Earth & Planetary Sciences Department Faculty Handbook
This site provides information for Earth & Planetary Sciences faculty, lecturers, and visitors. We appreciate your contribution at UCSC, and hope to make your teaching and research a bit easier with these guidelines. We take teaching seriously and do our best to make the educational experience stimulating and productive for all our students.
Quentin Williams – Chair, Department of Earth & Planetary Sciences
E&MS A212, (831) 459-3132, firstname.lastname@example.org
The Earth & Planetary Sciences (EPS) Front Office is located in rooms A232 and A234 of the Earth and Marine Sciences Building (E&MS) and is open Monday through Friday from 8:00 AM – 5:00 PM, and closed for lunch from 12:00 PM – 1:00 PM.
Front Office Support Staff
- Jennifer Fish –Graduate Student Advisor
E&MS A251, (831) 459-1235, email@example.com
- Amy Kornberg – Department/Institute Assistant
E&MS A232A, (831) 459-4137, firstname.lastname@example.org
- Jade Loftus – Undergraduate Advisor
E&MS A234A, (831) 502-7070, email@example.com
- Grace Caslavka– Department Manager
E&MS A233, (831) 459-4478, firstname.lastname@example.org
- Dyke Andreasen – SIMS Instrument Specialist
E&MS C512, x9-5751, email@example.com
- Ed Boring – Programmer Analyst
E&MS C379, x9-3725, firstname.lastname@example.org
- Brandon Cheney – Instrument Specialist
E&MS C276, 831.325.5059, email@example.com
- Eli Morris – Instrument Specialist
E&MS A218, x9-3745, firstname.lastname@example.org
- Dan Sampson – Instrument Engineer
E&MS C458, x9-4992, email@example.com
- Walter Schillinger – Researcher Recalled
E&MS C458, x9-3378, firstname.lastname@example.org
- Ambrosio Torres – Programmer Analyst
E&MS C206A, x9-1609, email@example.com
NOTE: To report errors or omissions please contact Amy Kornberg at firstname.lastname@example.org or x9-4137.
IT requests can be made by opening an IT ticket at http://its.ucsc.edu/get-help/index.html
For Facilities, please contact the PB Sci Work Order Desk at x9-3498, email@example.com, or visit http://pbsbo.ucsc.edu/facilities/workorder/index.html
Scratch paper, lined tablets
Paper clips, binder clips
Pens, pencils, chalk & markers
Tape, glue sticks
SERVICES AND SUPPLIES NOT PROVIDED:
Personal bills, packages
Library photocopy service
Postage for expedited mail/student papers
Supplies/repair for home computers
Hand delivery service
Misc. others not listed
Photocopying and collating
Assistance with ordering desk copies for classes
Postage for course related work
Processing course evaluations
Authorizing grade change forms
NO PHOTOCOPYING SERVICE FOR:
Readers for distribution/sale to students
Printing of theses/dissertations
Student-authored papers, dissertations
Non-course materials for students
Non-research conference materials
Research related materials (teaching only)
When making photocopies, a copy card must be used. There are copy cards for each class located in the lock box in the front office. You will be assigned a key. Lost cards are charged against your FOAPAL. If you need a copy card designated for your research, please contact your assigned research accountant. Please do not leave your research card in your lock box.
Conference rooms are available in the E&MS building and at other locations around campus that can be used for meetings and seminars. Please contact the Front Office staff to make reservations for E&MS Room A340. Per current policy, conference rooms may not be scheduled for classroom use. For non E&MS space, please contact the unit that is in charge of that space.
The UCSC Copy Center is your resource for copying exams, syllabi, course handouts, etc. The hours are
Copyright law forbids photocopying of copyrighted materials without written permission, which can be obtained using forms from the UCSC copy center at: http://www.copycenter.ucsc.edu/readers/how-to-submit-readers.html. It is against copyright laws to copy entire books. For coursework, one copy of an article or a book chapter may be made. A limited number of copies may be made to put on reserve in the library. It is not permissible to make copies for distribution to students, since the University does not pay for text material for students.
For more information, please visit: http://its.ucsc.edu/security/copyright.html.
Paychecks are normally issued on the first day of each month and are available after 1:00 p.m. Direct deposit is available. If you do not choose direct deposit, paychecks will be available for pick up in the Front Office. You will need to sign for your check during office hours, Monday – Friday 8:00 a.m. – 5:00 p.m. (closed 12:00 p.m. – 1:00 p.m). Direct any payroll questions you may have regarding your check to your Academic Human Resources Coordinator in the Divisional Office.
All faculty, staff, and visitors have an assigned mailbox located in the Front Office Mailroom. Pick up and delivery of U.S. mail and on-campus mail occurs by approximately 11:30 a.m., Monday - Friday. There are two mail bags: the burgundy colored bag is for on-campus mailings and the blue colored bag is for off-campus mailings. Our mail stop name is “Earth & Planetary Sciences” and should be written on all incoming and outgoing mail. Room numbers and building names are not used. It is important that you use the correct mail stop when sending mail on campus. A complete list of campus mail stop names is available at http://cmsmailserv.ucsc.edu/testweb/revised/index.php. A Post Office Substation is located in the basement of the Baskin Engineering Building.
