Faculty Handbook

General Information

University Policies & Procedures

School Policies & Procedures

University Resources

PACS Faculty Resources

General Information for Faculty

Bias Report and Support System

The Bias Report and Support System (BRSS) is a system through which students, faculty, staff and/or community members who have witnessed or experienced incidents of bias, prejudice or discrimination involving a student can report their experiences.  For more information, please visit http://diversity.wustl.edu/students/mosaic/bias-report-support-system/ .

Building Issues

Facilities manages the building temperature, so we have limited control over how warm/cool the rooms are kept.  However, if a room is extremely hot or cold, please notify the PACS Office so we can request a service call. If you notice other issues with the classrooms, building, teaching equipment, or anything else, please let the PACS Office know so it can be addressed.

Code of Conduct 

All faculty and staff must complete an annual Code of Conduct certification as a requirement of continued affiliation with WU.  Email notifications will be sent to faculty directly each year as a reminder.

Course Descriptions

PACS course descriptions click here.

Washington University courses click here.

Faculty and Staff Appointments

PACS follows all University policies and procedures related to faculty and staff appointments.  Faculty appointments at the Professor, Associate Professor, Assistant Professor, and Instructor levels are made through the Department of Otolaryngology (prime), with a secondary appointment in the Program in Audiology and Communication Sciences (PACS). 

Lecturer appointments are considered staff-level appointments and can be made prime or secondary in PACS.  Policies and procedures for these appointments are governed by the current Washington University School of Medicine Appointments & Promotions Guidelines and Requirements (APGAR), https://facultyaffairs.med.wustl.edu/appointments-promotions/appointments-and-promotions-guidelines-and-requirements-apgar/. Decisions about other staff appointments and hirings are made by the PACS Office and must be approved by Human Resources.

Except under certain conditions, secondary faculty and lecturer appointments will not be formally considered until the individual has completed an academic year of teaching or other formal participation in PACS.  Similarly, after one academic year without formal participation, appointments may be deactivated.  Faculty and staff appointments are renewed annually at the start of the academic year.  All faculty must be in compliance with the University’s policies and procedures (e.g., annual financial disclosure, verification of contact information).

Faculty Committees

The Program maintains a number of active faculty committees.  Committee purposes, meeting schedules, and membership are reviewed annually.

Faculty Meetings

Faculty meetings are generally held three times per academic year, in the months of August, December and May.  Dates and locations are published in the PACS Academic Calendar.  The Program Director reports on faculty and staff changes, program updates, curriculum, funding, and other PACS activities.   Committee chairs are asked to present their reports at each meeting.   All faculty members are expected to attend.

Graduate Student Assistantships (GSA)

A limited number of graduate student assistantships (GSA) are generally available each year.  These must be requested during budgeting the year prior (generally December/January).  Please contact the PACS Office if you would like more information about GSAs. 

Parking Permits and Email Accounts

Parking: There are two options for parking — 

  • Clayton Garage:  Hourly parking, ranging from $2 (0-1 hour) to $15 (6-24 hours) is available in the garage at the intersection of Clayton and Taylor.  Faculty, staff and students also have the option to purchase a discounted debit card for occasional parking.  To purchase a debit card please visit the Clayton Taylor Garage attendant’s booth located at 4485 Clayton Avenue, St. Louis, MO 63110 with a valid WUSM ID badge. *NOTE:  Parking is free for WU employees and students from 2:00 PM – 6:00 AM.  
  • Metered off-street parking: Some meters available along Clayton Ave. and in the lot on the northwest corner of Clayton and Euclid.

Visit Parking and Transportation for more details. 

Please note that 3-hour visitor parking is available in the CID lot (825 S. Taylor), but it is not intended for regular use by teaching faculty, and tickets are sometimes issued.  Park in those spots at your own risk.

