grades are due for the term in question.
   

2. A request for a grade change must be submitted by the instructor of the course in question to the Assistant Vice President for Academic Operations.

An approved grade change is then forwarded to the Registrar for recording.

If the faculty member who taught the course is no longer employed by the College, the program coordinator, Assistant Dean, or School Dean may submit the request for grade change.

3. The faculty member requesting the grade change must substantiate the need for the change.
   

4. A change may be approved only on the basis of:
   
   a. Correction of an instructor’s non-evaluative error (i.e., miscalculation of the grade or error in recording a grade)
   b. Ultimate identification of unsigned course work
   c. Implementation of departmental policy as published in the catalog
   

5. A change will not be approved for work turned in after the final grades are submitted (except in the case of an IN, NG or SP).
   

6. An unsubstantiated change whose purpose is to help a student raise academic standing, graduate, or re-gain a financial award will not be approved.

3.3.11 Schedules

The regular meeting time for classes must be scheduled within the framework of the College’s established block schedule unless permission is obtained from the Assistant Vice President for Academic Operations. This policy, which is designed to protect times for the meeting of both student and faculty organizations, is not meant to preclude the occasional meetings of students/classes with their professors during non-class times (for example, for review sessions, extra time for testing, or special events and activities).

The delayed schedules listed below may be used in cases of severe weather conditions, when travel by students and faculty may be hazardous or impossible. Timely announcements via Maroon Alerts (text messaging), the College website, radio, and television will serve as the primary means of informing faculty and students of the delayed schedule. For additional information, see the “Operating Status” page of the College website.

3.4 Advising and Student Support

3.4.1 First-Year and Undeclared Student Academic Advising

All newly enrolled first-year and undecided transfer students are assigned a professional staff advisor. First-year advising is both developmental and academic in nature aiming to build community, and help students transition to college, and connect with students, faculty and staff. Students remain with their professional staff advisor through their first year to continue their connection, and staff advisors are available to students on a drop-in basis, after students declare their major. Trained peer mentors are also available. Once a student declares their major, a faculty advisor will also be assigned within the major program. First-year and undeclared student advising is coordinated by the Director of the Goode-Pasfield Center for Learning and Teaching in the Student Success division, in collaboration with Academic Affairs.

3.4.2 Upper Division / Declared Major Advising

Upon meeting the requirements for declaration of the major, the student is assigned a faculty advisor from within the appropriate program. The program coordinator assigns a major advisor. The Assistant VP for Curriculum and Advising partners with the professional staff in the Goode-Pasfield Center for Learning and Teaching to ensure that advising services are available to students year-round.

3.4.3 Goode-Pasfield Center for Learning and Teaching

Faculty may refer to the Goode-Pasfield Center for Learning and Teaching (CLT) those students who seem likely to benefit from the programs of assistance offered. The Goode-Pasfield Center for Learning and Teaching houses the following:

• First-Year and Undeclared Academic Advising

• Subject Tutoring

• The Writing Center

• Academic Coaching and Study Skills Assistance

• Accessible Education Services (affiliated with Student Health and Counseling)

• RC Success Program

 Programs are open to all students, except the RC Success Program, which is by invitation. Students are encouraged either to make appointments online or to drop by to seek assistance; they may also be referred by faculty.

3.4.4 PLACE (formerly the Office of Career Services)

PLACE (Purpose, Life and Career Exploration) is the on-campus center dedicated to helping students and recent graduates to develop, evaluate, and effectively implement career and life plans. PLACE offers: one-on-one advising and career counseling, including job searching, resume building and mock interviews; self-assessments; connections to internships, job shadowing opportunities, jobs placements, graduate and professional schools, and other meaningful experiences; access to alumni for mentoring and building professional networks; partnerships with academic programs; and other programming to support student development. Students are encouraged to begin the process of purpose discernment and career planning in their first year.

Faculty who wish to include career-related assignments in their courses are encouraged to communicate this information in advance so that the PLACE is properly prepared to assist students. PLACE staff are also glad to speak to your classes upon request. Assistance is also available to faculty advisors as related to career advising for students. References and resources are found on the website at this link: www.roanoke.edu/place

Faculty who need to cancel a class for any reason -- a meeting/conference you must attend, illness, other personal emergencies that might arise – should consider letting a PLACE staff member use that class block to make a presentation to your students. They will work with faculty to customize a topic most appropriate to the students’ year(s) in school, or on a specific topic a faculty member may request.

