College of Education & Professional Studies

COEPS Adjunct Faculty Handbook

The UWW Adjunct Faculty Handbook is designed to provide important information to both new and continuing adjunct faculty. This handbook is not intended to be an exhaustive source of University information.

Every effort has been made to ensure that all handbook information is accurate at the time of publication. University policies and procedures, however, are subject to change, as are various state and federal laws referenced in the handbook. Adjunct faculty members are encouraged to consult their department chair for faculty affairs for the most up-to-date information. In addition, adjunct faculty members are also advised to consult the UWW policies website for current official policies ( handbook does not create contractual rights between the University and any faculty member.

University Email: It's the instructor's responsibility to check their university email often. You will receive emails in regards to taking attendance, completing progress reports, final exam periods and instructions for how to submit final grades.

Syllabus: Adjunct faculty are provided an example syllabus and some course materials. The scope of content must be followed with minimal change. When there are multiple sections of a course, it is important that evaluations and rigor is comparable. Adjunct faculty are responsible for updating dates to the current semester. All syllabi must be submitted to the department chair by the end of the first week of classes and posted online (website). In lieu of submitting online, syllabi can be submitted to the library in hard copy format.

*The text that was adopted by the department must be used.

Responsibilities During Your First Class: Adjunct faculty members should structure their first class to include a careful review of the syllabus and course expectations with their students. This orientation will provide an opportunity for both you and your students to discuss goals and objectives and to understand what is expected of them in performance and behavior. Clear and specific information on attendance policies*, content, form, and criteria for evaluation can assist the students in responding to course expectations and can also assist in resolving student disputes about grades. Some instructors, depending on the nature of the course and the size of the class, use this first period to begin to get to know their students and their names, which if possible should be one of your goals, as well as to engage them in a discussion of course expectations.

*Students who are not enrolled in the course should not be attending class sessions.

Class Meetings: University policy requires 48 face-to-face instructional hours. If classes are online there must be sufficient instructional activities to fulfill the required 48 contact hours. At UWW, students should expect three hours of additional preparation for each hour in class (e.g., reading, assignment completion, studying).

Online Classes: Access must be given to the assigned mentor and department chair.      

Office Hours Face to face- One hour of office hours on campus per week for each course taught. Hours may occur before/after class or at another time. Online- One hour of virtual or phone availability; online adjunct faculty must be willing to arrange face-to-face meetings with students as needed (in person or web-based).

Reporting Illness and Other Absences: Adjunct faculty who find themselves unable to attend their regularly scheduled classes due to illness should contact their department chair to arrange for appropriate coverage. Please consult with your department chair for up-to-date policies and procedures for reporting missed classes and for arranging coverage.

Accessing Class Roster and UWW ID Photos: Class lists are available online through WINS. Link to WINS from UWW's main home page, and enter your NET-ID and password. On the UWW screen, click on the "Teaching Tools" tab on the upper right, and choose "Class List." Once the class list is visible, click on a student's name to see their UWW ID photo. If a student's name does not appear on your list, they must obtain verification of enrollment in your class. If you do not have a UWW NET-ID or password, work with your department DA to complete the steps to obtain one.

Final Exam Policy: All instructional staff of on- and off-campus classes are expected to meet during their scheduled final exam period. All comprehensive final exams shall be administered at the prescribed time during the final exam period. For courses without a final exam, the time prescribed during the final exam period shall be used as a regular class meeting. Exception to meeting classes during the exam period requires specific written approval in advance from the college dean.  

The general schedule will be available via PDF around the beginning of the given term. Due to the amount of department requested changes, the specific final exam schedule in WINS will not be available to view until after the tenth day of classes for the term.  

No student shall be required to take more than two comprehensive final exams on the same day. Any student with more than two comprehensive final exams scheduled on the same day who wants to reschedule the excessive exam(s) must make arrangements with the instructors involved. If the student and instructors are unable to reach mutual agreement about alternate arrangements, the student must notify the Chair of the Department by October 18. The Chair of the Department shall arrange times as necessary with instructors involved and shall notify the student of the arrangements by November 18. This policy covers only comprehensive final exams given during the final exam period. Common exams cannot be rescheduled.

