coe-staff: FW: End of Term Academic Policy Reminder

Mon Nov 24 15:47:20 PST 2025

Dear All,
Apologies for the duplication, I'm sure most Instructional faculty have already received this (email below).
The Office of the Provost has done a nice job of consolidating some of our core instructional policies as a reminder for us as we close out the Fall and step into the Winter. When you get a moment, see if there is any new or newly organized information or resource that might be of value to you as you prepare for Winter. The Course Attendance and Engagement<https://teaching.uoregon.edu/enacting-senates-course-attendance-and-engagement-policy-0> page, and the accompanying "guidance and interpretation<https://provost.uoregon.edu/course-attendance-and-engagement-policy-interpretation>" page may be particularly timely reminders.
Best,

Dianna Carrizales-Engelmann, PhD,

Associate Dean for Administration and Strategic Initiatives

College of Education, University of Oregon

[cid:image001.png at 01DC5D59.9D1DCA40]

From: Office of the Provost <otp at uoregon.edu>
Sent: Monday, November 24, 2025 3:01 PM
To: Dianna Carrizales-Engelmann <dcarriza at uoregon.edu>
Subject: End of Term Academic Policy Reminder

[University of Oregon]<https://urldefense.com/v3/__https:/t.e2ma.net/click/szdwel/sbj4dh/cb4fzeb__;!!C5qS4YX3!A6i9MQ_oj5uTQZuay1nioJYgwcNNnDoa-YihYaj6CP7C6c_yurZppermGO_qOxg2u824gRmL3pXsU-zM$>

[Office of the Provost]<https://urldefense.com/v3/__https:/t.e2ma.net/click/szdwel/sbj4dh/s34fzeb__;!!C5qS4YX3!A6i9MQ_oj5uTQZuay1nioJYgwcNNnDoa-YihYaj6CP7C6c_yurZppermGO_qOxg2u824gRmL3pHot_D2$>

Dear colleagues,
This is an end-of-term reminder about key academic policies regarding dead week, final exams, reporting student progress, student absences related to university-sponsored events and accommodations. In addition, there is information about the process for requesting and contracting for Incompletes, handling academic misconduct, and some reminders heading into next term. See the Office of the Provost library of academic policies<https://urldefense.com/v3/__https:/t.e2ma.net/click/szdwel/sbj4dh/8v5fzeb__;!!C5qS4YX3!A6i9MQ_oj5uTQZuay1nioJYgwcNNnDoa-YihYaj6CP7C6c_yurZppermGO_qOxg2u824gRmL3noWOv4o$> for other relevant policies and guidance.
Student Progress Reporting <https://urldefense.com/v3/__https:/t.e2ma.net/click/szdwel/sbj4dh/oo6fzeb__;!!C5qS4YX3!A6i9MQ_oj5uTQZuay1nioJYgwcNNnDoa-YihYaj6CP7C6c_yurZppermGO_qOxg2u824gRmL3q-mOX5Y$>
Instructors of record are to provide up-to-date student progress information on Canvas, such as grades recorded on Canvas for assignments, quizzes, etc., by at least two points in the term:

  *   By the end of week 6
  *   And prior to the final exam
This should be done in all courses where progress is not communicated individually to students through other means. We expect that most courses would fall into that category and thus the easiest method to do this will be to record grades in Canvas.
University-Sponsored Events and Student Attendance <https://urldefense.com/v3/__https:/t.e2ma.net/click/szdwel/sbj4dh/4g7fzeb__;!!C5qS4YX3!A6i9MQ_oj5uTQZuay1nioJYgwcNNnDoa-YihYaj6CP7C6c_yurZppermGO_qOxg2u824gRmL3gGPYboH$>
Faculty are strongly encouraged to make pedagogically sound and justifiable accommodations for students absent due to participation in university-sponsored events, such as athletic events. As per the Office of the Provost guidance and interpretation<https://urldefense.com/v3/__https:/t.e2ma.net/click/szdwel/sbj4dh/k97fzeb__;!!C5qS4YX3!A6i9MQ_oj5uTQZuay1nioJYgwcNNnDoa-YihYaj6CP7C6c_yurZppermGO_qOxg2u824gRmL3oac7gyk$> of the Course Attendance and Engagement policy<https://urldefense.com/v3/__https:/t.e2ma.net/click/szdwel/sbj4dh/018fzeb__;!!C5qS4YX3!A6i9MQ_oj5uTQZuay1nioJYgwcNNnDoa-YihYaj6CP7C6c_yurZppermGO_qOxg2u824gRmL3m7SRmjh$>, instructors are allowed to exempt absences due to university-sponsored events from their course attendance policy as long as they generally treat all students who provide documentation from a sponsor the same.
UO Student Conduct Code and Academic Misconduct  <https://urldefense.com/v3/__https:/t.e2ma.net/click/szdwel/sbj4dh/gu9fzeb__;!!C5qS4YX3!A6i9MQ_oj5uTQZuay1nioJYgwcNNnDoa-YihYaj6CP7C6c_yurZppermGO_qOxg2u824gRmL3vQm8ixZ$>
Please familiarize yourself with the Student Conduct Code and policies for academic misconduct. Note that university policy requires instructors to report suspected academic misconduct to the Dean of Students if the instructor intends to impose a penalty should the student be found responsible.
Student Accommodations
Students may receive accommodations for absences from class and make-ups for missed assignments or exams for a variety of reasons listed below:

