Classroom Policies for Faculty and Students

This reference summarizes classroom-related policies to support consistent expectations for faculty and students.

Topic	Reference	Faculty Requirements	Student Responsibilities
Absence Verifications	Dean of Students	DOS does not excuse absences, only verifies circumstances; faculty decide make-up work per syllabus/course policy.	For extended illness/emergencies, request DOS verification; verification does not excuse absence; coordinate make-up work with instructors.
Academic Integrity	Faculty Handbook 9.8	Include academic integrity expectations in syllabus and assignment rubrics; must refer honor violations to OAI before assigning any penalties; instructor can make grade changes for non-misconduct issues.	Complete work honestly; cite sources; do not collaborate or use AI/tools in prohibited ways; follow syllabus and assignment rubrics; follow OAI procedures if reported.
Class Attendance	Faculty Handbook 9.6.2	State attendance policy in syllabus; apply consistently; align grading/participation expectations with policy and modality; consider make-up policy for excused absences. Provide reasonable accommodation when notified in advance; do not penalize religious absences; offer make-up options; official verification not required.	Follow attendance expectations; communicate promptly about absences; complete missed work per course policy. Request accommodations in advance from instructor; complete missed work and coordinate make-ups; no verification required.
Class Schedules and Office Hours	Faculty Handbook 9.6.1 Faculty Handbook 9.7.1	Be available two weeks prior to first class and two weeks after end of semester; provide regular office hours and be reachable by message within a reasonable time during the work week.	Plan around posted schedule; use office hours/approved channels for help; monitor announcements for updates; communicate early if conflicts arise.
Classroom Conduct	Faculty Handbook 9.9	Maintain a respectful learning environment; address disruptive behavior; follow conduct reporting procedures (Student Conduct, DOS, Threat Assessment).	Follow classroom standards of respectful behavior; comply with instructor directions and university conduct expectations.
Course Modality	VT Policy 6364	Teach in the official scheduled modality; meeting-time expectations must align to modality; cannot change modality without VT authorization (including weather closure).	Check course modality and meeting requirements; attend required live sessions when scheduled; report issues if modality differs from timetable.
Distressed Students (EARS)	Faculty Handbook 9.13	Submit EARS early for academic concerns (using HokieSpa); urgent safety issues should go to DOS/911; track advisor follow-up (via email notifications).	Respond to outreach from advisors; use support services; seek help early when experiencing difficulties.
Final Examinations	Faculty Handbook 9.6.3	Hold finals at scheduled time; changes require college approval; final assessment required unless exception approved; no in-class final exams or major in-class written assignments during last 3 days of classes.	Take finals as scheduled; request reschedule for exam conflicts, 3 or more final exams in 24-hours, or emergencies through college approval; coordinate with instructor.
Grades (Incomplete, W, Appeals)	Faculty Handbook 9.6.4–9.6.7	Submit final grades by semester deadline; I grades require documented circumstances and contract for completion plan; W is student-initiated; grade appeals via instructor, then department head, then college.	Monitor grades and deadlines; complete I work by agreed date (≤1 year); withdraw by deadline (max of 3 W grades while at VT); appeal grades to instructor first, then department or college.
Holiday Schedules	VT Academic Calendar	Follow official calendar; do not require class/meetings or work due dates during university holidays or closures.	No class/work due on official holidays/closures; complete work due after break unless alternative arrangements exist.
Mid-Term Grades and Final Grade Entry	Grade Entry Availability and Deadlines	The linked webpage provides the dates when midterm and final grades can be entered. Midterm grades are required for first-year students and new transfer students in their first semester. Academic advisors run intervention campaigns with students who have multiple unsatisfactory (U) midterm grades. Final grades must be entered by the deadline so that student academic status and degree conferral can be processed on schedule.	N/A
Reading Day	VT Academic Calendar	Do not hold or require exams/quizzes/presentations or major graded deadlines on Reading Day.	Use Reading Day for study/prep; no required academic activities should be scheduled.
SSD Accommodations	Faculty Handbook 9.7.3	Check SSD AIMS Portal for letters; provide approved accommodations; consult SSD if unclear or impacts course requirements.	Register with SSD and request accommodations each term in AIMS; discuss accommodation requests with instructor early.
Student Records (FERPA)	Faculty Handbook 9.11	Protect student records; limit sharing to legitimate educational interest; do not send full identifiers via email; do not discuss grades with parents/family members unless FERPA passcode is verified.	Protect your records; avoid sharing full identifiers; use official channels to request access/changes; know your privacy rights under FERPA.
Syllabus Expectations	Faculty Handbook 9.6.1	Include required syllabus elements (learning objectives, honor code, etc.); clearly state course expectations, grading/attendance policies, schedule/deadlines; communicate any changes immediately; changes should not disadvantage students. Make sure that listed grading policies are clear on how the final letter grade for the course will be calculated.	Review syllabus carefully; follow stated expectations, deadlines, and policies.
Teaching assignments	VT Faculty Qualifications for Teaching	Ensure teaching assignments meet credential/qualification expectations; maintain documentation per unit processes.	N/A

Refrences and Resources

VT Compliance

Faculty Classroom Policies

Student Support Resources

Information is adapted from faculty resources provided by Pamplin College of Business Dean’s Office.