  • Final exams for web-based classes are scheduled during finals week at the discretion of the instructor.
  • Classes scheduled MW, MF, or WF are to follow the MWF exam times unless otherwise stated.
  • Exams for off-campus evening classes are scheduled for the regular class meeting time that falls during the exam week.   

Academic Misconduct:

Academic Freedom: Faculty members are entitled to freedom in research and publication, subject to the adequate performance of their other academic duties. Faculty members are entitled to freedom in the classroom in discussing a subject, but care should be taken not to introduce the teaching of controversial matter that has no relationship to the subject of the course. UWW faculty members, as citizens and members of learned professions, recognize the urgency of their obligations in the light of their responsibilities to the subjects they teach, to their students, to their profession, and to the College. As persons of learning, faculty members should remember that the public may judge the profession and the College by their utterances. Hence, they should at all times be accurate, exercise appropriate restraint, show respect for the opinions of others, and make every effort to indicate they are not institutional spokespersons.

Course and Teaching Evaluations: UWW is committed to high quality instruction in graduate, undergraduate, and professional programs. Student feedback regarding instruction is an integral part of assuring quality in the University's educational programs. You are required to have your teaching evaluated by students every semester using a standard form adopted for such purpose that is distributed electronically. Adjunct faculty are observed/evaluated at least one time per semester after midterm. The evaluator must be a faculty mentor, tenured faculty member, or department chair. Student and peer evaluations are used to provide constructive feedback and will be one factor in determining eligibility for rehire.            

LEARN Center: The Learning Enhancement, Assessment and Research Network (LEARN) Center was established in 1998 to assist faculty and academic teaching staff in their ongoing work to better serve our students. Designed and directed by faculty and academic teaching staff, the LEARN Center provides a variety of programs, services, and resources that invite colleagues to learn from experts, explore important issues, share instructional ideas, examine research relevant to teaching and student learning, and develop relationships with colleagues from across campus. While the emphasis of the LEARN Center is on teaching and learning, we also seek to provide services relevant to enhancing research and service activities. Since its inception, LEARN Center programming has resulted in more than 5,000 contacts with the university's approximately 400 faculty and full-time instructional staff, engaging them in more than 13,700 hours of instructional/professional development. 


Barbara Rybski Beaver, Director, LEARN Center (262) 472-5416  

Sally Lange, University Services Program Associate (262) 472-5242

Conventional Grades

A Superior
A- Very Good
B+ Very Good
B Above Average
B- Above Average
C+ Above Average
C Average
C- Below Average
D+ Below Average
D Poor
D- Poor
F Failure

I - Incomplete: 0 honor points for each term unit but not computed in the grade point average.
IP - In Progress (Graduate - thesis only)
N - No Grade Reported: 0 honor points for each term unit. Computed in the grade point average.
NC - No Credit: Indicates an unsuccessful (D or F equivalent) attempt of a course on a satisfactory/no credit basis. This grade is not computed in the grade point average.
NN - No Grade Reported: 0 honor points for each term unit. Not computed in the grade point average.
S - Satisfactory (Undergraduate - used in S/NC grading system): 0 honor points for each term unit and not figured in computing grade point average. It represents a C grade or above in a satisfactory/no credit grading situation.
S - Pass (Graduate - used in P/F grading system)
T - Transfer, test or course waiver.
U - Unsatisfactory: Not counted as units attempted.
W - Drop/Withdrawal: 0 honor points and 0 units. It indicates enrollment in the course through the first ten days of the term, or the first five days in a short-term course or Summer session, with a subsequent course drop or withdrawal. Not computed in grade point average.
X - Audit: 0 honor points and 0 units. Not computed in grade point average.
FX - Given to students on a grade roster due to NO attendance.  This will show up as an F on grade reports and transcripts.  
FS - Given to students on a grade roster who fail due to STOPPING attendance anytime during the semester, including exam week.  This will show up as an F on grade reports and transcripts.   

Final grades must be entered into WINS by the grading deadline. Grades must be entered by the deadline or students' financial aid will be negatively impacted.

