SECTION 4: ACADEMIC OPERATION ISSUES

4.1.0 Institutional Review Board-Academic Dean

(revised 12/14/2007)

Download an Application for Approval of Research Involving Human Participants

The Simpson College Institutional Review Board (IRB) was established in September 2002. The board’s mission is to ensure that research involving human participants at Simpson College is conducted in an ethical manner that minimizes risks to participants. Simpson College requires research projects covered by this policy to be approved by the IRB before the research begins. Projects are approved for a period of up to one year. Annual reports are required for projects lasting longer than one year. The IRB is expected to act on proposals in a timely manner. If concerns are raised during a review, the IRB will provide guidance to the investigator so the proposal can be revised and approved.

The following research activities require IRB approval:

1. Research utilizing human participants and conducted with the intent or expectation of presenting or publishing the results.
2. Research utilizing human participants that is conducted by undergraduate or graduate students.
3. Data collected outside of the classroom.

Not all research is covered by the IRB policy. The following research activities do not require IRB approval:

1. Research that does not utilize human participants.
2. Research a Simpson College instructor might conduct within his or her own classes to evaluate the effectiveness of various learning tools or methods of instruction.
3. Research conducted as an educational activity during a regularly scheduled class and directly supervised by a Simpson College instructor.
4. Journalistic reporting.

The board utilizes a review plan that is consistent with federal guidelines for research involving human participants, Title 45, Code of Federal Regulations, Part 46. These guidelines permit the initial screening and classification proposals into two categories based on the level of risk to the potential participants.

Category 1: Studies in Category 1 are judged to provide no more than a minimal risk to the participants and are referred for an expedited review. The proposed study will be reviewed by a designated board member and returned to the board chair with a recommendation. If the evaluator recommends approval, the chair will send an approval letter to the investigator. In the unlikely event the evaluator does not recommend approval, the proposal will be submitted for a full review. Estimated turnaround time 1 week.

Category 2: Studies in Category 2 are judged to be of more than minimal risk to participants or involve special populations such as minors. Copies of the proposal will be distributed to all board members and the proposal will be discussed at a meeting of the full board. Investigators will be invited to attend the meeting to answer questions about their study. Following the meeting, the board chair will inform the investigator in writing of the board’s decision. Estimated turnaround time is two weeks.

4.2.0 Petitions-Academic Dean

In limited cases, students may be able to petition out of various academic requirements. Students seeking to file such petitions should contact the College Registrar for more information.

4.3.0 Withdrawal from College-Academic Dean

Students who wish to withdraw from the college, either during or at the end of any semester or term, should be referred to the office of the dean of students to initiate the process. Students are also urged to keep their records with the college active by filing a withdrawal in the registrar’s office. When the withdrawal process has been completed, the registrar notifies the student’s instructors, academic counselor, and appropriate administrative offices.
Students withdrawing from college prior to the completion of any final examinations receive the designation of “W” for each course in which they were enrolled. The “W” carries no credit or quality points.

4.4.0 Epsilon Sigma

Epsilon Sigma is the honorary scholastic fraternity at Simpson. Ten percent of the graduating class is elected each year. Incomplete grades may lower grade point averages that would otherwise make students eligible for election.

4.5.0 Catalog-Academic Dean

The official catalog of the college provides a general overview of college policy, although student handbooks, faculty actions, and administrative decisions supplement this from time to time. Academic policies can be found in the official catalog of the college, the Simpson College Faculty Handbook, Part IV  and in other documents approved by the faculty.
Students and faculty seeking assistance with college academic policy, should contact the College Registrar.

4.6.0 Commencement-Academic Dean

Commencement is a ceremonial event celebrating the conclusion of a course of study. Graduating seniors at Simpson College are expected to be present for commencement exercises. All full-time faculty members are likewise expected to attend the May commencement. Faculty members who will not attend are expected to contact the academic dean’s office. Faculty attendance at the December commencement is optional. College policy determines the requirements for students who will be permitted to participate in commencement. Although a student may participate in commencement, students will not graduate or receive their degree from the College until they have completed all appropriate requirements and the student’s official college transcript reflects such completion.