Email: As part of your Washington University employment or affiliation, you will have an “@wustl.edu” email assigned.  Anything sent to this email address will simply forward to the personal email address you have provided.  No emails may be sent from this address.  The email will be terminated by the University 60 days after employment or affiliation ends.  If you need to change your personal email address, please email the PACS Office

ID badge:  An ID badge must be worn at all times when on campus, both as a safety precaution and to access some locations within the building (or to enter the building after hours).  When joining the faculty, PACS will make arrangements for you to obtain your badge; details and instructions will be emailed to you.  If your badge is lost or stolen, please email Rene Miller (millerrp@wustl.edu) immediately so that arrangements can be made for a replacement (a fee will apply).

Photocopying/scanning/faxing

A copy machine is located in Room 2029 (PACS Student Lounge) and may be used for copying, scanning to email, and faxing.  The access code is posted near the machine.  If you need items printed, AirPrint is available or the PACS Office can assist you.

Program Evaluations for Faculty and Staff

PACS faculty members and staff are requested to complete an annual Faculty and Staff Program Evaluation.  The purpose of this evaluation is to provide information on the Program’s overall performance and assist in the development of the Program’s goals and objectives.  These evaluations are sent out during the fall semester, completed on-line, and are confidential.  Results are reviewed by the PACS Program Director and discussed at the December Faculty meeting.

Restrooms

Public restrooms are available on the 2nd and 3rd floors.

Safety and Emergencies

To report an emergency or crime, call 314-362-HELP (4357) from any WU phone or your cell phone.

AED Equipment:  An Automatic External Defibrillator (AED) can be found on the first floor in the lobby area.  You can also request an escort to your vehicle by calling Protective Services at the number above.

Emergency Notifications:  The University maintains a central website for communicating emergency information to all faculty, staff, students, and others at http://emergency.wustl.edu/.

The full text of the WUSM Severe Weather and Emergency Conditions Policy for Students in the WUSM Education Programs is included in the Student Handbook, https://pacs.wustl.edu/our-students/pacs-student-handbook/

WUSTL Box

Cloud file storage and collaboration tool used by Washington University. WUSTL Box is a secure and simple way to store, manage and access all of your digital files. The website is: https://box.wustl.edu/

WUSTL Key

Washington University assigns all students, faculty and staff a WUSTLKey, which is used to log in to many applications and resources.  You will receive information on setting up your WUSTLKey after you’ve been entered into the HR system.

Teaching Responsibilities and Resources

Accessibility of Faculty (to students)

Instructors have a responsibility to make themselves accessible to students at times other than class periods. They should occasionally be available to students prior to class and should provide a telephone number where they can be reached at specified times.

Office space can be reserved in PACS for office hours or student meetings if needed.  Please contact the PACS Office to make reservations, or call (314) 747-0104. 

Attendance Policy

Students are expected to attend all classes, practicum experiences, research activities, labs, exams, and other activities required by PACS and/or the degree program.  Attendance is defined as the physical presence of the student in the classroom or other learning environment for the entirety of the scheduled time.  Arriving late or leaving early is considered equivalent to an absence.  Faculty are encouraged to define specific attendance policies on the syllabus and to tie grading to attendance/absences.  Please visit https://pacs.wustl.edu/our-students/pacs-student-handbook/ under “Attendance and Absences” for complete information.  Absences should be reported to the PACS Office for tracking. 

Calendar 

All classes should be held in accordance with the PACS calendar which is distributed to students and faculty.  Holidays and PACS events should be observed. 

A copy of the calendar can be found on the PACS website.

Campus Security

Washington University School of Medicine Protective Services is a combined force of armed response officers, unarmed communications officers, and unarmed public safety officers who provide security coverage for the campus on a seven-day per week, 24-hour basis. These officers are University employees. Additionally, an unarmed contract security contingent staffs certain fixed posts on campus. An overview of crime awareness and campus security can be found by clicking here.

To report a crime or emergency, dial (314) 362-4357 from any phone. For more information on how to report incidents, click here.

More information can be found on the Facilities Management website. 