1. Sign in to WINS.
2. Click on Self Service.
3. Click on Faculty Center.
4. Click on My Schedule.
5. If you need to view a different term click on the 'Change Term' button.
6. Access the Grade Roster. This is located in the far left column, next to Class Roster.
7. Enter Grades in the Roster Grade field next to the student's name, while still in the approval status of 'Not Reviewed'.  If the grades of FS (Failed - Stopped Attending) or NCS (No Credit - Stopped Attending) are given, a Last Date of Attendance must be entered in the next column on the grade roster.
8. Recommended: Periodically save your work. Scroll to the bottom of the list and click the Save button to save your work.
9. Review your work. Click on the dropdown button next to any incorrect grade and select the correct grade.
10. Change the Approval Status to Approved and Save. The dropdown box surrounding the grades you entered will disappear. On Save the following message will appear *Grades will not appear in the Official Grade column until they have been posted. (Posting is done by the Registrar's Office after grading has ended.)

Effective Fall 2014, UW-Whitewater implemented a new 'F' grading system due to Federal compliance requirements for students receiving financial aid.  When reporting a grade of 'F' instructors will enter, if applicable, an FX for students who never attended or an FS for students who stopped attending sometime during the semester (including Final Exam week). A Last Date of Attendance must be entered on the grade roster for all grades of FS.  FX and FS grades will show as 'F' on the students' grade reports and transcripts.  For courses with the grading basis of Satisfactory/No Credit, instructors will enter, if applicable, an NCX for students who never attended or an NCS for students who stopped attending sometime during the semester (including Final Exam week).  A Last Date of Attendance must be entered on the grade roster for all grades of NCS.  NCX and NCS grades will show as 'NC' on the students' grade reports and transcripts.

·       Grades are posted at 4:00PM on the final day of the grading period. You are not able to change any grades in WINS after they have been posted. See the Academic Calendar for deadlines.
·       You can make changes to Grade Rosters up until the deadline. If a change of grade is needed you must change your roster status to Not Reviewed Status, make any changes, change the Approval Status to Approved, and Save.

·       You must complete either an online or a paper Grade Change Form to change any grade that has been posted. 

If students have been doing passing work until near the end of a term or summer school and then, because of illness or other unavoidable circumstances, are prevented from completing the work, their instructor may give them an "incomplete" and extend to them the privilege of completing the work at a later date. The instructor must give specific directions for the completion of the course on a Contract for Incomplete or Progress Grade and submit it to the Registrar with the final grades. An incomplete course must be completed within the agreed time but no later than the beginning of the exam period for the next term (excluding Summer). Otherwise, the grade automatically becomes an F unless a default grade was submitted by the teacher with the incomplete grade, in which case the default grade will be assigned. If an incomplete is awarded in the term of graduation, the make-up period is 30 days maximum. In no case will students be given an incomplete when, through their own fault, they failed to complete the requirements of the course on time or failed to report for the final examination as scheduled. If the coursework is not completed in the allotted time and a grade change is not submitted by the instructor, the incomplete will automatically be changed to an F grade prior to the grading cycle following the deadline.  The student must take the initiative to remove or change any I grades. 

  • Steps in a Grievance:
    1. Informal Process:
      1. Discuss the issue of concern with the individual(s) primarily involved. This should take place within 14 calendar days after the aggrieved action occurred.
      2. If this discussion brings no resolution, is unsatisfactory, or if the primary individual is unwilling or unable to participate, the student may then, within 7 calendar days of the discussion or the communication that there will be no discussion, schedule a conference with the chairperson of the department or the supervisor of the individual. The student should articulate the concerns and the result of, or lack of, discussion with the primary individual.
      3. After hearing the student's appeal, the chairperson or supervisor will attempt to mediate the problem to resolution within 14 calendar days.
      4. If this attempt at resolution is unsatisfactory, or if all are not willing or able to participate, the student should submit a formal grievance to the Dean or Director within 7 calendar days of the failure of informal resolution.
    2. Formal Process:
      1. The grievance should be in writing and signed by the student following the Basic Principles above, and should explain the problem, reasons for dissatisfaction with the recommended resolution, and an alternative resolution.
      2. Within 14 calendar days, the Dean or Director can attempt further resolution or make the final decision. The student and employees should be notified of the final decision in writing.
      3. The decision of the Dean or Director will be final unless discipline is requested, in which event appropriate disciplinary procedures would be followed.
  • UW-Whitewater Grievance Policy

All grade changes (including Incomplete and Progress changes) must be submitted using the online grade change or official paper Grade Change form (available at the departmental office or Registrar's Office). For security purposes, the Registrar's Office recommends the online form. However, in certain situations the official paper Grade Change form may be used. The Registrar's office can accept paper grade changes only from the faculty member in person. Paper forms must specify the reason for the change and must be signed by the department chair. If grade changes are submitted after the first five weeks of the semester, the dean must also approve the grade change.

