Advising and registration
Advising season officially begins Monday, March 30. Your advisor will be in touch to set up an appointment. Alternatively, you can reach out to set up an appointment as you always do. The only difference is your meeting will not be in person. One-on-one advising will be done via phone call, Facetime, Zoom, etc., whenever possible. We will try to avoid email for these conversations as advising is a communication relationship that is not optimal over email.
Registration will start for continuing students on April 6. The previously determined registration group order will be used with groups gaining access to registration between April 6 and April 10. It will remain open through May. This reflects an adjustment to the original schedule to start one week later. This change is for this term only.
For this term only, registration for admitted students will occur before our returning students register. Since we already have held back seats for first-year students in first-year appropriate classes, we will reverse the order in which seats are opened, opening the seats for incoming students first and then preceding with full registration. This will not affect the number of seats available for continuing students. This is a one-time change in the order of registration given the exceptional circumstances in which we find ourselves.
These changes will be reflected on the academic calendar as of Monday, March 23, and on my.coe.edu. We are still working out some details on registration holds so stay tuned for more information.
Academic policy changes
COVID-19 contingency academic policies and deadline changes - approved by Academic Planning Committee (APC) on 3.16.20 and 3.17.20 by email vote
Below you will see a number of policies that were approved by the APC for the remainder of this term. Faculty will be in touch with specifics about individual courses, but we hope this information will answer many of your questions and help alleviate your concerns. If there are other policies passed we will share them via email immediately and post them to my.coe.edu.
Faculty will record letter grades for spring 2020 classes which began as credit courses. Courses that began with a grading method of P/NP will be graded accordingly.
You may elect to change your method of grading to P/NP without penalty through the last day of the term (May 5). If you elect this method of grading, you will not have the selections counted in your standard four term P/NP counts due to the unprecedented circumstances posed by COVID-19. You may choose to take any and all of your courses as P/NP this term only. The spring 2020 term will be the only term in which a P/NP may be counted for classes in your major, and in which you can elect more than one P/NP grade.
You can elect this grading option by emailing the “Change Method of Grading for Multiple Courses” form (found in my.Coe > Student> Forms) to the Office of the Registrar. using . You can find this form on the Student Tab on my.coe.edu. Once you complete and sign the form, please send a digital copy to email@example.com, and copy your advisor for approval. You can send your digital copy by scanning it or taking a photo with your phone. Then simply attach the photo to your email. Please make sure to use your Coe email address for this communication so that it can be considered official and accepted.
Please note: All students need to meet the 2.0 gpa requirement to graduate.
Attendance policies per the standard term are still in place. Students are expected to participate in courses following the extended spring break. Students should review the updated course syllabi provided by instructors and meet the online requirements for their courses.
Grading method change date changed
The last day to change the method of grading has been moved to Tuesday, May 5, 2020.
Withdrawal deadline changed
The last day to withdraw from full-term courses is Wednesday, April 1, 2020.
A student may elect to withdraw from a course if they do not think they can pass the course with a D-. If a student can pass the course with a D- or greater, but are concerned about the letter grade they should submit a P/NP change method of grading form. P/NP grades may be nullified by the student at any point prior to graduation.
If a student needs to withdraw from a course they have until 11:59 PM on Wednesday, April 1, 2020, to withdraw from a course with a “W.” The “W” is not a punitive grade and will not affect GPA.
- Students print the form - available on my.Coe - complete the form, and sign it.
- Students upload the form to their Coe email & emails it to firstname.lastname@example.org
- Students copy their advisor on the email sent to email@example.com.
- Advisors reply to all confirming their approval.
- If the Registrar's Office has questions, we will reach out to faculty and students.
If a student needs to withdraw from all courses they have until 11:59 PM on Wednesday April 1, 2020 to withdraw from a course with a “W.” Thereafter, the withdrawal grade is a “WF” which does affect the GPA.
Leave of Absence
If a student needs to take a Leave of Absence (LOA), they should contact Tom Hicks, Gina Hausknecht or the Office of the Registrar to discuss options. Please contact firstname.lastname@example.org, email@example.com, or firstname.lastname@example.org.
Due to the global nature and lack of control over this situation for both students and institutions, we will suspend our usual academic standing requirements regarding probation and suspension. Students currently on probation are expected to continue to meet the terms of their probation to the extent possible and will not be placed on probation or suspended in May on the basis of spring term grades. Students will be eligible to register for courses during fall 2020 registration and enroll with the same considerations from the spring 2020 term. Students’ academic standing at the start of spring 2020 will carry over to fall 2020. Students who are currently on academic probation may take advantage of the P/NP option this term only.
Satisfactory Academic Progress (SAP)
Coe will follow SAP guidelines as published by Federal Student Aid. SAP will be reviewed on a case by case basis.
Students meeting the graduation requirement for their degrees will be conferred at the end of the term. The conferral date is set as May 5, 2020, and will be applied pending final grades posting.
Diplomas will be mailed out 2-4 weeks following conferral. Official Transcripts will be available with the listed degree upon completion. Students can order transcripts at www.getmytranscript.org. Request hold for completion to have it sent once the degree has been added to the transcript.