Canceled, Rescheduled, and Make-up Classes

In the event that an instructor must cancel class for any reason, he/she should notify the students as soon as possible via e-mail using Canvas and notify the PACS Office. If an announcement is made in class, it should be followed up with an email notification to students (via Canvas) and to the PACS Office. Instructors must make up all class time missed, including for reasons of inclement weather*, instructor conflicts, the late arrival or early departure of the instructor, or any similar circumstance that reduces the total instructional time for the semester for that class. Instructor payment may be pro-rated if all instructional time is not completed.
Changes to class and final examination schedules are only allowed under exceptional circumstances and must follow the following procedures.

  1. If a change is requested by one or more students, that request should be presented first to the instructor. The instructor is under no obligation or expectation to consider or approve such a change, but if they would agree to the requested change, the procedures below should be followed. Instructors requesting a change should follow the same procedures below.
  2. The instructor should conduct an anonymous poll asking for consent to the schedule modification from students enrolled. Consent must be unanimous.
  3. It is strongly recommended that the instructor confirm space availability prior to requesting a schedule change to avoid possible conflicts with classroom scheduling.
  4. If a change is unanimously approved, the instructor must (a) notify the class of the change through Canvas and (b) notify the PACS office by emailing pacs@wustl.edu.

Any exceptions to these policies and procedures must be approved by the appropriate program director.

See also “Class and Final Examination Schedules” for more information.

*See “Severe Weather and Emergency Conditions” for more information.

Canvas

Canvas is the course management system used by Washington University.  Course instructors are responsible for managing their own class(es).  You can access the system at https://mycanvas.wustl.edu/ using your WUSTLKey. 

Instructors and faculty are highly encouraged to post their syllabus to Canvas and utilize the platform as much as possible.  

Class and Final Examination Schedules

Class and final examination schedules are developed by the PACS Office on a semester basis (fall, spring, and summer) and are finalized approximately eight months before the first day of classes for that semester, per University policy. PACS course and final exam schedules are available in the PACS Calendars and Schedules folder in Box, and course schedules are also accessible through http://courses.wustl.edu.

Classes should be held on the days and times scheduled and must follow the established academic schedule. All final (or last) exams and papers should follow the published exam schedule and should not occur or be due during the Final Exam Study Period or on a regularly-scheduled class day. This includes written, oral, and take-home exams. Faculty should visit http://facultyinformationhandbook.wustl.edu/reading-days-and-final-examination-period/ for additional information on policies and procedures related to reading days and final examinations.

See also “Cancelled, Rescheduled, and Make-up Classes” for more information.

Classrooms and Lab

Classrooms are assigned on the basis of projected enrollments, course requirements, and, to the degree possible, convenience for faculty and students. If for some reason a change from the room designated in the course schedule must be made prior to the first class meeting, instructors will be notified. 

The PACS classrooms are located in the CID Building.

  • Clark Learning Center, Room 3000, 3rd floor
  • PACS Classroom, Room 2020, 2nd floor
  • Discovery Room, Room 215 (school side of building), 2nd floor – ID badge required for access
  • PACS Lab, Room 255 (school side of building), 2nd floor – ID badge required for access

Course Evaluations

Students have the opportunity to complete course evaluations following every semester.  Results will be available to instructors after the end of the semester and can be accessed via WebFAC.

Course Syllabus

Instructors must provide all students with a syllabus at the start of the semester; it is recommended this be uploaded to Canvas.  Instructors will be provided a syllabus template before the start of the semester that includes the official course description and learning outcomes, along with University-required statements.  Instructors should complete the remaining information (evaluation, schedule, resources, and instructor contact information) and return it to the PACS Office before the first day of classes for the semester.

Instructors should include textbook and supply information on the syllabus, which should be uploaded to Canvas two weeks before the first day of class.  This will give students time to locate and purchase books online.

Curriculum Vitae (CV)

A C.V., in Washington University format, will be requested on an annual basis.  A template of this format is available on WUSTL Box or may be requested by emailing the PACS office.