3.5 Other Academic Programs and Policies

3.5.1 Program Evaluation Process

Program evaluation guidelines specify that all academic major, general education, and honors programs be formally evaluated at least once every eight years, through an external program evaluation process. The system was established by the VPAA in cooperation with the Dean’s Council, to ensure programs are nationally competitive and distinctive and that the College meets accreditation requirements. Each external program evaluation is facilitated by the Assistant Director of the Office of Institutional Research, Effectiveness, and Planning (IREP), consistent with the process outlined in the evaluation guidelines. Using core data provided by the Director of IREP as well as benchmark data from other institutions, the program coordinator and/or assessment coordinator, in consultation with program faculty, conducts a self-study culminating in a report assessing program strengths and weaknesses. For the review of the general education program, the self-study is completed by the Assistant Vice President for Curriculum and Advising with the General Education Committee (GEC). For the review of the Honors program, the self-study is completed by the Director of the Honors Program with the Honors Program Advisory Group (HonorsPAG).

Typically, for each program under review, external evaluators review the self-study and other relevant institutional data and craft an external evaluator report. An independent advisory panel is formed only if requested by the VPAA, School Dean, GEC or HonorsPAG. When needed, faculty members for panels are recommended by FAC and appointed by the VPAA.

Using the self-study report, the external evaluators' report, and the panel recommendations (if applicable), the program coordinator (academic majors) or program director (general education and honors) works with program faculty, the School Dean, and the VPAA to develop a five-year strategic plan.

3.5.2 Academic Integrity

Every faculty member and every student should be familiar with the Academic Integrity system at Roanoke College, which articulates the philosophy, defines the violations and penalties, describes the constitution and procedures of the Academic Integrity Council, and clarifies the responsibility of faculty members for enforcing the system. In addition, there are examples of various violations of academic integrity, which faculty members should make sure their students understand.

Each course syllabus must contain a statement that addresses the importance of academic integrity. Any specific expectations for integrity in the particular course should be emphasized. Every faculty member is responsible for upholding the principle of academic integrity at the College (see Section 2.8.1.5).

Faculty members volunteer to serve on the Academic Integrity Council. Faculty who agree to serve will not be subject to any legal action taken as a result of a Council or Panel decision

3.6 Academic and Other Services

3.6.1 Information Technology

Information Technology provides the infrastructure and computing support for internal administrative and academic systems for all students, faculty, and staff.

Among the services offered by IT are:

• High-speed internet and WIFI access

• Microsoft 365 applications (email, OneDrive, calendar, CoPilot, etc.) and network storage areas

• Support with telephone services including voicemail and a comprehensive Faculty/Staff/Student directory available at roanoke.edu/directory

• Installation, configuration, maintenance, and repair of college-owned hardware;

• Media equipment is made available for checkout at the Fintel Library circulation desk, including digital cameras, digital video cameras, voice recorders, laser pointers, HD projectors, and laptops

• A Helpdesk, which is available during all business hours for assistance with common software and hardware issues. Assistance can also be obtained through our ticketing system by emailing support@roanoke.edu

For more information, please visit roanoke.edu/IT or contact the IT Helpdesk via phone: 540-375-2225 or email: helpdesk@roanoke.edu. Business hours are Monday through Friday from 8 a.m. to 5 p.m.

3.6.2 Campus Store

The College's Campus Store is a retail operation located in the lower level of the Colket Student Center, providing students, faculty, and staff with general books, Roanoke College memorabilia, gifts, clothing, and school supplies. Faculty personal purchases are discounted 10 percent (excluding sale items). Purchases for Schools or academic programs will be discounted and may be charged by persons designated by the School Dean. The Campus Store will also place special orders for individuals or programs. Students will need to purchase their course materials through the Roanoke.Textbookx.com website. The student can choose to have their materials shipped to their homes or to the Campus Store for pickup.

3.6.2.1 Textbooks

All faculty orders for textbooks and course supplies must be placed through the College Campus Store. Textbook orders should include the lead author’s last name, title, ISBN, publisher, course information (program abbreviation, course number, and section letter), and contact information. Faculty members should place their orders at the online textbook adoption portal or by phoning the Textbook Department at (540) 378-5123. Textbook adoptions should be submitted to the textbook manager by the deadlines listed below:

Desk and review copies are the responsibility of the faculty member; however, the Campus Store will be happy to provide contact information.

3.6.2.2 Faculty Supplies

Faculty and Staff can purchase any office supply items that are stocked in the Campus Store. Items that are not available in the Campus Store can be ordered from Office Depot. Roanoke College has an agreement with Office Depot to furnish office supplies to programs and offices at special discount pricing. Usually the supplies can be delivered directly to the program the next business day after the order is placed. Each program or office should have a catalog with a complete list of products available.

3.6.3 Faculty Administrative Assistant Services

Each academic program is assigned an academic administrative assistant.