Computer accounts are available for your convenience. The ITS Department can assist you with setting up your computing environment, accessing email, and linking to the department’s network. For technical support, open an IT ticket at http://its.ucsc.edu/get-help/index.html.
A faculty or staff ID card is available through your Academic Human Resources Coordinator. This card may be taken to McHenry Library or the Science Library to be laminated and provided with a bar code so that it may be used as a library card. There are on-line resources available through the University libraries such as databases, directories, and periodicals. You may also order materials on-line. For more information, please visit: http://library.ucsc.edu.
Faculty members are allotted two phone lines, one for their office, and one for their lab. For information on ordering phone/voicemail service, open an IT ticket at http://its.ucsc.edu/get-help/index.html.
To make a conference call from your office phone, refer to the instructions located at http://its.ucsc.edu/telephone/teleconference/. If you need to set up a meeting to make a conference call, the Front Office may be able to check out a conference speakerphone to you. Please contact the Department Manager for more information.
In addition to the contact information on the EPS website, faculty must list their contact information on the online UCSC Campus Directory. The on-line Campus Directory can be located, as well as updated, at: http://its.ucsc.edu/directory/.
All faculty and some visitors will be issued keys to an office, the outside doors of the building, the Mailroom, and to any applicable labs. Request keys at http://pbsbo.ucsc.edu/facilities/security/index.html. Keys are available from PB Sci Facilities, located in the Physical Sciences Building, Room 214 during key pick-up hours (10:00 a.m. – 12:00 p.m., Monday – Friday). Facilities staff will not issue keys outside of this time frame. All keys must be picked up in-person by the assignee. Please bring a photo ID (preferably campus ID) when picking up keys.
Keys must be returned to PB Sci Facilities at the end of your appointment period. It is the responsibility of the key holder and the assigning unit to ensure that University keys are returned BEFORE the key holder separates from the University. A fee of $40 per key may be charged to a Key Holder who does not return University keys upon separation from the University, or within one business day of request by the unit. Additionally, the Key Holder who does not return University Keys as stated above may be charged the actual cost of rekeying locks if it is deemed necessary.
To minimize the chance of misplacing University keys, all Key Holders must carry University keys in a secure manner such that the keys remain attached to your clothing or around your neck throughout your workday. (For example, your keys should be on a key ring attached to a belt or belt loop via a lanyard, or on a key ring attached to a lanyard worn over your neck). Any lost or stolen PB Sci key(s) must be reported immediately to PB Sci Facilities at 459-3498.
University keys shall not be left unattended or in unlocked vehicles. Keys left in vehicles must be locked out of view, and shall be removed and physically secured when not in use.
If you need access to a room with an Omni code, please see your P.I. or the Department Manager. If you get locked out of an office or lab, stop by the Front Office (if in between 8 a.m. – 12 p.m. and 1 p.m. to 5 p.m., Monday through Friday) or call Dispatch (x9-2231) if the Front Office is not open.
Employee Housing provides housing services for Faculty. These services include apartments for faculty, assistance with finding off-campus housing, guest apartments rented on a daily basis, faculty for-sale housing (housing built on land leased by the University and sold to eligible faculty) and mortgage assistance programs. For more information, call the Faculty Housing Office at (831) 458-3506, email firstname.lastname@example.org, or visit: http://housing.ucsc.edu/employee-housing.
All ladder rank faculty at UCSC are required to keep their bio-bibliography (CV) up to date. DivData Biobibnet allows faculty to update their biobibliographies, create custom CVs, and automatically include their biobib and list of scholarly and creative works in their online Review file. Information can be found at: http://apo.ucsc.edu/divdata/biobibnet/index.html.
All vehicles using campus parking lots between 7:00 a.m. and 8:30 p.m. must display a parking permit appropriate to that lot, or park in a metered space and pay the meter. Purchasing a permit does not waive the meter fee. In some lots, permits are required for extended hours, so it is important to read the signs at the entrance to the lot. Parking permits may be purchased at the Transportation & Parking Services (TAPS) Sales Office, x9-4543, located in the H Barn (adjacent to the Campus Police Office) near the main entrance to the campus. You may purchase permits that are good for an entire quarter, or daily, monthly, or annual permits.
The most common forms of transportation on campus are walking, biking, and riding shuttles. Campus transit shuttle routes and schedules can be found here, or is posted at each bus stop. These shuttles are free to all users and wheelchair accessible. There is also a disability van service for those unable to use the regular campus shuttle service.