Unfortunately, many internships for credit this term will likely be suspended. In those cases we will waive the internships hours worked requirement for this term only. We will consider the first half of the internship as a hands-on element. The second, upcoming half will focus on readings and essays related to the internship work/field of study. Faculty supervisors and students will work together to find the readings for the second half, with the assistance of C3 as needed. If this applies to you, I will send an additional email in the coming day.If you are able to do your internship virtually or still in-person, nothing will change. You will continue to have the hours expectation and your faculty supervisor will continue to oversee the requirements.
All registered practicum experiences will still count for the Practicum graduation requirement. All internships will still count for the practicum requirement as would any interrupted off-campus study or research.
Academic support resources: Available to all students.
Academic coaches will continue to meet with students, typically using Google Meet. Students on academic probation are still expected to attend weekly meetings and are responsible for checking in with their coaches by email or phone the week following extended spring break.
Kyrsha Balderas and Steven Sharkey-Dye will maintain contact with students and continue to serve as a support system in your educational pursuits.
"Drop-in" SI and Tutoring
A virtual version of the Learning Commons Peer-to-Peer space will be available through a Discord Chat. More information will follow about how to access it.
Learning Commons Academic Support
Students are encouraged to use the Request for Academic Support (RAS) form on my.coe.edu to reach out for any kind of academic help, including assistance adapting to online learning. The Learning Commons academic support team is here to assist all students and looks forward to continuing to support you. Faculty have been encouraged to continue to let Learning Commons consultants know how they can support students in this new learning environment.
Students will continue to sign up for tutoring using the tutor scheduling system. First-time requests can be made using the tutor request form. Tutoring sessions will be held using Google Meet. These forms are also available on my.coe.edu in the "Academic Support" section on the Student tab.
Supplemental Instruction (SI)
SI Leaders and Shanna Pikora will be using Google Meet to conduct SI Sessions. SI Sessions will take place at their regularly scheduled time. Attendance will be taken and students will get credit for attending. Students in classes with SI will be sent additional instructions via email.
TRIO/Academic Achievement Program consultants will continue to meet with students virtually. They will be available during regular business hours throughout the term. Each consultant will be in touch with students they see regularly about their preferred form of communication.
The Coe Writing Center will be available for online consultations. Students can go to coe.mywconline.com to make an appointment. Appointments can be made in advance and some virtual "walk-in" appointments will be available. A computer with a mic and internet connection are the best tools for these appointments. But we understand access to these tools may be limited right now. If students do not have access to wifi, they can also sign up for a digital writing consultation using their phone and data plan. The digital conferencing platform will allow students to return to the appointment link to play back the consultation. As usual, the Writing Center offers conversations about any writing project at any stage of the writing process. Consultants can send reports to faculty if the student requests.
Students needing accommodations should contact Kim Pierson at email@example.com.
All aspects of this process will remain the same with the exception of exit interviews which will take place virtually rather than in person.
Shifts in teaching & learning
Examples and illustrations of the ways faculty will be shifting their teaching especially in experiential (hands-on) courses are below for additional context.
This list of ways faculty will be revising courses is not exhaustive but designed to give you an overview of what you might expect in this process. Faculty have been thinking about this throughout the break and will continue to do so. Here are some of the ideas faculty have shared at this point:
- First year physics labs intend to send the students data to analyze and submit as a lab report.
- Organismal and ecological biology will finish the remaining labs remotely through a combination of writing assignments, virtual labs and recorded labs.
- Psychology: memory and cognition students will make decisions about appropriate statistical tests to use. Because students won’t have access to SPSS, the professor will run the analyses and send the output to students to interpret.
- In chemistry and other biology courses, many instructional methods will be used including:
- Videos demonstrating techniques or instruments
- A "dry lab" providing data to students for analysis and writeup
- Simulations from various sources including: http://onlinelabs.in/
- In music, the following will occur:
- Applied music lessons will continue in a virtual format with instructors contacting their private students to arrange lesson time and workable formats.
- Ensembles will not have virtual rehearsals/meetings but individual directors may choose to have online listening projects/assignments, chats, etc.
- All scheduled concerts and events are cancelled.
- In theater, acting class will likely involve some more writing and some videotaping of monologues.
- For lighting design, there will be additional work with Vectorworks and a building project based on material in their household.
- In the art department, junior reviews will be postponed until next fall and senior shows will go online.
- In kinesiology activity courses, an instructor might demonstrate techniques through video and then have students do writing assignments.
The point of this list is to just share how many creative ways your faculty are thinking to teach the material of the last part of the term. We will get through this together.
Access to the library, other academic services and other places to study
The library will be open from 10:00 AM - 2:00 PM daily for students, faculty and staff. The stacks will be closed but there is a google form to request materials https://forms.gle/uLo3cP45cejkfbpy9.
If you stay on campus, the library staff will have the material checked out and waiting for you by the circulation desk. All items being returned should be placed on the return cart by the circulation desk. If you are off-campus, we are still figuring out the solutions but it will probably involve U.S. mail.
The Registrar, the Provost’s Office and the Learning Commons will not be physically open, but staff will be reachable by phone or email always.
Once classes begin on March 30, all classroom buildings will be closed except for Hickok Hall and Stuart Hall. We are leaving these accessible for the students who remain on campus when you want to study outside your res. hall. If you do decide to study in one of these spaces, we expect you to still practice social distancing.