4.6.1 Academic Attire at Commencement

(added 03/07/2016)

Academic attire worn by students and others during commencement at Simpson College is determined by general academic practice and the traditions of the college. Participants in the college’s commencement ceremony will be expected to abide by the college’s traditions in regard to appropriate academic attire.

Graduating B.A. and B.M. students will wear the traditional black bachelor’s gown and black mortar board with gold and red tassel. Masters students will wear the traditional black master’s gown, black masters hood with college colors and mortarboard.

Accessories associated with all college honor societies will be permitted. Honors students will wear an honors medallion provided by the college. Members of the three all college honor societies (Omicron Delta Kappa, Epsilon Sigma and Alpha Sigma Lambda) will wear honor cords or pins. Military veterans will be permitted to wear a college provided Simpson Veteran pin.

4.7.0 Opening Convocation and Honors Convocation-Academic Dean

Fall Opening Convocation is held at the beginning of the fall semester. Honors Convocation is held at the end of spring semester. All faculty members are expected to attend and process in academic regalia. Faculty members who will not attend are expected to contact the academic dean’s office.

4.8.0 Enrollment, Attendance, and Participation-Academic Dean

(revised 03/06/2012)

A student must be officially enrolled at the college to register for classes and participate in college activities.

A student enrolled at the college with outstanding payments due the college will be prohibited from registering for classes. A student with outstanding payments due the college may seek a waiver for the purpose of conditional registration by contacting the Business Office. Student waiver requests will be reviewed by a committee comprised of a representative from the Business Office, Financial Aid Office, and Student Development Office.

A student will not be allowed to attend class and participate in other class activities past the Drop/Add period unless the student is officially registered in the course.

A student not attending at least one meeting for a class in which she or he is registered by the end of the Drop/Add period, will be dropped from the class roster by the College Registrar.

Based on the recommendation of the instructor, the Academic Actions Committee may withdraw a student from courses and the rolls of the college for cause, which includes but is not limited to, excessive absences impacting the academic progress of the student. If this action occurs after the last date to ADD/DROP courses but prior to the last date of withdrawal according to the college calendar, a grade of “W” is recorded. If this action occurs after the last date of withdrawal, the instructor(s) will assign the appropriate grade. In cases of extended illness or other emergency situations, the Academic Actions Committee may approve a grade entry of “W” on the transcript. The student will be notified by the registrar of the college of the action taken by the college. If a student wishes to appeal this decision, he or she may request a hearing before the Academic Appeals Committee. The student shall present to the registrar of the college within three days following the notification of the decision a written appeal stating clearly what is being appealed and the rationale.

Individuals must be enrolled at the college and be registered and regularly attend class to live in college housing and participate in the dining service board plan. Individuals who are not officially registered and attending class after the Drop/Add period will be required to vacate college housing.

4.9.0 Start and End of Term Policy

(added 11/11/2013)

Due to federal regulations, all course activity performed by a student must fall within the academic term in which the student is registered. The start and end date of academic terms are established by the institution.

Faculty should not enter into an arrangement with a student whereby the student performs work in one semester and receives credit for the work in a subsequent semester. All work performed by a student that is entered to the calculation of a final grade for a course must be performed during the semester for which the grade is entered. Students may be asked to do preparation, previous to the start of the semester (read texts, journal articles, attend training, etc.), but the preparatory work should not be entered into the grade for the course.

For example, a student is not allowed to complete an internship during the summer without officially enrolling during the summer. The student may not enroll in the spring or fall semester for an internship completed during the summer. However, a student may be asked to read a book over the summer and be prepared to discuss the book during a course or internship upon starting school in the fall.