All UCSC faculty and Research Associates are eligible to receive Santa Cruz Metro bus passes for the duration of their stay on campus. There is an annual fee of $144.00 for those faculty and staff that want a bus pass. The bus passes provide day, evening, and weekend transportation around the campus as well as throughout Santa Cruz County on the Santa Cruz Metro system. Busses arrive at UCSC approximately every eight minutes on weekdays, every half-hour during the evenings, and every 20 minutes on weekends and holidays. Schedule and route guides are published quarterly. To obtain a bus pass, go to the TAPS office at the H Barn near the main entrance of campus. There are also other commuting options such as vanpools, carpools, and bike trailers to campus. For more information, please visit http://taps.ucsc.edu/.
The Earth and Planetary Sciences Department hosts Whole Earth Seminars (WES), and IGPP hosts IGPP Seminars, during the fall, winter, and spring quarters. These seminars bring visitors from around the world to share their expertise with our faculty and students. The Faculty Host is responsible for setting a seminar schedule and inviting visitors to campus. The Front Office provides staff support for seminars, and can coordinate all the logistics, including facilities, making announcements and flyers, giving directions to campus, and providing parking permits for visitors. Any other uses of parking permits need prior approval from the Department Manager.
Forms for reimbursement can be found at: http://financial.ucsc.edu/Pages/Entertainment_Main.aspx.
A request for payment or reimbursement of official entertainment expenses must be approved by the Department. A request for payment must be submitted on a UCSC Entertainment Reporting Form. The completed request must include the following information:
- Type of expense (lunch, dinner, etc.)
- Type of event
- Number of participants (with attached guest list containing the name and title, occupation or group, in order to establish the business relationship to the University)
- Date and location of the event
- Nature of the occasion or the purpose of the meeting
- Official host’s name and department
Requests for payment processed electronically must contain the same information as that required for paper processing. All expenses must be supported by original itemized receipts, or acceptable electronic receipts, which must be submitted with the request for payment. In addition, the request must include a certification by the official host that the entertainment expenses were incurred for official University business purposes.
The maximum per person expenditures for individuals being entertained and for a University employee who is the official host, or who is a participant at the request of the official host, shall not exceed the following amounts:
Light Refreshment $19.00
The reimbursement for a buffet reception cannot exceed the applicable meal allowance associated with the type of buffet (i.e. breakfast, lunch, or dinner). Alcoholic beverage or tobacco purchases may not be charged to State funds.
Please contact email@example.com with questions or call FAST’s General Help Line at x9-4488.
The E&PS Front Office staff devises a course schedule three quarters before classes start. Any requests for changes after the initial schedule has been published must be requested and approved first by the Department Chair. The Chair will try to accommodate changes. For more information on classroom scheduling policy, please visit: http://registrar.ucsc.edu/classrooms/scheduling/. For the current course schedule, please see: http://reg.ucsc.edu/soc.htm.
Some students enroll in regularly scheduled UCSC classes through University Extension, as a means of taking one or two classes at a time. These enrollments were formerly referred to as “concurrent enrollments.” University Extension administers these enrollments – collecting fees, enrolling the student, and then collecting and posting the grades at the end of the quarter. Instructors receive a separate grade sheet (course report) form at the end of the quarter for any Open Campus Concurrent Program students. This form is completed and returned directly to the University Extension office, not to the Registrar’s office.
Faculty should order all textbooks (graduate and undergraduate), including copies for students to buy at the Bay Tree Bookstore as well as desk copies for TAs, about two months before classes start. You may order textbooks by phone at x9-4216, by paper form, by email to firstname.lastname@example.org, or online. If you choose to send an email, please include your name, department, phone number, address, course title and ID number, estimated enrollment, as well as the author, publisher, title, and ISBN for each course book you need. Also include if the textbook is optional or required, and, if ordering multiple textbooks for one course, in what sequence the textbooks will be used. To order desk copies for TAs, the publisher needs to be contacted (the Front Office staff provide assistance with this). Please contact Amy Kornberg (email@example.com, x9-4137) for assistance.
McHenry Library and the Science Library will be happy to place books on reserve for your class. Normally, information is due about two months before classes begin. To reserve books from McHenry Library, call x9-5344 or email firstname.lastname@example.org, and for the Science Library call x9-2865 or email email@example.com. For more information, please visit https://library.ucsc.edu/.
If you wish to provide other material (e.g. unpublished manuscripts, articles) you can arrange for the duplication of this material. The Front Office staff can assist with small copy jobs (see Copy Jobs below). For voluminous copy jobs, we typically use the UCSC Copy Center (x9-3888). Having a course reader for students to purchase may be preferable to requiring students to read many library reserve materials. Please use this form to request a course copy job.
Front Office staff can assist with course-related copy jobs. Please drop your request off at least 24 hours in advance. Please make sure to fill out a pink copy job request slip and clip it to your original document to be copied before dropping it in the copy job basket. If it is your first time requesting assistance with a copy job, please let one of the Front Office staff know so we can show you where the basket is and answer any questions you may have.
