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Mandate from Policy B2.0:

The Academic Affairs Committee shall be the educational policy committee of the Senate and shall formulate and review all matters related to educational policies and procedures, with the exception of policies that are in the purview of the ICC and Graduate Council. The committee shall also serve as liaison with appropriate administrators and administrative bodies of the university. The Academic Affairs Committee shall consist of the following: one faculty member per college, each to be elected by his or her collegial faculty; three members at large elected by the Academic Senate; and the provost or his or her delegate (ex officio, voting). 

AY2018 AAC Charges:

Carryover charges:

  1. AA3 Assess the guidelines for contact time per credit hour in the case of laboratory intensive classes, from college to college, from both the students’ and faculty’s perspective (teaching load). Determine whether guidelines for contact time per credit hour and student work hours are being appropriately adhered to and, as necessary, suggest how these guidelines might change for more effective operation within the new calendar structure. Identify if this should be an Institute-wide initiative or whether this should remain under the purview of individual colleges or academic units.  To be split between AAC and FAC?  The contact time per credit hour is clearly within the purview of AAC; the issue of faculty teaching loads would fall with FAC.
  2. AA6 Per policy B05.0, review policy D01.6 – Protocols for Academic Centers (last reviewed in 2008).  Senate agreed to move forward to next year in conjunction with Research & Scholarship Committee on 4/05/18.
  3. AA9 Review and summarize the report from the OTG Task Force and make recommendations for revision, as necessary, to Course Withdrawal Policy (D.05,IV) and Probation and Suspension Policy (D.05.1)  Has not been returned to Committee from Student Government.
  4. AA11 Draft policy to require that all media for courses be captioned in accordance with guidelines provided by the Provost and the Department of Justice. Specify a process to address student concerns regarding captioned media. And to consider implementation implications and edge cases (media heavy courses, assignment that include viewing videos).
  5. AA7 Review RIT Policy D 2.0 and modify as needed in order to clarify/update the amount of transfer credit allowable for an undergraduate degree.


New Charges:


  1. Review policy D.08 and make recommendations for change as necessary.  Also revisit D18.2 as there is a discrepancy between Policy D08.0 – Academic  Integrity, section VII, which explains the appeals process – and a new policy, D18.2 –Student Appeals Process, which was approved on interim basis.  As a reminder, D18.2 was endorsed by all the governance groups in May 2018 but not in time for final action by University Council.  That policy includes the process for appeals in regard to D08.0, but outlines a different process than the information currently in D08.0.  It may be a simple edit to D08.0 to refer students to D18.2 for information for appealing decisions under D08.0 or it may be more complicated. There is some urgency to this as D18.2 is scheduled for final action at the first meeting of University Council in September.  If need be, D18.2 can continue as an interim policy until final action occurs.

    In addition, clarify D.08, specifically section V.B.. Here are the specific sections of the policy that could use greater specificity.

    V. B. The instructor will notify the student in writing (email is acceptable) as to the rationale for all actions taken pertaining to the breach of  student academic integrity
    within three calendar weeks of the alleged incident. After this time, an allegation may not proceed. Copies of the written notification, either paper or electronic, will be provided to the instructor’s academic unit head and the instructor’s Dean’s Office. The Dean’s Office will forward the written notification to the Office of Student Conduct and the student’s home academic unit. In cases involving graduate students, a copy will also be sent to the Office of Graduate Studies.

    Clarity needed re timing: Does the clock (3 weeks) begin when the student submits the assignment/test/etc. or is this when the faculty member discovers the potential infraction? I believe the policy makes it clear that it is within 3 weeks of the date that the paper was submitted, test taken, etc. and not three weeks from when the faculty member becomes aware of the potential violation. Even so, there seems to be confusion about this point. For example, if it is a violation on the final exam and students have left for the end of the term, does the policy require the faculty member to communicate over the break? Clarity also needed with regard to what is sent to the instructor’s academic unit head and Dean’s office. Is it just a copy of what the instructor sent to the student? If yes, then it should say that. If what is sent to the academic unit head and dean’s office contains additional information, the student should also receive whatever information is sent to the department head because the next steps in the process involve meetings between the student and the instructor, department head, and dean’s designee. There have been instances when the documentation has not been the same.
  2. Per policy B05.0, review D01.3 – Undergraduate Dual Degree Policy – and either affirm with no changes; make revisions or edits through the appropriate review process; or recommended for decommissioning because it is obsolete or superseded by another policy.
  3. Per policy B05.0, review D11.0 – Final Examination Policy – and either affirm with no changes; make revisions or edits through the appropriate review process; or recommended for decommissioning because it is obsolete or superseded by another policy.
  4. Per policy B05.0, review D13.0 – Diplomas and Degrees Certification Policy – and either affirm with no changes; make revisions or edits through the appropriate review process; or recommended for decommissioning because it is obsolete or superseded by another policy.
  5. Update C22.0  Records Management Schedule to match the various division schedules (owners of the documents) for example the Academic Affairs supplemental schedule. Or just provide the links to the various retention schedules and not have a table that can be misleading.



    Retention Period

    Official Repository

    Academic advisement files     

    1 year after graduation/last date of attendance     

    Appropriate Academic Departments     


    Per Institute Audit, Compliance & Advisement: “However, Academic Affairs has a supplemental schedule that is applicable also.  To access that schedule: in the narrative at the top of that section, there is a hyperlink (click on Office of Legal Affairs) to various retention schedules for RIT divisions.  Once at their website, click on the “Policies & Procedures” link in the left sidebar; at the resulting webpage, you will note the various retention schedules (Records Management Policy – Retention Schedules) in the second section down on the page.  Select Academic Affairs.  In this document, you will note that the Academic Affairs division has opted for a longer retention period for academic advisement files – 3 years after graduation/date of last attendance.”  Which is it?

  6. Survey whether the mycourses platform is adequate to accommodate different forms of assessment used by faculty.