Class Lists

The Registrar provides class lists to faculty online at http://registrar.uchicago.edu. You will need a password from the Registrar (773-702-7876) to access this service. Hard copy lists may also be picked up after 8:00 A.M. on the first day of any quarter in Administration 103, or from the departmental offices thereafter.

You will need to know at all times who is and is not registered in the course. After the printed lists are distributed at the beginning of the quarter, the Registrar will produce additional class lists on demand. You are encouraged to use the Registrar's web site with its immediate access to student enrollment data, however, rather than order and wait for printed lists, which are out of date by the time they are delivered. The Registrar's web site also allows you to send short, targeted e-mail messages to enrolled students and to obtain printed "photo-rosters" containing pictures of students. These web services automatically identify and combine the enrollments in all cross-listings of a course rather than printing out a separate page for each component course, as hard-copy class lists do.

The Registration System used by the College provides advance information of the number, and categories, of students who wish to enroll in College courses. On Tuesday of the ninth week of each quarter the Registrar produces reports showing the number of students interested in taking each course offered in the following quarter. Departments and members of the faculty may use this information to make last-minute changes to their course offerings; for example, they may raise the posted seat limit to accommodate a few more students or they may arrange for additional sections of a course with greater student interest than anticipated. To obtain these reports, departments should contact the Registrar during the ninth week of the quarter. Any changes in limits or number of course sections must be reported back to the Registrar by the middle of tenth week, when they will be incorporated into the resolution of students' registration preferences and into the course information available in the registration system for the following quarter.

Class lists for the next quarter's courses will be available on the web to you on the Monday of 11th week of the preceding quarter.

Students taking a course for credit whose names are not on the class list should be told, during first week, to go online to register; after first week, sign registration consent forms for students to take to the Registrar's office. Undergraduates who wish to audit courses require instructors' permission. Undergraduate audits are informal arrangements with course instructors; no paperwork is required. Students and instructors should be aware that neither advisers nor the University Registrar maintain records of informal audits. At no point in the future will students' work be officially certified or posted to transcripts. See also Registration Procedures.

Class Lists for Cross-listed Courses

The Registrar prepares separate first-day class lists and grade sheets for courses that have two or more course numbers. In courses with two or more instructors, these sheets will be sent to each department in which a component course is listed.

Departmental administrators normally take care of submitting course information to the Registrar for inclusion in the registration system and the Time Schedules. If you are teaching courses with multiple listings, you should make sure that all relevant information — including registration limits, if requested — is identical for each listing. If you are teaching a course with multiple listings ("idents"), you should check that the maximum, total combined headcount of students permitted to register for the course is communicated to the Registrar's Office by the end of the fifth week of the preceding quarter, before pre-enrollment begins.

Course Requirements

Students should be informed of course prerequisites via the Time Schedules and should be reminded of such prerequisites at the beginning of the quarter. In the first week of the quarter, distribute a syllabus or course outline that shows proposed reading assignments, paper deadlines, examination dates, and other requirements. Include explicit instructions about group projects and the limits of collaboration.

Course Numbers

The University uses a five-digit course numbering system. Courses whose first digit is less than “3” are considered College-level courses. Those courses whose first digit is "3" or higher are considered graduate-level. In general, College courses whose first digit is "1" are considered to be introductory or meeting first-year Core requirements.

Cancellation of Courses and Time Schedule Changes

You should weigh plans to cancel courses or change meeting times against the serious disruptions such changes cause in the lives of our students. College students preregister in Spring Quarter for Fall Quarter, developing a plan for the following year based on the listed schedule of courses for the entire year. A single cancellation or time change may affect a student's schedule in dramatic and serious ways. This is true for all students planning to take a course, whether or not they preregistered.

On those occasions when it proves absolutely necessary to cancel or reschedule a course, you should notify the Master and/or the department or staff chair as soon as possible so that preregistered students and their advisers can be notified and alternatives can be arranged.

Attendance

Some faculty members in the College do not take attendance, especially in large lecture courses. However, you should plan to take attendance, at least initially, for several reasons. First, by taking attendance, you let your students know that you are serious about their being in class and that you expect them to be present. Second, some state and federal financial aid programs now require a student to certify attendance, especially in the event of a poor performance. Finally, one of the first signs that a student may have academic or personal problems will often be irregular attendance in their classes. While there may be a number of legitimate reasons why a student misses several classes, especially at the beginning of the quarter, continuing problems with attendance should usually be checked out. After the first assignment has been handed out, students will generally have gotten these legitimate conflicts resolved. If one of your students continues to have difficulties after this point, it is probably a good idea to call that student's College adviser. The adviser will generally know, or be able to find out, whether the student is ill or is having difficulty in other courses. If the situation needs to be checked out further, you and the adviser can discuss how to go about it most efficiently.

Faculty Absences

If illness or some other emergency prevents you from meeting a class or proctoring an examination and you are unable to schedule an alternative time, ask a colleague to fill in for you or call the appropriate Master's or department office to arrange for notices to be posted at suitable locations.

Grade Sheets

The Registrar sends grade sheets in 8th week to departmental offices, which forward them to instructors. Separate grade sheets are produced in 8th week for students scheduled to graduate at the end of that quarter. Grade sheets should be returned to the Registrar in person, by courier, or via the appropriate Master's or departmental office. Grades will be recorded only if the officially listed course instructor signs the grade sheet. The Registrar will accept grades by fax but not by phone or e-mail.

Timely Submission of Course Grades

It causes our students, their parents, and our staff much anxiety and inconvenience when faculty do not submit course grades in time for the Registrar to include them on grade reports. Without complete grade reports, the Office of College Aid cannot certify satisfactory academic progress and release loan checks; advisers cannot identify Dean's List or probationary students; and students cannot complete graduate school applications. Furthermore, parents frequently believe their students are somehow at fault.

Grades are officially due in the Office of the Registrar (Administration 103) no later than 5:00 P.M. on the Tuesday after exam week in Winter and Spring Quarters, and on the Wednesday after exam week in the Summer and Autumn Quarters. The due date for grades is shown on each instructor's grade report. Grades received after these deadlines do not appear on the grade report mailed to students' parents.

When grades are due the Registrar will make every effort to identify which grades have not been received and will contact the respective instructor, department, or Master's office to determine the status of grade lists. Instructors who know they will not turn in grades by the posted deadline should notify the Registrar's office in advance of the delay

If students have been attending a course in order to make up Incompletes, their names will not appear on class lists or grade sheets. Instructors should report their grades on change of grade cards, available from departmental secretaries. If a student has attended a section of a course all quarter and met the course requirements but has not officially registered for the course, add the student's name and grade in the blank space on the grade report.

Convocation Grade Deadlines

In the quarter in which a student plans to graduate, the Registrar asks faculty to submit a final grade by Friday of 10th week and provides a separate grade sheet for this purpose. These convocation grades are final. They may not be changed except in the event of clerical error, or in the event that the student fails to graduate as planned.