Limited equipment for course support is available for your use. The Front Office has overhead projectors, slide projectors, data projectors, and laser pointers that you may check out. If you need a VCR/monitor or other equipment please check with the Front Office staff. Many of the larger classrooms have this equipment built-in. To access media equipment in your classroom, call Media Services at x9-2117 (x9-5858 in an emergency) for the combination to the classroom’s media cabinet. As a general rule, Media Services requires two working days notice for media requests for primary courses and five working days for special events (seminars/talks). For a full description of the services provided by Media Services, please visit http://its.ucsc.edu/classrooms/
Faculty, lecturers, and TAs should hold office hours to answer students’ questions, at least 2 hours a week. Notify the Front Office staff, as well as your students, of your office hours or of any anticipated changes. A list of faculty office hours will be posted outside the front office. If you cannot be present during office hours, it is advised that you place a note on your door and notify the Front Office.
Faculty must inform the Department Chair of any absences from teaching. Faculty members are responsible for arranging for a substitute instructor, and should also notify the Front Office so that they can answer any questions from students.
Faculty leaves can take many forms, and should always be discussed well in advance with the Department Chair. Existing campus policy governs informal faculty leaves of absence during the academic year and especially while the quarter is in session.
If you are planning to be away from campus for any length of time during the academic year, please follow these guidelines:
For a period of absence of one to seven consecutive days, you must notify (via e-mail or in writing) the Department Chair in advance, who can then approve the leave. Please include the following information: dates of proposed absence, reason for absence, and arrangements for covering your teaching duties during your absence (if you are teaching a course).
For a period of absence longer than seven days, you must formally request the Dean’s approval. You should give the Department Chair a written request addressed to the Dean and containing the information indicated above. The department will review and approve the request and forward it to the Dean. Once that request is received and approved, a leave of absence form will be prepared for your signature.
It is helpful to notify the Chair at the beginning of each quarter about any anticipated absences, rather than waiting until a few days before you plan to leave.
The Campus Academic Personnel Manual, spells out the regulations on the various types of formal leaves available:
Leaves of Absence/General Sabbatical Leaves
Sick Leave Leave for Service to Governmental Agencies
Family and Medical Leave Military Leave
Holiday Leave to Attend Professional Meetings
Vacation Other Leaves with Pay
Family Accommodations for
Childbearing and Childrearing
Please refer to these policy sections for University policy concerning these leaves and/or contact your Academic Human Resources representative.
Permission codes are released to all instructors and co-instructors by the Undergraduate Affairs office for undergraduate courses and the Graduate Advisor for graduate courses prior to a quarter’s enrollment period. The following information is provided to assist you in utilizing this tool.
What is a permission code?
A permission code is a number issued by an instructor to a student who:
- Does not meet published course restrictions (major, class level, college)
- Does not meet course prerequisites (e.g. a student with transfer credit)
- Is permitted to add a class after the 7th day of instruction
- Is permitted to add a class that is full (closed) provided the room has seating available.
Permission codes do not override a time conflict or the closed status of a mandatory discussion section. Permission codes are unique to a specific course section, may be used only once by a student, and may be used any time after the beginning of Open Enrollment. Receiving a permission code guarantees that the student has a place in the class.
The Instructor will receive a permission code roster, if appropriate, for each course section that is taught. If an instructor is teaching more than one section of the same course, it is critical that codes are issued from the correct roster. To avoid issuing the same code to two students, it is advised that the instructors record each student’s name or ask each student to sign the roster.
Permission codes are required for Interview Only and Individual Studies courses since the call number for the course is not published. Instructors need to obtain prior approval from the Department Chair or Manager if they wish to increase enrollment above the projected limit.
Instructor evaluations are administered online. They are distributed beginning the 8th week of class. Evaluation forms are used in all faculty merit review and promotion cases, and in reappointment of all lecturers.
TA evaluations are still paper forms that are distributed by the front office directly to the TAs.
For more information, please visit: http://its.ucsc.edu/ecommons/evaluation-system/.
The disclosure of information from student records is governed by the Federal Family Educational Rights and Privacy Act (FERPA) and, in part, by the State of California Education Code. It is the purpose of these policies to provide reasonable interpretations of those laws and to protect students’ right of privacy as guaranteed by the Constitution of the State of California. Where the law is silent, the campus shall be guided by two principles: (1) the privacy of an individual is of great weight; and (2) the information in a student’s file should be disclosed to the student upon request.
To read more about FERPA, visit: http://registrar.ucsc.edu/faqs/faculty/privacy/index.html.
The Federal Family Educational Rights and Privacy Act (FERPA) requires that instructors return homework and exams in a manner that prevents public view of another person’s work and grades. Placing papers in boxes outside office doors is clearly a violation of the spirit of FERPA. Individual faculty, rather than the University, are open to litigation and fines for violating the FERPA should a student or students decide to take action.
Campus mailboxes are federally protected. Removing anything from a mailbox constitutes a federal offense. Faculty cannot put homework or exams in student mailboxes or in their own mailboxes in the Front Office and request that students go there to pick them up.