  *   Accessible Education Center (AEC)<https://urldefense.com/v3/__https:/t.e2ma.net/click/szdwel/sbj4dh/wmagzeb__;!!C5qS4YX3!A6i9MQ_oj5uTQZuay1nioJYgwcNNnDoa-YihYaj6CP7C6c_yurZppermGO_qOxg2u824gRmL3t0Z_1j_$> approved accommodations: Instructors are required by federal law to make reasonable accommodations to students as determined by AEC. Instructors with questions about these accommodations should consult with AEC.
  *   Military and Federal Agency Deployment Accommodation Rights<https://urldefense.com/v3/__https:/t.e2ma.net/click/szdwel/sbj4dh/cfbgzeb__;!!C5qS4YX3!A6i9MQ_oj5uTQZuay1nioJYgwcNNnDoa-YihYaj6CP7C6c_yurZppermGO_qOxg2u824gRmL3pb2PhVm$>: students engaged in military or federal agency service may be afforded certain accommodations. Follow link above for more information.
  *   Pregnancy-related Accommodations<https://urldefense.com/v3/__https:/t.e2ma.net/click/szdwel/sbj4dh/s7bgzeb__;!!C5qS4YX3!A6i9MQ_oj5uTQZuay1nioJYgwcNNnDoa-YihYaj6CP7C6c_yurZppermGO_qOxg2u824gRmL3mauo37K$>: Title IX provides for pregnancy-related accommodations for affected students. Please follow link above for more information.
  *   Religious Observance Accommodations<https://urldefense.com/v3/__https:/t.e2ma.net/click/szdwel/sbj4dh/8zcgzeb__;!!C5qS4YX3!A6i9MQ_oj5uTQZuay1nioJYgwcNNnDoa-YihYaj6CP7C6c_yurZppermGO_qOxg2u824gRmL3vBqtPlW$>: instructors are to provide reasonable religious observance accommodations for students who have requested them through the university process. Follow link above for more information.
Incomplete Policy <https://urldefense.com/v3/__https:/t.e2ma.net/click/szdwel/sbj4dh/osdgzeb__;!!C5qS4YX3!A6i9MQ_oj5uTQZuay1nioJYgwcNNnDoa-YihYaj6CP7C6c_yurZppermGO_qOxg2u824gRmL3oTq5c_y$>
<https://urldefense.com/v3/__https:/t.e2ma.net/click/szdwel/sbj4dh/4kegzeb__;!!C5qS4YX3!A6i9MQ_oj5uTQZuay1nioJYgwcNNnDoa-YihYaj6CP7C6c_yurZppermGO_qOxg2u824gRmL3l2obIq7$>The Incomplete policy provides a centralized process for student requests, faculty approval, and contracts for incompletes. The process can be initiated for students on the Office of the Registrar website<https://urldefense.com/v3/__https:/t.e2ma.net/click/szdwel/sbj4dh/kdfgzeb__;!!C5qS4YX3!A6i9MQ_oj5uTQZuay1nioJYgwcNNnDoa-YihYaj6CP7C6c_yurZppermGO_qOxg2u824gRmL3qlVZgHg$>.
There is an option for instructors to submit an Incomplete form in cases where a student is unable to. This should only be done when there has been an agreement between the instructor and student that an Incomplete is appropriate. The link for that option is at the bottom of the Incomplete policy page<https://urldefense.com/v3/__https:/t.e2ma.net/click/szdwel/sbj4dh/05fgzeb__;!!C5qS4YX3!A6i9MQ_oj5uTQZuay1nioJYgwcNNnDoa-YihYaj6CP7C6c_yurZppermGO_qOxg2u824gRmL3g7SW-Ra$>.
Dead Week <https://urldefense.com/v3/__https:/t.e2ma.net/click/szdwel/sbj4dh/gyggzeb__;!!C5qS4YX3!A6i9MQ_oj5uTQZuay1nioJYgwcNNnDoa-YihYaj6CP7C6c_yurZppermGO_qOxg2u824gRmL3hzD17R5$>
<https://urldefense.com/v3/__https:/t.e2ma.net/click/szdwel/sbj4dh/wqhgzeb__;!!C5qS4YX3!A6i9MQ_oj5uTQZuay1nioJYgwcNNnDoa-YihYaj6CP7C6c_yurZppermGO_qOxg2u824gRmL3upNKTAo$>Remember that faculty legislation places limits on assignments and exams during dead week (Week 10). Details can be found at the link above.
Final Exams <https://urldefense.com/v3/__https:/t.e2ma.net/click/szdwel/sbj4dh/cjigzeb__;!!C5qS4YX3!A6i9MQ_oj5uTQZuay1nioJYgwcNNnDoa-YihYaj6CP7C6c_yurZppermGO_qOxg2u824gRmL3uqxugVS$>
Students who are scheduled for more than three final exams in one day can take one or more on another day. In addition, students who have two or more exams scheduled at the same time have options for alternate exam times. See link above for details.
Course Materials Reporting <https://urldefense.com/v3/__https:/t.e2ma.net/click/szdwel/sbj4dh/sbjgzeb__;!!C5qS4YX3!A6i9MQ_oj5uTQZuay1nioJYgwcNNnDoa-YihYaj6CP7C6c_yurZppermGO_qOxg2u824gRmL3pap-bdB$>
It's not too early to think about reporting course materials for Spring 2026 term. Course materials must be reported through the Duck Store system by January 12, 2026. All courses must report all materials, or report that there are no materials required, by that date. See link above for more information.
Preparing for Winter 2026 Term
In anticipation of potential inclement weather in Winter term, we encourage instructors to be prepared to pivot to remote teaching temporarily. Should inclement weather disrupt classes, specific instructions and guidance will be provided from the Office of the Provost.
Please contact Ron Bramhall<mailto:rcb at uoregon.edu?subject=RE%3A%20Policy%20Reminder> in the Office of the Provost with questions.
Sincerely,
The Office of the Provost

1258 University of Oregon, Eugene OR 97403-1258
P: 541-346-3186 | F: 541-346-2023

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