Discrimination and Harassment

Washington University is committed to having a positive learning and working environment for its students, faculty and staff. This Policy prohibits discrimination and harassment on the basis of race, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, veteran status, disability or genetic information. Such conduct may also violate federal, state or local law.

The complete policy can be found on the human resources website, https://hr.wustl.edu/items/discrimination-harassment-policy/.

Examination Policy

Following are general guidelines for exams administered in PACS. Additional requirements may be posed by the individual instructor.

Expectations for Students

  • Take the exam during the originally scheduled time, excepting extenuating circumstances. Students are required to take all examinations at the specified time. A student may be excused from this rule for extenuating circumstances at the sole discretion of the appropriate Program Director. Extenuating circumstances are typically defined as sudden personal illness or family emergency. Doctor appointments of a routine nature or vacation time are not considered to be extenuating circumstances for which students can be exempted from the regularly scheduled exam date. Such occasions will be promptly reported to the CAPES. In the event of inability to attend a scheduled examination due to sudden illness the student is required to inform the instructor prior to the examination and to be evaluated by the Student Health Service. In the event that the student cannot reach the relevant instructor, the student should contact the appropriate Program Director.
  • Students are expected to be punctual and should be assembled in the designated exam area before the official start time of the exam. Tardiness will not be excused except in extenuating circumstances. For purposes of the exam, “tardiness” will be defined by the instructor or exam proctor.
  • Not share study materials, exchange information, collaborate or communicate with others during the exam.
  • Turn off and leave cell phones and other electronic devices in their bags.
  • Hand their exam to the instructor or proctor prior to leaving the room.

Any student needing accommodation for exams should review the Policy for Students with Disabilities in advance of exams.

Expectations for Faculty

  • Exams should be proctored by the instructor or a designee appointed by the instructor comfortable with proctoring and all exam administration guidelines.
  • Administration should be fair to all students.
  • If the instructor or proctor answers a substantive question or clarifies an issue, the same should be communicated to ALL students, including those in separate rooms or at different times.
  • Reasonable adjustments should be offered to students who require special accommodations, including a separate testing room or additional time. Instructors are notified of these accommodations through PACS.
  • If a student behaves inappropriately, notification should be made to the appropriate Program Director immediately (see below for examples of inappropriate behaviors).
  • All requirements of students should be communicated to all students PRIOR to the start of the exam.

*Not applicable to take-home exams

Cheating

The following examples are intended to be representative of behaviors that constitute cheating in the context of an exam. This is not intended to be an all-inclusive list.

  • Looking at or copying from another student’s test paper.
  • Collaborating with another student during the test without authorization.
  • Using lecture notes or textbooks during an exam without authorization.
  • Possessing crib notes during an exam.
  • Using signals/signs to obtain answers from others.
  • Utilizing a calculator, cell/smart phone, computer, or any other device or learning aid without authorization. This includes storing, receiving, and/or accessing course matter stored on such devices.
  • Obtaining assistance in answering questions on a take-home exam without authorization.
  • Obtaining advance copies of exams or quizzes by any means.
  • Having someone else take an exam in your place.
  • Feigning illness or submitting misleading statements to avoid taking an exam at the scheduled time.
  • Changing an answer on a graded test and claiming the question response was incorrectly marked wrong.

Family Educational Rights and Privacy Act

Student academic information is protected under the 1974 Family Educational Rights and Privacy Act (FERPA).  Under FERPA regulations, you may not disclose personally identifiable information from academic records to anyone other than the student in question and University officials with legitimate educational interest.  Special care should be taken when distributing graded items to ensure that no student other than the one intended has access to any graded information.  The PACS Office can assist with the distribution of graded material to students if needed.

Please see the University’s FERPA Policy for more information.

Flu Shots

All faculty, staff and students who have patient contact or work in buildings that provide patient care must be vaccinated annually during the flu season as a condition of employment/participation.  The University will provide opportunities to receive the vaccine free of charge, or you may provide documentation of vaccination at another location.  This must be completed no later than December 1st of each year.