The safest policy is to have teaching assistants hand out work individually ten minutes before the class ends or after class ends. If a class does not have a teaching assistant or reader, it is likely that there are few enough students that personally handing back the assignments during class time would not be an undue burden. If students miss class, they may pick up their work from the instructor’s office during their designated office hours. For assignments at the end of the quarter, the instructor may require that students provide stamped, self-addressed envelopes so that work can be returned to them if they wish to have it.
It is also important to stop the practice of posting grades, as this is another violation of FERPA. Grades are available to students via AIS, so it is not necessary for faculty to post grades outside their office.
You may be asked to make special accommodations for students with disabilities (including learning and psychological disabilities). By state law, you are required to respond to these requests. Please do not question the student in regard to the details of the disability. If they do not already have an Authorization for Accommodation from the Disability Resource Center (DRC), please encourage them to contact the DRC at x9-2089.
The Disabilities Resource Centers assists faculty with making special arrangement. The types of accommodation that may be requested could include setting up separate exams for some students, giving them additional time for exams, providing large-type materials, allowing sign language interpreters, note-takers, or tape recorders in your classroom, or moving to an accessible classroom. Paula will make the arrangements and send out a confirmation email to the students and the instructors. Information is available from the DRC at x9-2089. Their email address is firstname.lastname@example.org. For more information, please visit http://drc.ucsc.edu/about/about-us/index.html or visit the Americans with Disabilities Act home page at http://www.usdoj.gov/crt/ada/adahom1.htm.
The quarterly Schedule of Classes is the guide to enrolling in classes. It provides the appointment schedule for priority enrollment, the courses and their call numbers, course descriptions for courses offered, and UCSC enrollment system.
Beginning the third week of classes, you can access your official Class Roster from AIS through MyUCSC portal. Here are instructions on how to obtain a MyUCSC account. Please encourage your students to enroll/drop the course prior to the third week.
The UCSC General Catalog gives detailed descriptions of major requirements, course prerequisites, restrictions, and enrollment limitations. The Navigator contains information on a wide variety of campus policy matters as well as academic and student affairs. These publications are available online at http://reg.ucsc.edu.
The Graduate Advisor works with the Faculty Graduate Advisor in making TA assignments based on course enrollments and available allocations. Many undergraduate Earth Sciences courses have TA support. Preliminary assignments are made several weeks before classes start, but final assignments may depend on actual undergraduate class enrollment, which often is not known until the second week of the quarter.
TA assignments are made on the basis of balancing faculty and graduate students’ preferences and strengths. Every attempt is made for the best possible match of student skills and faculty needs.
The instructor decides what help is needed from TAs. TAs may assist with labs, weekly discussion sections, holding review sessions before exams, helping to grade, and/or making up papers, exams, and problem sets. Regular attendance at class is strongly encouraged. An “Instructor Checklist for TAs” form must be filled out by the TA and the instructor at the beginning of each quarter as part of the hiring process.
The usual TA appointment is for 50% time, 210 hours (maximum) per quarter. It is the joint responsibility of the instructor and the TA to assure that the TA’s load is not too heavy. Faculty should meet with TA(s) before classes start to define expectations regarding responsibilities, sections, grading standards, class attendance, meetings, etc. See the Graduate Advisor if you would like information about working with your TAs.
Like faculty, TAs are evaluated by their students. The Front Office provides forms for evaluation. Evaluations are used in nominating the Department’s Outstanding TA as well as the campus-wide Outstanding TA. Evaluations are also used in making future TA assignments.
Undergraduate or Graduate students can be hired as paid readers or tutors by request of the instructor with prior approval of the Department Manager and Chair. The Graduate Advisor or Undergraduate Affairs office may assist with recruitment of readers and tutors, who are hired on a quarterly basis. Students keep a monthly time sheet, which must be signed by the faculty supervisor before the student can be paid. Faculty should speak with the Department Manager regarding approved Reader/Tutor allocations.
Students will receive a letter-grade (A, B, C, D, or F), unless they elect to take a course Pass/No Pass. This is the student’s choice at the time of enrollment and can be changed until the end of the third week of the quarter. For students that elect for the Pass/No Pass option, UCSC instructors must use the following system:
For undergraduates: (C or above for a Pass grade)
P (pass) NP (no pass) I (incomplete)
For graduates (B or above for a Satisfactory grade)
S (satisfactory) U (unsatisfactory) I (incomplete)
For the Pass/No Pass option, students receive a P (Pass) for work that is performed at a C level or above. For work that is not clearly passing, no academic credit is awarded for the course, and no notation appears on the student’s external transcript. The notation NP is recorded on the grade sheet. For work that is passing but incomplete, the notation I (incomplete) may be issued (see below). In general, it is recommended that Earth Sciences majors take their Earth Sciences upper division courses for a letter grade. See the Undergraduate Advisor for details.
