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Governance
The Academic Standards Committee is a standing committee governed by the
Eastern Oregon University Assembly
and the Assembly Executive Committee.
The Constitution Bylaws outline the
charge of the committee:
Section 4. Academic Standards Committee
Organization --- The Academic Standards
Committee shall consist of nine (9) members, including five (5) teaching
faculty with representation from each School, two (2) students appointed
by the recognized student government, and one (1) representative from
student affairs appointed by the President. At least two (2) of the
teaching faculty members must by tenured. A classified staff member
from the Registrar's Office shall serve ex officio without vote and
shall serve as administrative assistant and secretary to the Committee.
Duties and Responsibilities
- To develop, recommend, and interpret
academic policy.
- To serve as the hearing board in all
matters regarding academic probation and academic dismissal from the
University. The Committee is empowered to make exceptions to academic
regulations if, in spirit, such regulations are satisfied or, if the
strict application of the policies would impose an educational disadvantage
or undue hardship on the student. Consideration of exceptions shall
include consultation with the appropriate administrative unit responsible
for maintaining the regulations in question.
From Faculty/Staff
Handbook Constitution Bylaws
Committee Chair
A chairperson will be elected annually at the first
meeting where a majority of members are present. The chairperson serves
for a one-year term. Until a chair is selected, the administrative assistant
will coordinate committee business.
Administrative Assistant
The Registrar's Office will appoint a member of its
staff to serve as administrative assistant to the committee. The Committee
assistant will:
- Support the elected chairperson in the completion
of ASC business
- Solicit schedules from members as needed to coordinate
times for meetings
- Communicate with students about their hearing appointments,
organize the appointment schedule
- Reserve a secure and private room for meetings
(equipped with the necessary phone and computer hook ups and provide
equipment as needed)
- Prepare all documents needed for consideration
of student petitions
- Complete all paperwork related to student petitions
- Keep record of proceedings, remind committee of
guidelines and track decisions
- Secure room when not in use
- Follow up as necessary in the conveyance of committee
decisions
- Destroy all document copies according to Registrar's
normal procedures
Hearing
Procedures
The Academic Standards Committee meets with students
to discuss academic difficulties and deliberates about their future status
as an Eastern Oregon University student. Hearings and deliberations should
be conducted with these thoughts in mind:
- The student is an individual. His or her unique
life situation is valued and respected.
- Coming before the ASC is most likely an uncomfortable
situation for most college students. The committee should make every
effort to make students comfortable.
- As we challenge the student's understandings and
views, we also must be willing to support the student in their current
stage of development. A balance of challenge and support if necessary
for student growth and development are to occur.
- Decisions will be made with the student's best
interest at heart. At the same time we must honor the integrity of Eastern's
established standards, policies, and procedures.
- A student's academic record and information revealed
to the committee should be treated with the utmost respect and confidentiality.
No discussion of ASC student deliberations or other business should
take place outside of committee meetings. A discussion of a student's
academic record outside of official business can constitute a violation
of federal educational privacy laws (FERPA).
- No transcripts or student petitions shall leave
the room. The committee chairperson can make exceptions to this general
rule in the case where follow up is necessary. If written documents
are removed from the meeting room, they should be returned to the committee's
administrative assistant for proper disposal upon completion of the
task.
- Committee members are expected to attend all ASC
meetings. If conflicts exist, the Administrative Assistant should be
notified well in advance.
General Hearing Guidelines
- Prior to student entering room or phone call, written
documents and transcripts are reviewed - Committee will determine the
issues to be explored with the student
- Student is called into the room and shown where
to sit
- Chair or hearing leader should greet the student
and explain why the student must appear before the ASC
- Student is asked to comment on 1) their current
academic situation, 2) attempts taken to correct problems, 3) their
proposed plan for success
- Committee members ask questions
- In some cases students are asked to leave the room
so the committee can deliberate
- Decision is rendered to student, paperwork completed
(student gets pink copy)
- Chair excuses the student
- After leaving the hearing the student may then
complete registration. To do so it may require additional steps as directed
by the committee or be required by the Business or Financial Aid Offices.
The ASC may make stipulations and impose limitations
that are aimed at assisting the student in achieving academic success.
Some possible committee responses:
- Limit the number of credit hours for which a student
may enroll. A twelve- credit limit keeps the student at full-time status.
A nine-credit limit reduces the FTE to .75 and will correspondingly
impact the amount of financial aid the student will be eligible to receive.
- Require/suggest the student add or drop certain
course(s)
- Require/suggest the student engage in placement
testing to determine appropriate course level
- Require/suggest a student meet with his or her
advisor
- Require/suggest a student meet with staff in University
support offices.
(The committee will want to build in some checks to
make sure requirements are completed.)
It is helpful to know departmental preferences prior
to making recommendations. For example, should a student received a "D"
or "F" in Bio101 be allowed to register for 102 the next term.
Guidance is helpful in these situations.
Formal Grievance Hearings
In the cases where a student desires to pursue a formal
grievance, he or she should follow procedures outlined under the Complaint
and Grievance Procedures of the Student Handbook. The grievance
would fall under "Category 5: Grievances
by Students Pertaining to the Satisfaction of Graduation Requirements,
Academic Probation, or Academic Suspension."
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