Whether you leave the university temporarily (for a semester or more) or permanently, it is important to leave behind a record of your grades and the basis for those grades. There is no university-wide policy governing how long course records are kept, and policies vary from department to department. However, you should assume that it may be necessary for a student or department head to double-check a grade within two years of the conclusion of the course-which is ample time for you to have forgotten those details. You should leave a gradebook or file for each course you have taught in your department's main office, so that it will be easy to verify grades or syllabus requirements.
As you plan your departure, avoid leaving any unfinished business behind you, from either the current semester or from past semesters. Prompt your department chair to reassign your advisees. If students request incompletes, make sure that deadlines are set so that you will be able to receive and grade the work fairly. It may be necessary to give such students the address, phone numbers, fax, and/or e-mail of your new location so that they can contact you easily. If you believe you will be unable to resolve the incomplete after your departure but the student's reasons for requesting it are c ompelling, ask a colleague if he or she can evaluate the work and submit the final grade in your absence. You will need to provide all necessary information for the colleague to grade accurately and consistently with the evaluation of the rest of the course and arrange to have your department chair sign the grade change card.
Chapter Six: Special Needs of First-Year and International Students
Chapter Eight: Divulging Student Information
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