4.10.0 Use of Student Assistants

(added 01/28/2015)

From time to time, advanced undergraduate students at Simpson College assist faculty members in the performance of their duties. Appropriate activities for such students include:

• Assisting with class preparation
• Helping with lab supervision
• Presenting class material with the faculty member present
• Tutoring
• Leading discussions
• Proctoring exams
• Creating quizzes
• Conducting rehearsal in the temporary absence of the supervising instructor
• Facilitating class discussion, showing movies, providing reviews, etc. in the temporary absence of the supervising instructor

The supervising faculty member is responsible for making sure students assisting with class and other activity are appropriately trained.

Having students grade the work of other students should only be done under careful supervision by the faculty member and limited to instances where the instructor has provided a key or template. The supervising faculty member is ultimately responsible for all graded work.

Students who have access to the work of other students must be instructed in the confidentiality of such work and sign a confidentiality statement. Examples of such statements are available on the Resources for Department Chairs web page at: https://simpson.edu/internal/faculty-resources-home-page/governance/resources-chairs

Faculty members who use advanced students in their courses are encouraged to provide rationale and expectations of conduct for student assistants in the syllabi they provide to students.

4.11.0 Academic Actions Committee

(revised 07/01/2022)

The Academic Actions Committee serves to advise the Senior VP & Academic Dean in matters of probation, suspension, dismissal, and other academic matters as requested. The composition of the Academic Actions Committee is at the discretion of the Senior VP & Academic Dean, but normally includes the:

College Registrar (who serves as committee secretary)
Associate Dean for Academic Affairs
Director of The Center for Academic Resources
One Academic Coach from the Center for Academic Resources Dean of Students
Director of Student Support Services
One faculty member from the Academic Appeals Committee

4.11.1 Classification of Credits and Determination of Grade Point Average (GPA)
4.11.2 Earned Credits (those credits that result from the successful completion of credit bearing activity listed on the student’s transcript) will be used to determine the classification (freshman, sophomores, juniors, and seniors) of students. Earned credits do not result from work graded F or in the case of a W.
4.11.3 Completed Credits (those credits that result in a grade being posted to the student’s transcript) will be used to determine a student’s GPA. Grades A-F, I, are included in the computation of GPA.
4.11.4 Attempted Credits is the sum of all credits a student has enrolled in during a given period of time. It includes earned credits, completed credits, and credits for which the student has received NP, P, and W.

4.12.0 Class Attendance and Off-Campus Activities - Academic Dean

(the policy is listed in Part II, 2.3 ) (added 03/28/2019)

1. This policy applies to any class in any location in any format. We have students who participate in college-sponsored activities that take courses on the West Des Moines campus, online, and during full semesters and terms.
2. This policy applies to all faculty. If your department asks adjuncts to teach courses, please be sure that they are aware of the policy.
3. Requiring attendance outside of class hours that conflict with college sponsored events, with no alternative, and enforcing a penalty, is not in accordance with our policy.

Here are a few ways that you may consider handling absences when an absence is necessary:

1. Students could complete work prior to, or shortly after, their absence.
2. If they are missing a discussion, students could answer the questions individually, and get notes from a classmate.
3. Students could review videos and presentations (PowerPoints, Prezis, etc.) on their own.
4. If a student will miss a guest speaker (or you are requiring attendance at a forum) you could ask to video record the speaker, or a student could read an article by the speaker or on the topic.
5. If the student will miss a test in class, an alternate testing time could be arranged for testing. Some professors are requiring students to take exams in the evening with no alternate testing time. This is not in line with our policy.

Our student-athletes, and their coaches, take education seriously. We have more athletes on the conference academic team than any other college. Our athletes regularly receive national academic recognition. Coaches use our strong academic programs as a recruiting tool and work diligently to make sure that athletes are in our classes as much as possible.
Some practices are happening at 5:00 a.m. or 9:00 p.m. and other coaches are running multiple practices with parts of their team.

Thank you for supporting our students’ learning outside the classroom. If you have questions, please feel free to contact the Sr. VP & Academic Dean or the faculty athletic representative.