Arts Leadership Program Faculty
Frequently Asked Questions

Simply let us know prior to the start of the semester who you have in mind and what costs you anticipate. Please do not make a firm commitment to a guest until you have spoken with the ALP office. Obtaining approval in advance and following the ALP Guest Instructions and Guidelines will assist us in staying within our budget.

• W-9 Form
• Course Budget

Please forward a copy of your course syllabus to the ALP office.

Some important components to consider including in your syllabus:

• course name, title, credit hours and semester or term
• instructor name and contact information (phone, e-mail, etc.)
• course meeting date, time, location
• brief description of course and objectives
• required text and other materials
• rough calendar for the semester, subject matter for each meeting
• ***grading policies and calculation formulas***
• ***attendance expectations and consequences***
• other course policies (late work, incompletes, etc.)

***grading and attendance policies are very important.

UR Access Plus instructor information can now be accessed through Blackboard: my.rochester.edu with your user name and password. Rosters, e-mail addresses, grading – lots of choices and information are available online through the ESM Registrar website.

ESM Registrar’s office
274-1220
registrar@esm.rochester.edu

There is one area in particular where online registration will affect you as instructors. When developing online registration, it was important to maintain the ability of instructors to control who can register if they choose to place an “instructor permission” restriction on a class or the class reaches its enrollment limitation. All ALP courses have a "C" limitation, or permission of instructor required for Freshmen. There are also a few that have an "A" restriction, which requires the permission of the instructor for any student registering for the course. Because students will no longer fill out paper registration forms to be signed, this process involves the instructor providing the student with a 4-digit permission code.

Here's an explanation of the process:

Permission of Instructor

• A 4-digit permission code now replaces the instructor’s signature for courses with “A” restrictions (permission of instructor required). To view your permission code, logon to UR Access Plus and go to “my courses”. You‘ll see your permission codes there. A list of permission codes will also be sent to each department chair.
• When a student registers for a restricted course, a window will pop up where they enter the permission code they receive from you. They cannot register for a restricted course without a permission code.
• Permission codes are only required in cases where an instructor has requested that a course be restricted. You can also use the permission code to override the enrollment cap on a course. For example; if you’ve asked us to cap your course at 25, you can use the permission code to let in more students.

Unless you let us know otherwise, the ALP office will direct students to you to obtain these codes. It is suggested you keep track of who you've given the codes to, to ensure that students are not registering with a "stolen" code.

If your class has reached full enrollment and you do not wish to take additional students, the ALP office is in full support of your decision. Unfortunately many students wait until the last minute to register for classes, and quite often they look to ALP as we offer a number of 1 credit courses. There are other options for the student to consider such as signing up for ensembles, chamber music, independent study or voice lessons. It is suggested you refer them to their academic advisor, the ESM Academic Affairs Office (undergraduates) or the ESM Graduate Studies Office (graduates) for further advice on appropriate options.

Instructors are encouraged to complete unsatisfactory academic progress reports as a formal means of reporting that a student is at risk of failing a course due to excessive absences, lack of preparation, lack of ability, or other reasons. Submitting a report earlier, rather than later, makes it easier to take administrative action to resolve the problem. Early submission may also provide the student with the opportunity to withdraw from the course before receiving a failing grade.

Once you complete the report (undergraduate or graduate), and click on "submit", the report goes to the Assistant Dean of Academic Affairs or the Associate Dean of Graduate Studies. A copy of the report also goes to the Registrar's office for the student's file. Students are informed that a report has been submitted. A copy of the report is not sent to the student at that time, but the student does have a legal right to see the report upon request. The Deans will take action in each case as deemed appropriate. This includes forwarding the report to the appropriate faculty, chair, or advisor. The student's ID number isn't required, but is helpful in making sure we have the right student. Unsatisfactory progress reports can be submitted at any point in the semester.

• http://www.esm.rochester.edu/registrar/faculty
A password is required. Faculty members can use their NetID and password to access the forms. Any other staff or non-faculty member (i.e. a TA in charge of a particular course) will need to contact our office to gain a special password for access.

Grading is now submitted online via Blackboard: Instructions for Grading. Follow the instructions at this link once you are logged in with your username and password.

Grade options for undergraduate and graduate students are available on the Transcript Key to Grades.