Students who take a course for a letter grade receive an A, B, C, D, F, I (Incomplete), or W (Withdraw). Undergraduate grades of A and B may be modified with + or -, but the grade of C may only be modified with a +. The University does not have a grade of C-. Graduate students do not receive + or – modifiers. For work that is passing but incomplete, the notation “I” may be issued (see below). The notation “W” is issued when the student petitions to withdraw from a course, provided that the petition is received no later than the beginning of the last week of instruction.
The notation “I” may be assigned when work for a course is of passing quality but is not complete. The student must make prior arrangements with the instructor in order to receive an Incomplete. To remove the Incomplete, the student must file a petition and turn in the completed “I” course work by the deadline, near the end of the following quarter. The deadline is printed in the Academic and Administrative Calendar. When students do not meet the deadline, the incomplete lapses to a No Pass or an F, depending on the grading option selected at the beginning of the quarter. It is recommended that lecturers who are here for only one or two quarters not assign the grade “I” as a student’s grade at the end of the quarter. If it is absolutely necessary, the lecturer must make prior arrangements with a full-time faculty member to be responsible for evaluating the student’s completed work after the lecturer has left the campus.
A final grade notation may be changed upon written request of the instructor provided that there has been a clerical or procedural error. A grade notation may not be changed on the basis of re-examination or the completion of additional work after the quarter has ended. A grade change must be submitted within one year from the close of the quarter for which the original grade was submitted. The Front Office has the Instructor Initiated Change of Grade forms. The form should be filled out and returned to the Graduate or Undergraduate Advisor for processing.
Beginning with the students who entered UCSC for the first time in fall 1997, a cumulative grade-point average is entered on the transcript at the conclusion of each academic quarter, provided that the student has elected letter grades in at least two-thirds of the cumulative credits attempted. Students who entered UCSC prior to fall 1997 may elect letter grades in most courses; however, their grade-point averages will not be computed.
The instructor in charge of a course is solely responsible for the grades assigned, subject to the policies and regulations of the Academic Senate. The deadline for selection of either the P/NP or letter grading option is the third week of the quarter, and the deadline to drop is the fourth week. Students who select the letter-grade option may still withdraw (request a W grade) by the deadline during the 9th week of instruction. At the end of each quarter, the instructor must assign a final grade based on the work required for the entire course to each student enrolled in that course. An “I” grade may be assigned, if appropriate (see Incompletes above). The grade option selected by the student will appear on the student’s class schedule. Grades submitted that are inconsistent with the grading option selected by the student will be recorded as interim grades by the Registrar’s Office, and further clarification from the instructor will be requested.
For additional information regarding AIS and other frequently asked questions, please visit: http://reg.ucsc.edu/staff/ais_info/fac_info.html.
Please be sure to give a copy of all academic integrity reports to the Undergraduate Office or Graduate Office.
For detailed information, please visit: http://www.ucsc.edu/academics/academic_integrity/.
The Faculty Undergraduate Awards Committee of the Earth and Planetary Sciences Department may confer Honors in the Major at graduation if they determine that the student’s academic performance is of outstanding quality throughout their undergraduate career. Please contact Undergraduate Affairs for more information.
At this time, narrative evaluations for undergraduate and graduate classes are written at the option of the instructor.
A narrative evaluation:
- Describes the strengths and weaknesses of the student’s performance in the various areas of class activity (discussion, laboratory work, term papers, exams)
- Assesses the student’s general understanding of the course content
- Allows recognition of additional or particularly outstanding work
Narrative evaluations are used at UCSC in academic advising and reviewing scholarship applications. Evaluations are a permanent part of a student’s academic record, appearing as part of the official UCSC transcript. They are due approximately three weeks after the end of each quarter. Narrative evaluations are submitted electronically via the MyUCSC portal.
See this link for updated info: http://registrar.ucsc.edu/nes/
The wording used to describe academic performance is very important. Using language that does not accurately describe the student’s performance can be misleading and can lead to complaints and grievances filed. For example using words such as “excellent” or “outstanding” to describe a student who has done B or C work can cause problems. Similarly, work that is poor but passing can be described by using words such as “adequate” or “marginal.” For more information on evaluations go to: http://registrar.ucsc.edu/faqs/faculty/evaluations/index.html or http://registrar.ucsc.edu/records/transcripts/grad.html
In preparation for the beginning of each quarter
_____Write your syllabus and place it on your class web page if applicable. Include assessment criteria, the academic integrity policy, and a reminder about tutoring services and the DRC. Incorporate the following statement into your course website, syllabus, or class announcements early in the term:
“If you qualify for classroom accommodations because of a disability, please get an Accommodation Authorization from the Disability Resource Center (DRC) and submit it to me in person outside of class (e.g. office hours) within the first two weeks of the quarter. Contact the DRC at 459-2089 (voice) 459-4806 (TTY), or http://drc.ucsc.edu for more information on the requirements and/or process.”
The DRC has provided an updated and comprehensive faculty resource page at:
_____ Provide the Front Office with a copy of your syllabus.
_____To arrange for class web pages, contact http://itrequest.ucsc.edu. Specify that your request is “For an Earth & Planetary Sciences class web page.”