Incomplete or Progress grade changes during the normal make-up periods do not require department chair or dean approval. However, if an extension of time has not been submitted by the faculty member prior to the deadline when the grade for an "I" or "P" is changed to an "F", both the Department Chairperson and the Dean of the College must sign the form. If an "I" or "P" has lapsed to an "F", it cannot be changed back to an "I" grade.

A terminal grade (A, A-, B+, B, B-, C+, C, C-, D+, D, D-, F, U, NC, S) recorded at grade processing time cannot be changed to an "I" or "P" grade. If a re-evaluation of the student's work warrants a change, the grade should be changed to the new terminal grade through the procedure outlined above.

Login to WINS using using your NET-ID and password     
Access "Main Menu"     
In the drop down box, click "Self Service"     
In the drop down box, click "Faculty Center"     
In the drop down box, click "My Schedule"     
Select the "Grade Roster" in the appropriate "Term"     
Under "Grade Roster Action," select "Request Grade Change"     
Select "Grade Change" by the appropriate student name     ​
Update the grade and submit

Students may drop courses through the sixth week of the Fall/Spring term. Short-term courses may be dropped through Friday of the week in which 33% of the course is completed. Drops must be done through the WINS Registration System. Note the fee reduction schedule for dropped courses in the Schedule of Classes, as there may be a charge for any course dropped after the first week of classes.

A "W" grade will appear on student academic records (transcripts) for all courses dropped after the tenth day of instruction. This "W" grade notation will also appear on the records of students who withdraw from the University after the tenth day. The fifth day of classes will be the deadline for short-term courses and for Summer term courses.

Students will be held responsible for the completion of all courses for which they are registered unless they officially withdraw from UW-Whitewater or officially drop the course(s) by the proper procedures. Students who never attend or stop attending a course are responsible for dropping that course.

Information regarding a Medical Withdrawal can be found here.

COEPS Tech Support: Wisconsin Instructional Technology Resource Center (WITRC) » (Winther 1006)

  • Supporting computer labs which are available to individuals and classes.
  • Supporting the technology classrooms located throughout the College of Education and Professional Studies, many of which contain SmartBoards.
  • Consulting educators on technology purchasing options.
  • Canvas support 

University Canvas Support »

University IT Support: Instructional, Communication & Information Technology (ICIT) »

  • Phone: 262-472-4357

COEPS Reference Instruction Librarian: Ellen Latorraca Email: Office phone: (262) 472-5525

University Libraries »

Center for Students with Disabilities (CSD) »

Student Sucess Center »

CARE Team »

Dean of Students Office »

Campus Police »

Campus Food Panty: Located in: White Hall Address: 847 W Starin Rd, Whitewater, WI 53190   The Campus Food Pantry is open Tuesdays and Wednesdays 2-5pm in White Hall. While the primary audience is students, faculty and staff are welcome as well. We offer a variety of nonperishable food and toiletries, and you are welcome to take what you need from the shelves yourselves with certain limitations. Contact or 262 472-1860 for more information or to access food when the pantry is not open.

