Arts Leadership Program Faculty
Frequently Asked Questions
How do I contact the ALP or IML office?
How do I handle guest speakers?
What about my course syllabus?
What’s the easiest way for me to obtain information on my course?
How do I order textbooks for student use?
How do I put materials on reserve in the library?
What if I need copies made of my syllabus and/or course handouts?
What about other supplies for my class?
Do I need a UR Identification Card?
I’ve got this really great idea for a course – what’s the best way to pursue?
How/ when/ where do I get paid?
How do I handle guest speakers?
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.
What about my course syllabus?
Please forward a copy of your course syllabus to the ALP office. And if you’re interested, we do have an ALP Syllabus Letterhead that is available for use as well as examples of course syllabi from other ALP courses. Just contact the ALP office to request either of these.
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.
What’s the easiest way for me to obtain information on my course?
Rosters, e-mail addresses, grading – lots of choices and information are available online through the ESM Registrar website and UR Access Plus (instructions for and access to this are on the ESM Registrar site). Just call or e-mail the Registrar with your social security number, and they can set you up with an ID and password.
Instructions for viewing class rosters
ESM Registrar’s office
274-1220
registrar@esm.rochester.edu
If you’d prefer not to go the high tech route, the ALP office can also assist you with some course information.
How do I provide permission for a student to be enrolled in my course if they are restricted from registering or the course has exceeded its enrollment limit?
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 Freshman. 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.
My class is full, but a student is claiming "they need 1 credit to graduate" or "they need 1 credit to maintain their full time residency requirement" and my class is their only option. What do I do?
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.
What if I have a student that is at risk of failing a course due to excessive absences, lack of preparation, lack of ability, or other reasons?
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.
- Submit an Undergraduate Unsatisfactory Academic Progress Report
- Submit a Graduate Unsatisfactory Academic Progress Report
How do I submit grades?
You will be receiving information from the Registrar’s office later in the semester with instructions on grading. You will be encouraged to submit grades via the web, so please contact the Registrar’s office to obtain your PIN. (See FAQ: “What’s the easiest way for me to obtain information on my course?”)
Once you sign onto UR Access Plus via the web to do your online grading, grading procedures are available under the link to “Grading Options”.
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
What do I do if a student is unable to complete all course requirements within the prescribed period due to extenuating circumstances?
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
How do I order textbooks for student use?
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
How do I put materials on reserve in the library?
Visit the Sibley website for information on reserving materials.
What if I need copies made of my syllabus and/or course handouts?
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?”)
What about other supplies for my class?
Please feel free to contact the ALP Office about any supply needs, or any other special needs you might have. Funding from the Shouse Foundation makes it possible for us to help pay for extra books, equipment, or other supplies that may be necessary to teach ALP courses.
How can I find out what audio-video equipment is available in my classroom, how do I access it, and/or how do I arrange for special technical needs?
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
What about classroom keys?
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:
- Stop into the ALP office during regular hours (9am-4pm) and we'll be glad to assist you.
- ESM Info Window 9am-5pm: keys available for loan if you leave a UR ID or a drivers license (keys need to be returned same day)
- If you are teaching in the evening hours (after 5 p.m.), loaner keys are available from the ALP office (must be returned at the end of the semester).
Do I need a UR Identification card?
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.
I’ve got this really great idea for a course – what’s the best way to pursue?
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.
How/ when/ where do I get paid?
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 faculty member 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.
The Information Window can be reached at 585-274-1000 Monday thru Friday from 9:00 am to 5:00 pm.
If you do need to make alternate arrangements for receiving payment please contact Linda Altpeter.
Payment will be semi-monthly commencing one month to six weeks after your teaching assignment has begun. Visit the Payroll and Employee Records website to find the current Payroll Calendar. Under Pay Cycle find semi monthly and under Pay Date look for the next pay date.