Rules and Procedures
The Intensive English Program (IEP) is designed to help students improve their English proficiency to an advanced level as quickly as possible. All sections of the IEP meet five hours per day, four days per week. Regular attendance, active involvement in activities and completion of homework assignments are the major factors in a student’s success. Because of the intensive nature of the program, it is very difficult and often impossible to make up what has been missed. In addition, a student who misses a large number of classes falls behind the rest of the class and may then disrupt the progress of other students as well.
Each class hour that a student does not attend is counted, including for medical, family, sports, University-sponsored activities, and/or personal reasons. Therefore, students should be careful not to miss classes unnecessarily. Each day has a total of five class sessions. If a student is absent for one day, they will have missed five class hours. Students are expected to be in class on time. Those who are late will be allowed to enter class if the teacher agrees that this will not be disruptive to the lesson. Students who are allowed to enter class up to 30 minutes late will be counted absent for half an hour; after that, they will be counted absent for one hour.
A student who has missed six hours of a given class period OR 30 cumulative hours of class time for any reason (including medical, family, sports, University-sponsored activities, and/or personal reasons) will receive a warning email from their teacher informing them of the hours they have missed and reminding them of the penalties they will incur if they exceed the number of allowed absences. A student who has missed more than 10 hours of class in a given class period will begin to lose points from their total score at a rate of 0.5% per additional hour missed. So if a student has missed 11 hours from one class period, they will lose 0.5% of their total score; if they have missed 12 hours, they will lose 1%, and so on. In addition, if a student has missed more than 40 cumulative hours of class time they will begin to lose points from their total score at the same rate of 0.5% per additional class hour missed. In such cases, the student will receive an email from the class teacher informing them that they have exceeded the allowed number of absences and the penalties they have incurred to their total score. A student who misses 60 total hours of class time may be assigned a reduced grade for the course solely on the basis of inadequate attendance as outlined in the syllabus of the course, including either the grade of "IP" for the student's first two chances or “F” for the student's final chance.
If a student believes that they have exceeded the allowed number of absences from classes for legitimate, justifiable reasons and has still been able to keep up with class assignments and not fall behind the rest of the class, the student can follow the procedure for appeal. See below for appeal procedure instructions.
Students are responsible for keeping these attendance procedures in mind and for keeping track of their absences. Absences are tracked by class teachers on a shared google sheet that is also shared with the students. Students can check this sheet at any time to see what their total number of absences is, both for each class period, and cumulatively.
We expect that students will attend their classes regularly and cooperate with their teachers so that they improve their English proficiency as rapidly as possible. At the beginning of each semester, every student is asked to sign an agreement stating that he or she has read, understood and will comply with these procedures.
If a student believes that they have exceeded the allowed number of absences from classes in the IEP for legitimate, justifiable reasons and has still been able to keep up with class assignments and not fall behind the rest of the class, the following procedures will be implemented for the student to appeal losing grades for absence (OR in the case of reaching 60 hours of absence, being dismissed from the IEP):
- Within three working days, the student must submit a written petition by email to the IEP Director explaining the reasons for excessive absences and enclosing any supporting documents (e.g., medical excuses sent by the Dean of Students).
- The student should ask each of their teachers to submit a confidential written letter of assessment of the student's case to the IEP director.
- The student must continue attending class and set it as a priority not to miss any more hours.
If, in the judgment of the IEP director, the student's case has merit, it will be referred to the IEP Appeal Review Committee, which will meet as soon as possible to review the petition submitted by the student, along with the supporting documents and the teacher's written statements, and take action on the case. The Committee will consist of the IEP Director, three IEP teachers, and one IEP student. (Note: The student's own teachers will not be members of this committee.) The IEP Appeal Review Committee may decide on the following:
- To deny the appeal;
- In exceptional cases, to recommend that the student be allowed to continue in the IEP with no or only partial loss of grades;
- In the case of reaching 60 hours of absence, in exceptional cases, to recommend that the student be allowed to continue in the IEP, either with no loss of grades OR with loss of grades.
Actions or speech that violate this Code, including harming others or preventing others from learning, are not acceptable and may result in disciplinary action.
All IEP students are expected to take responsibility for their learning by:
- Attending classes regularly
- Participating actively and thoughtfully in-class activities
- Completing all homework assignments
- Cooperating in a respectful manner with their teachers and fellow students
- Doing activities and homework individually
- Doing group activities cooperatively with their classmates
- Developing good study habits and learning strategies
- Making the best use of their time in IEP not only to improve their English proficiency and skills but also to expand their intellectual horizons and adapt to University life
The IEP student grievance process is as follows:
- If you have a classroom or course-related concern, you should first discuss it with the teacher of that course.
- If you and the teacher cannot resolve the problem, you may bring the matter up with the IEP program director.
- In case you think that neither the teacher nor the director has addressed your concern, then you may submit a formal, written complaint to the chair of the Department of English Language Instruction (ELI).
- In case of a formal, written complaint, the teacher of the course in question has the opportunity to submit a written response within five working days to the ELI department chair.
- The chair may, at his or her discretion, dismiss a complaint that, in his or her judgment, is lacking in merit.
- The ELI department chair, together with the program director, will take appropriate steps to resolve the problem and will respond to you and the teacher in writing.
- A record of your complaint, the teacher’s response and the resolution will be kept in the department’s files.
For more information, see the AUC Grievance and Appeal Process for Student Concerns
Appeal Process and Resolution of Student Challenge to Grade
If a student requests that his grade on a secure assessment task be re-checked, the process is as follows:
- The student asks his/her teacher to re-check his/her grade.
- The teacher expresses the student’s concern to the assessment specialist (IEP program director) and requests to re-check the student’s answer sheet with the assessment specialist (IEP program director) to ensure that the grade is accurate.
- The outcome of the process is either a confirmation that the grade is accurate or a change of grade.
- This should be done within two days after the results of the assessment task have been announced.
- The teacher reports back to the student in detail why he or she earned this grade or why there was a change of grade.
- If the student still cannot accept the grade, he or she goes to the assessment specialist (IEP program director), accompanied by his or her teacher, to have his or her grade explained to him or her again.