Student Advising > - Faculty
COURSE INFORMATION FOR FACULTY
1. Registration for Courses
- Special restrictions for your courses (e.g., restricted to upper-year students in a certain program) should be forwarded to the Student Advisor (music.advisor(at)ubc.ca) as soon as possible.
- To change the number of seats offered for your course, contact the Student Advisor (music.advisor(at)ubc.ca) as soon as possible.
- Students usually register themselves for classes; however, if they need special permission (e.g. no pre-req. or not in the required program) to register, you must e-mail the MUSC Student Advisor (music.advisor(at)ubc.ca) with their name/student number and grant permission for them to be registered. Or, you may ask the student may bring you a drop/add form to sign to indicate your permission. This form is then brought to the MUSC Student Advisor (Rm. 425) for processing.
- Registration for any Directed Studies courses (e.g. 402 and 512) must be approved by the Full-time Faculty member directly to the MUSC Student Advisor (music.advisor(at)ubc.ca)
2. Dropping and Adding Courses
- Drop/add Dates (what to do after withdrawal deadlines)
- Drop/Add Form: undergraduate; graduate
- Before the withdrawal deadlines, students usually withdraw themselves online via their Student Service Centre accounts.
- In certain cases, special instructor permission is required to withdraw a School of Music student. Usually this occurs after the withdrawal dates when the instructor would like to BACKDATE the withdrawal of the student to an earlier date (e.g. Medical or counselling documentation may have been provided by the student.) To withdraw the student, the instructor either:
a) provides the Student Advisor at music.advisor(at)ubc.ca with the withdrawal date to be assigned and the student name/number; or,
b) signs a drop/add form noting the withdrawal date to be assigned and asks the student to bring the form to the Student Advisor.
3. Grading Guidelines
4. Class Lists & Grade Entry
- Class lists are available and grades entered via the Faculty Service Centre (FSC). An account login and password is required. Select GRADES or CLASS LIST in the left menu. Be sure to enter the correct course and section number.
- Apply for a FSC account and wait for e-mail confirmation of account set-up, after:
a) obtaining your employee number from Isabel da Silva, Administrative Manager, isabel.dasilva(at)ubc.ca
b) signing-up for a Campus-Wide-Login account
Access is granted only to faculty listed as instructors on the official online course schedule. If your name is not listed, contact the Music Secretary to the Director at musicsec(at)interchange.ubc.ca. - A grade must be entered for each student registered (unless auditing). Do not leave any entry line blank. If a student needs to be de-registered (e.g. did not attend any classes), contact the MUSC Student Advisor at music.advisor(at)ubc.ca.
- If entering a Standing Deferred grade, enter SD in the Standing Column and a partial grade (based on their performance in the course so far) in the grade column. When the final grade is available, forward it to the MUSC Student Advisor (music.advisor(at)ubc.ca) for entry.
- Save frequently when entering grades. The system may TIME OUT especially during high volume periods.
- Save vs. submit. Saving allows you to go back and revise a grade after you have entered it. Once you have submitted the grade, you will not be able to change it. If you have submitted a grade and need to change it, send the updated grade to the MUSC Student Advisor (music.advisor(at)ubc.ca).
- Grades are not available online to students until the last day of exams.
5. E-mailing Students
- Via your FSC account, students in your class(s) may be e-mailed individually, in class sub-groups, or, by class.
- A hard-copy School of Music Student Directory, containing e-mails and telephone numbers, is distributed to all instructors, usually in October.
6. Creating a Website for your Class(es)
7. Student Distress & Absences
- If the student and/or you are in imminent danger, call Campus Security at 604-822-2222 or the RCMP Police Campus Detachment at 604-224-1322.
- If you see a student behaving oddly in your class or have a student who has stopped attending class or has never attended class, please let the Student Advisor know immediately. Feel free to refer or bring distressed students to the Student Advisor's office as they have experience assisting them and working with UBC Counselling.
- If you are dealing with a student in serious distress, you may call over to Counselling Services at (604) 822-3811 and ask for an emergency appointment for that student. The student will usually be able to see a counselor the same day.
- Students may also be referred to Student Health for medical issues.
- Please inform the Student Advisor of any issues as the Student Advisor tracks and follows-up with students to ensure things are improving for them. This has made a difference for a number of students.