Grades

Instructors are required to submit final grades at the end of the semester and should do so using the WebFac system.  You will be notified of the due date for submission.  Midterm grades may be reported, but are not required for graduate students unless a student is performing at a B- level or below. Final grades are assigned to represent the level of competence received.

A+, A, A- Superior/Outstanding Will appear on the transcript
B+, B, B- Good/Acceptable Will appear on the transcript
C+, C, C- Conditional Units of instruction which carry a grade of ‘C’ are not creditable toward fulfillment of advanced degree requirements, unless they are accompanied by an equal number of units of instruction carrying a grade of A.  These grades do count toward the GPA and do appear on the transcript.
F Failing Units of instruction that carry a grade of ‘F’ are not creditable toward the fulfillment of advanced degree requirements, but will appear on the transcript.  In the event that a failed PACS class is repeated, both grades will appear on the official transcript; the higher grade does not replace a previous or lower grade.

 

Independent Study/Capstones/Research

Please see the handbook located on the PACS website under Current Students: Capstone and Independent Study Handbook

Rosters

Instructors have access to class rosters electronically using WebFAC, the Washington University course information website. Please use WebFAC to obtain your course rosters. With the aid of WebFAC, you can view all courses online, print your class rosters, send e-mails to an entire class or to selected students, contact their advisors, and even view pictures of students in your classes. While the PACS office can provide you with your course roster at your request, it’s clearly to your advantage to access this information on your own through WebFAC.

For help with your WUSTL key, contact the IT help desk, ithelp@wustl.edu or call (314) 933-3333.

Severe Weather and Emergency Conditions

The University maintains a central website for communicating emergency information to all faculty, staff, students, and others at http://emergency.wustl.edu/.

The full text of the WUSM Severe Weather and Emergency Conditions Policy for Students in the WUSM Education Programs is included below. To summarize, in the event of severe weather or an emergency condition, the Dean will determine whether there is a need to establish an “alternate work status.” Such status would mean that:

  • Classes are cancelled
  • Check with your practicum site to see if you need to report
  • Other educational activities will be delayed or cancelled

If an “alternate work status” is declared, you should receive email notification from the School of Medicine. PACS will also try to duplicate these email communications to be sure everyone receives the message. Local media outlets may also be notified. It is important to note that the School of Medicine will make its own determination, separate from the Danforth Campus, so even if you see “Washington University” has cancelled classes, please follow only the communication you receive from the School of Medicine.

Individual instructors may still make independent decisions about holding classes, and as always, everyone should make their own determination about whether they can safely travel.

Individuals assigned as emergency contacts in PACS are:

Beth Elliott, MAT Director, Finance and Student/Academic Affairs elliottb@wustl.edu
(314) 747-0102
Beth Fisher Grant Specialist II/Faculty Support fisherbet@wustl.edu
(314) 747-0108
Rene Miller Academic Records Assistant and Coordinator millerrp@wustl.edu
(314) 747-0103
 
WUSM Severe Weather and Emergency Conditions Policy for Students in the WUSM Education Programs
 
The School of Medicine must maintain essential services and operations during any severe weather or emergency situation and provide for the safety and care of its patients, students, staff, and faculty. In response to severe weather or other emergency situations, the Dean of the School of Medicine will determine the need for departments or education programs within the School of Medicine to temporarily establish an alternate work status.
 
For students, “alternate work status” means that the WUSM education program (DBBS/MSTP, Audiology, Masters Programs, Medical Student Education, Occupational Therapy, and Physical Therapy) may cancel or delay classes as necessary for as long as the WUSM dean determines to help ensure the safety of students, staff, and faculty.
 