_____To advertise your class in any special way, email the staff of the Undergraduate Affairs office (if an undergraduate course) or the Graduate Advisor (if a graduate course). It is best to do this in advance. You may want to do this if it is a new class and/or if you want to advertise to a wider audience.
_____Be aware of student privacy regulations. Scores cannot be publicly posted and exams must be returned individually.
_____Request desk copies of textbooks. Please let Amy Kornberg (email@example.com, x9-4137) in the Front Office know about your desk copy needs for yourself and your TAs.
_____Place your textbook or other course materials on reserve at the Science Library. Usually, information is due about two months before classes begin. Call x9-2865 or email firstname.lastname@example.org. For course readers, contact Professor Publishing Services, (x9-3888, http://printing.ucsc.edu/profpub/index.html).
_____If you need readers or tutors for your class, contact the Department Manager.
_____Contact the Department Chair if you would like to increase enrollment above the planned capacity.
_____Inform Front Office and/or advising staff of any special class circumstances of which you are aware, such as classroom features, (e.g. media, seating arrangements) or if you are expecting larger than usual class size.
_____NES (Narrative Evaluation System) information is located at : http://registrar.ucsc.edu/nes/. (Narrative evaluations are optional for undergraduate courses and graduate courses).
A healthy and productive educational community is one in which students, faculty, and all staff treat each other with mutual respect. Such a community requires an atmosphere free of discrimination on the basis of sex, sexual orientation, race, color, nationality, ethnic origin, religion, creed, age, or disability. Sexual harassment is not tolerated at UCSC. Both state and federal laws prohibit behavior that constitutes sexual harassment.
The full policy statement about sexual harassment may be viewed online at: http://www2.ucsc.edu/title9-sh/.
The Physical and Biological Sciences Facilities office provides services that include, but are not limited to: safety and security, keys, phones, furniture issues, space modification, repairs, custodial scheduling, shutdown notification, installations, moves, storage, surplus and disposal, receiving, and work orders.
Keys and access codes are assigned by the Department Manager. We will give you a key request form, which you will need to take to PB Sci Facilities in between the hours of 10:00 a.m. and 12:00 p.m. (Monday through Friday). Generally, visitors are assigned keys to the E&MS building doors, an office, any applicable labs, and the Mailroom. Depending on a visitor’s appointment title and current office space occupancy, a shared office space may be available. Please see the Department Manager for more information.
Your students may also need keys. They will require authorization in the form on an email to the Department Manager from their sponsoring faculty member. Please email the Department Manager in advance of the student’s need. Your email should state the student’s name, the room(s) to be accessed and the estimated duration of the assignment if possible. Students must bring picture identification to PB Sci Facilities when they pick up their keys.
There is no deposit required for key assignments. However, anyone who fails to return keys will be charged a $40 fee per key.
For more information about keys, please see the section on Keys/Omni codes earlier in this handbook.
Facilities is the source for ordering and making changes to phone service. Send your requests to the Facilities Assistant as soon as possible, keeping in mind that there will be a 10 -15 day lead time for execution of each request. Please get authorization from the Department Manager for funding and order approvals. If possible, list your old and new jack numbers. Telephone instructions can be found at http://its.ucsc.edu/telephone/index.html.
Whether it is moving, new purchases, repairs, disposal, or ergonomic adjustments (for more information about ergonomic issues, visit http://ehs.ucsc.edu/safety/ergonomics.php), your questions regarding furniture should be directed to the PBSci Facilities Staff. Please visit http://pbsbo.ucsc.edu/facilities/moving/index.html. for a list of who to contact for your specific needs. There is limited funding and even more limited storage space; however, there are a few assorted furniture items on hand that might be able to fill your request. Faculty receives the standard complement of office furniture. For any additional requests, please contact the Department Manager.
These could be desk adjustments, leaking ceilings, broken or difficult furniture, dirty carpet, heating or cooling problems, moving and installing bulletin boards, room name tags, lock repairs or changes, moving and disposal of furniture, or various other items. All requests may be directed to the Work Order Desk (x9-4444). The Work Order Desk staff will generate the appropriate type of work order and ask you questions to gain a better understanding of the problem. Please do not ask the Front Office staff to make these requests for you.
Moving furniture and equipment is a common request. Please contact PBSci Moves. If computers and equipment are moved by the Technical Staff, requests should be sent to
The Physical & Biological Sciences Business Office (PBSci BO) is comprised of the following units:
See the related pages below for further details about each department.
The Research Accountants are responsible for the effective and timely handling of post-award administration including governmental and private contracts and grants, endowments, and gifts.
Federal Governmental Agencies
State & Local Contracts
PARs (Personnel Activity Reports)
These reports are used to capture the percentage of effort used on research awards for auditing purposes.
Visit the Office of Sponsored Projects at http://www.ucsc.edu/osp.