Warhawk Success Closet »

Warhawk Emergency Fund »

University Health and Couseling Services »

  • Academic Calendar:
  • Hawk Card All instructors are encouraged to obtain a UW-Whitewater ID (Hawk Card). This card will allow you access to buildings after hours and you can present it will conducting UWW business. Please contact the Hawk Card Office for more information. University Center (UC 250). Mon-Fri 8:00am-4:15pm (262) 472-1437     
  • NET-ID UW-Whitewater employees are assigned a unique Net-ID. Your Net-ID functions as your username to access university technology resources. Employees receive their Net-ID when they are entered into the HR system. Once a Net-ID is created employees can start using campus services (e.g. email) The first time you use your Net-ID, you will be prompted to answer security questions and will have to reset your password. Passwords expire every 180 days and you will receive email reminders to reset your password.
    • To activate or reset your password, visit 
    • For more information on multi-factor authentication (MFA) for WINS users, visit the MFA page on the Registrar Office's website.
  • Room Changes: UWW has a limited number of classrooms available. Every effort will be made to assign faculty members to a room appropriate to their course. If the classroom assigned is inadequate, please contact the appropriate school office and indicate specifically how the assigned room is inadequate. No room change requests will be honored until the second week of classes.   Under no circumstances should faculty members change classrooms without requesting a change and receiving authorization to do so. Classrooms are heavily used and a range of activities will be scheduled in rooms that appear empty. Changing rooms without approval will result in inconvenience to many people. On some occasions rooms will be changed without a faculty member request. This is only done to alleviate overcrowding or because another class needs some facility a particular room has that is not being used. Faculty member cooperation will be appreciated.
  • Parking Information: Parking permits are required on all vehicles parked on campus at all times, including winterim, spring, and summer breaks, with the following exception:
    • 5 p.m. Fridays to 11:00 p.m. Sundays
    • No parking on streets from 2 am to 5 am at any time
    • Vehicles arriving before or after Parking Services office hours may purchase a parking permit from the kiosk located behind the Visitor Center in the service drive.   
    • Pay by Space fees are required except for University recognized holidays and on weekends, starting at 5 p.m. Friday through 11:00 p.m. on Sunday. Parking permits are not required when parked at the pay by space stalls; however the parking permit does not cancel the requirement to pay the fees of the pay by space stalls.
  • Campus Map:
  • Emergency Information:

Mission and Department Website »

Contact Information:

Role: Name: Number: Email:
Department Chair (SPECED) Amy Stevens (262)472-5817
Academic Department Assistant Shannan Lojeski (262) 472-1106
Second Floor Window Gretchen Kinney (262)472-1101
Interim Dean Lana Collet-Klingenberg (262)472-5380
Interim Associate Dean Andrea Ednie (262) 472-1351
Assistant Dean Kelli Danielski (262) 472-1614

The Department Chair can assist with questions related to teaching and can mediate between faculty members or students and faculty if needed. The Department Assistant can assist with making copies, switching rooms if necessary, assigning office space, and approving student worker time to support faculty. The second floor window can assist with questions related to Admission to Professional Education and serves as the lost and found location. The Associate Dean, Assistant Dean, and Dean support various functions within the college and serve as resource when other avenues have been exhausted. 

Course Information:  UWW is committed to high quality instruction in graduate, undergraduate, and professional programs. Student feedback regarding instruction is an integral part of assuring quality in the University's educational programs. You are required to have your teaching evaluated by students every semester using a standard form adopted for such purpose that is distributed electronically. Adjunct faculty are observed/evaluated at least one time per semester after midterm. The evaluator must be a faculty mentor, tenured faculty member, or department chair. Student and peer evaluations are used to provide constructive feedback and will be one factor in determining eligibility for rehire.

Department Access:

  • Making Copies: Please contact the Department Assistant for a copier code  (262 472-1106 Office: Winther Hall 5033
  • Keys: Please contact the Department Assistant to order keys for you. Someone from Facilities Planning & Management will email you when your keys are ready for pick up.
  • Mailbox: Staff mailboxes are located in room 5035. Students are able to leave assignments and documents in there for you. Important department information will be left for you as well.

Supervision Information:

Directed Teaching Supervisors:
Cross Categorical Program and Student Teaching Coordinator  
Nomsa Gwalla-Ogisi, Ph.D. Professor Winther Hall 5038 Phone: (262) 472-5807  

SPECFLD 410-Co-teaching Supervisors:   
The SPECED 410 Coordinator will provide the observation form and access to the Canvas course site. A mandatory field orientation meeting is held for students and supervisors prior to students beginning field.  

*All supervisors please see the Department Assistant for mileage reimbursement procedures prior to your first observation.    

Office of Field Experiences Website