Online grading is not usually available until the last 2 weeks of the semester. If you wish to submit your grades earlier than that, just submit them on a copy of your class roster. Contact the Registrar’s office for an extra roster should you need one.

ESM Registrar’s office
274-1220
registrar@esm.rochester.edu

Please refer to the ESM Registrar website and the Request for Grade of "Incomplete" Form which includes instructions.

ESM Registrar’s office
274-1220
registrar@esm.rochester.edu

Online ordering is available through the Eastman School of Music Barnes and Noble bookstore -- click on faculty. If you are not comfortable ordering online, you may also use the Bookstore Order Form. Any questions may be directed to the attention of Tammy Spence at the ESM Bookstore. Normal deadlines for textbook orders are October 15 for Spring semester and April 15 for Fall semester. Arrangements can also be made at later dates, but delivery in time for the beginning of classes cannot be guaranteed.

ESM Bookstore
Tammy Spence
274-1399
esmbook@mail.rochester.edu

Visit the Sibley website for information on reserving materials. Materials must be sent 3-4 days in advance.

The ALP office is glad to help. Copies can normally be made with a 24 hour notice. (Although 2-3 business days in advance is much appreciated!) Just e-mail an electronic version or drop an original by the ALP office. Don’t forget to let us know how many copies you’d like and when you need them. You also have the option of borrowing our copy card if you’d like to make the copies at another Eastman-owned copy machine.

If you have documents with many pages, please consider working with Sibley Library to have multiple copies put on reserve (See FAQ: “How do I put materials on reserve in the library?”) with advance notice, conferring with Gerald Szymanski, or call 274-1313.

There is a wealth of information on audio visual services and equipment available at Eastman through the ESM Technology & Media Production: Audio Visual Services website. The site includes information on what is available in each room, instructions on how to use them, and other equipment available for loan. The Audio Visual Request Form allows you to submit a request for any equipment not already available in the room you will be using. Please try to give them as much time as possible to prepare to assist you—at least a week in advance is a good rule of thumb for a simple request, longer if your needs are a little more complex.

Audio Video cabinets – you may obtain a #1200 key to access the locked AV cabinets located in most classrooms. Faculty can acquire a key by contacting the ALP office. The key will need to be returned at the end of the semester.

Technology & Music Production Department
274-1130

Most classrooms are left unlocked, but you may occasionally run into a situation where the door is locked. If you are an Eastman faculty or staff member, you can contact the Facilities Department to request a classroom key. Otherwise, “loaner” keys are available under the following conditions:

Non-ESM faculty/staff under normal circumstances will not need a UR Identification card. However, there are certain areas within the Eastman complex which now have controlled access requiring an identification card to be swiped through a reader. (Such as getting into the Annex building.) If you teach in the evening in other than the main ESM building, you may wish to consider getting a UR ID card. Once you are officially added to the Payroll, you can obtain a card through the Eastman Community Music School office. Please contact the ALP office who will assist you in coordinating this. ID cards are no longer active once your appointment ends.

We’re always on the lookout for great course ideas – whether it’s something you’d like to do, or just an idea you think is a good idea to explore. Course Development Grants are also available. Contact Ray Ricker to discuss.

If you are an UR employee:

• and teach a 7-week ALP course, you will receive extra compensation at the completion of the course.
  
  
• and teach a 14-week ALP course, you will receive extra compensation twice, once in the middle of the course and once at the completion of the course.
   
• In general, full time Eastman employees will receive payment in the same manner they receive other compensation from the School.

If you are an adjunct instructor:

• An adjunct instructor is not a UR employee. You are hired under a separate contract, and that contract is complete once you are done with teaching your course.
  
  
• You will be placed on payroll with a payment schedule of the middle of the month and the end of the month.  
  
  
• Your check will be available for you to pick up at the Information Window in the main lobby of the School unless you have made other arrangements with the Institute for Music Leadership Office at the beginning of the semester. If you do need to make alternate arrangements for receiving payment please contact Linda Altpeter.
  
  The Information Window is open Monday thru Friday from 9:00 am to 3:45 pm and can be reached at 585-274-1000.

Although we initiate the faculty contracts, Eastman Finance and Human Resources is responsible for implementation and payment.  If you have any further questions, please contact Jeananne Thomas at 274-1405.