If the dean designates an “alternate work status” for WUSM, the respective education program directors will communicate to their students, either via website or emergency broadcast, information regarding the status of classes, non‐clinical education activities (exams, labs, etc.), and clinical rotations as follows:
  • Classes and all non‐clinical educational activities (i.e., exams, labs, standardized patient sessions, etc.) are cancelled: Students are not expected to report to classes or non‐clinical educational activities during the time that the dean has declared an “alternate work status,” and student absences will be noted as ”excused” during this timeframe only. Program directors will determine what, if any, make‐up schedule is needed. Students are also strongly encouraged to cancel any non‐official student activities or functions that are scheduled during this timeframe to eliminate unnecessary travel in severe weather conditions.
  • Clinical rotations: Clinical rotations for students include both educational and clinical care components and the relative balance varies by rotation. Therefore, the decision of which clinical rotations include sufficient essential clinical care to warrant student participation during an “alternate work status” event will be made by the respective education program directors. For all rotations in which students are deemed essential, they will be expected to attend during “alternate work status” times, and the program will be expected to provide appropriate overnight accommodations as needed.
  • On occasion, classes, non‐clinical educational activities, and or clinical rotations may be delayed – students are expected to report to classes, non‐clinical educational activities, or clinical rotations on a delayed schedule; program directors will communicate the exact time to report via the website or broadcast message; not reporting shall result in an unexcused absence according to the policies of individual programs.

We should presume that the School of Medicine is operating normally unless there is an official communication to the contrary from the Dean’s Office via your respective education program.

The ultimate decision regarding whether the commute to classes or to clinical rotations can be safely made remains with the individual. If a student does not feel she/he can safely commute, and the School of Medicine is operating normally, the standard absence policy for the students’ respective education program shall be in effect.

Special Requests

In the early stages of course planning, please review with the PACS Director of Finance and Student/Academic Affairs (Beth Elliott) requests for special classroom activities or supplies that may require an additional expense. PACS does not provide honoraria for guest speakers.

Student Accommodations

If disability accommodations have been approved for a student enrolled in the class, he/she will have a VISA (verification of individual student accommodations) document outlining the accommodations allowed.  It is the student’s responsibility to share this information with the instructor(s), and students are strongly encouraged to do so during the first week of classes (either via email or in-person).  Unless approved, accommodations may not be made for individual students unless these are also made available to all students enrolled in the class.

The PACS office can assist instructors with locating and reserving space, as needed, for exam accommodations.  Please contact the PACS Office to reserve space, or call (314) 747-0104.

Student Handbooks

Faculty should be familiar with student policies and procedures found in the student handbooks. The student handbooks page can be accessed here: https://pacs.wustl.edu/our-students/pacs-student-handbook/

Students in Distress

Textbooks and Supplies

PACS no longer purchases textbooks from the WUSM bookstore.  Instructors should include textbook and supply information on the syllabus, which should be uploaded to Canvas two weeks before the first day of class.  This will give students time to locate and purchase books online.

The PACS Office will request a list of required lab supplies before the start of the fall semester.

WebFAC

All instructors have access to online tools to help manage your students and classes.  WebFAC allows you to manage your roster, connect to course listings, and report grades.  Your WUSTLKey is used to access WebFAC.  The website is: https://acadinfo.wustl.edu/webfac

Faculty Compensation and Benefits

Payment of Instructors

There is an employer-employee relationship between Washington University and instructors who teach in PACS.  Instructors must complete the appropriate documentation to be hired and/or entered into the Washington University system. Instructors who are paid directly are generally paid monthly according to the University’s regular payroll schedule, with applicable employment taxes withheld. Instructors who are employed by the University in another department may be paid biweekly if their primary position is paid as such. Some instructors’ home departments or institutions may receive the compensation for their teaching effort, as determined by that department or institution.

Some instructors’ home departments or institutions receive the compensation for their teaching, as determined by that department or institution policy.  Please contact your department or institution if this applies to you and you have questions.

Prior to each semester, instructors will be issued a letter confirming the course(s), compensation, and other applicable information. Instructors paid via payroll will generally have their payment divided into equal payments as follows:

  • Fall semester: September-December
  • Spring semester: January-April
  • Summer: May

Please contact the PACS office or call (314) 747-0104 with any questions.