Support for computing and network facilities is available for faculty, researchers, staff, postdocs, and grad students.
Earth & Planetary Sciences Department Resources:
PMC: Planetary and Marine Computing (subgroup of ACG)
- Provides support to Earth & Planetary Sciences faculty, researchers, technical staff, postdocs, and graduate students
- PMC accounts (@es/@pmc email accounts, UNIX logins)
- Email forwarding and vacation mail for @es/@pmc addresses
- Webpage hosting for @es/@pmc accounts
- Anonymous FTP
- Mac and PC network printing
- Mac and PC SSH help
Physical and Biological Division Resources:
ACG: Academic Computing Group (subgroup of ITS)
- Provides support to Earth & Planetary Sciences faculty, researchers, technical staff, postdocs, and graduate students
- Scientific computing resources
- Hardware/software assistance, technical questions, consultation, general usage questions covering Macintosh, Windows, and UNIX (Solaris, IRIX, Linux)
- Advice for hardware purchasing
- Software downloads and purchasing recommendations
Campus Wide Resources:
ITS: Information Technology Services
- Provides support to all faculty, staff, students
- UCSC accounts (@ucsc email accounts, network IDs, unix accounts)
- Internet email access (for @ucsc email accounts)
- Mail forwarding (for @ucsc email accounts)
- Administrative system accounts (FIS, PPS, SIS, NES, and DWH)
- Computer Security
- Network status
- Remote access to network and Internet
- Software licenses
- Application support
- Basic operating system support
- Administrative systems support (PPS, Banner, Business Objects, SIS, AIS, NES)
- CruzMail, CruzNet, CruzTime administration
- Workstation support (Helpdesk)
IC: Instructional Computing (subgroup of ITS)
- Provides support to anyone who is currently teaching a course
- Course-related technology support
- WebCT for on-line course material administration
- 4 hours of assistance per quarter to develop digital course materials (webpages, WebCT, scanning, CDROMs, audio/video digitizing, etc.)
- Hosting for course webpages
- Management of all student computer labs
- Faculty Instructional Technology Center (FITC), which teaches faculty how to use technology in the classroom/lab
A variety of programs and resources exist to help faculty understand UC and UCSC academic personnel policies and procedures. Your Department Chair and Department Manager are good sources of information or advice in matters pertaining to your academic appointment, or if you would like to hire someone.
Travel related policies and procedures can be found at the UC travel website:http://financial.ucsc.edu/Pages/Travel_Main.aspx
All travel forms are available at https://financial.ucsc.edu/Pages/Forms_Directory.aspx.
Administrative calendar: http://reg.ucsc.edu/calendar
Campus events calendar: https://events.ucsc.edu/all
Faculty Portal (many helpful links): http://www.ucsc.edu/faculty
Campus Directory: http://campusdirectory.ucsc.edu/
A-Z Index: http://www.ucsc.edu/about/alpha_index.asp
Academic Integrity: http://www.ucsc.edu/academics/academic_integrity/
Academic Senate Committee on Research – funding for research: http://senate.ucsc.edu/cor
Essentials for Faculty – Supervising Academic Student Employees (ASE): http://shr.ucsc.edu/elr/ase-toolkit/index.html
FERPA & Privacy Link: http://reg.ucsc.edu/guidelines_qr.htm
Frequently Asked Questions for Faculty: http://registrar.ucsc.edu/faqs/faculty/
General Catalog: http://reg.ucsc.edu/catalog/index.html
Information from the Registrar’s Office: http://reg.ucsc.edu/fac_staff.html
MyUCSC: Faculty can access class rosters, grade rosters, narrative evaluations entry, and student records here: https://my.ucsc.edu/psp/ep9prd/?cmd=login&languageCd=ENG&
Office for Diversity, Equity, and Inclusion:
Policy on Outside Activities of Faculty: http://apo.ucsc.edu/policy/capm/012.025.html
ADA Compliance: http://ada.ucsc.edu/
Substance Abuse: http://apo.ucsc.edu/policy/capm/016.000 .html
Supervising Teaching Assistants – The Essentials: http://shr.ucsc.edu/elr/ase-toolkit/supervising-teaching-assistants-the-essentials.html
New Faculty Information: http://apo.ucsc.edu/employment/faculty-relocation/tips-for-new-faculty .html
Responding to Distressed Students: http://caps.ucsc.edu/counseling/responding-to-distressed-students.html
Bay Tree Bookstore: http://slugstore.ucsc.edu/
Information Technology Services (ITS): http://its.ucsc.edu/
Graduate Studies: http://gradstudies.ucsc.edu/
Employee Housing: http://employeehousing.ucsc.edu/
OPERS (Office of Physical Education, Recreation, and Sports): http://opers.ucsc.edu/
University Library: http://library.ucsc.edu
Personal Well Being
Counseling and Psychological Services: http://caps.ucsc.edu/
Women’s Center: http://womenscenter.ucsc.edu/
Work/Life Balance: http://shr.ucsc.edu