Summer Sessions Faculty
Georgetown Summer Sessions welcomes faculty members from each of the schools at Georgetown University, visiting instructors from colleges and universities around the world, and advanced doctoral students from Georgetown’s Graduate School of Arts and Sciences. New and continuing faculty may find the below information useful for preparing and implementing summer courses and programs.
Additional helpful resources include the following:
- University Faculty Handbook
- the summer academic calendar
- the Summer Sessions Academic Policies
- the Undergraduate Bulletin
- the Graduate Bulletin
Each resource pertains to academic rules and regulations by which we expect all students to abide.
As a university employee, you have access to many systems using your university NetID and password. Current faculty members, graduate students, and Georgetown employees all have a NetID and password already, and these credentials will not change when you are assigned to teach a course. If you are unsure of your NetID or password, please contact the UIS Service Center at 202-687-4949 or email@example.com. They are staffed 24x7 to assist.
Newly hired instructors will be assigned a NetID and password during your hiring process. It is very important that new instructors let our hiring manager know if you have ever worked or studied at Georgetown previously as this may create duplicate NetIDs and delay access to university systems.
When you teach a summer course, you have access to the following systems using your NetID and password:
- Georgetown email- accessed at apps.georgetown.edu. This is the email listed in the university directory and therefore the email students will use to contact you. If you do not use your Georgetown email on a daily basis, please set up email forwarding to an email address you do check daily.
- MyAccess- accessed at myaccess.georgetown.edu. This is the self-service portal for faculty and students. You will use MyAccess to view your class roster and record your final grades.
- Blackboard- accessed at blackboard.georgetown.edu. We highly recommend you use Blackboard for: facilitating class discussions, posting course materials and assignments, utilizing the gradebook feature, continuing class in the event of a university closure, and communicating with your students.
- Explore- accessed at explore.georgetown.edu. Most faculty members have access to a “faculty profile” in Explore where course materials, like a syllabus and course description, can be posted and then linked to the university’s schedule of classes. Faculty members can also post a biography and picture to their profile. Graduate students do not have access to the “faculty profile” in Explore, but their department administrator can post syllabi and course descriptions on their behalf. We ask that every summer instructor post a syllabus and course description in Explore either on their own or with the help of their department administrator.
- GMS (Georgetown Management System)- accessed at gms.georgetown.edu. Every employee at the university has a GMS account. New and continuing faculty, graduate students, and other summer instructors may view pay slips, set up direct deposit, update tax information, and change personal information in GMS. All newly hired summer instructors will need to complete an onboarding process in GMS with the help of our hiring manager prior to beginning work with us.
- HOYAlert- accessed at https://netid-mgmt.georgetown.edu/emergencycontact. Georgetown University's emergency notification system is HOYAlert. The system is designed to enable University officials to send rapid, concise, and effective emergency alerts to members of the Georgetown University community in the event of a major incident affecting campus. All summer high school instructors must sign up with the system.
Campus Buildings and Resources
- Human Resources- University Human Resources is located on the ground floor of Healy Hall. You will need to complete an I-9 verification in person at HR prior to starting work with us.
- GOCard- The Georgetown One Card, the GOCard, is the university identification card. All students, faculty, and staff are required to have a GOCard on them at all times while on campus. Obtain a new or replacement card at the GOCard Office located in Darnall Hall. You can deposit money to your GOCard for use at campus vending and dining locations as well as for printing in computer labs and in the library.
- Lauinger Library- Summer instructors are welcome to use Lauinger Library on the main campus. You will need your GOCard to enter the building. Take advantage of library resources like the Gelardin New Media Center for equipment rental and training courses, numerous meeting spaces for meetings with students, a coffee shop, printing and photocopying, and library reserves for class materials. You can also access Lynda.com for online tutorials in a variety of areas through the library’s website. Lauinger Library is located at the south end of campus and can be accessed via N street NW.
- University Information Services- University Information Services, UIS, provides access to the university’s software lending library, troubleshoots technology problems, and assists with NetID problems and password resets. The UIS office is located on the ground floor of St. Mary’s Hall.
- Georgetown Summer Sessions- Summer instructors are welcome to visit our office located at 3307 M Street, suite 202.
The Summer Sessions’s Guide to Success
Class Roster and Daily Attendance
You may access your class roster in MyAccess. Please login to MyAccess no later than two weeks prior to the start of classes to verify that you have access to the system and that you are able to view your roster. If you encounter any problems logging in or viewing your roster, please contact us immediately.
We expect all summer instructors to include an attendance policy in their course syllabus and to take attendance in class daily. Your attendance policy should be clear and state how many, if any, absences are permitted in addition to the consequences for excessive absences. Final grades may be lowered due to unexcused or excessive absences. An instructor may also require a doctor’s note for absences related to health issues. Occasionally the Summer Sessions needs to verify attendance of certain students, and we expect that when asked, an instructor will be able to verify a student’s attendance with exact dates.
Official University policy states that only registered students may attend classes. This means that any students attending your class who are not appearing on your roster must report to the Registrar’s Office to finalize their registration before the end of add/drop. You can view the add/drop deadline for your session on our Academic Calendar.
Likewise, if you have students who are appearing on your class roster who are not attending your class, please contact us immediately so we may locate the student, confirm enrollment, and make any necessary adjustments to their student record and student account. Students are sent email confirmation of summer registration within one week of the start of classes, but failure to drop from a class within the designated add/drop period will result in financial obligations to the University. Help us to minimize unnecessary student debt by reporting missing students within the first week of class.
Unlike fall and spring, summer classrooms are not automatically enabled with classroom technology. Summer instructors must request classroom technology from CETS, Classroom Educational Technology Services. Requests can be made online, but it is highly recommended that the requests be placed as early as possible, but no later than two weeks prior to the start of your class. All instructors must request their own technology. Teaching Assistants and department staff who are not present during class cannot place a classroom technology request.
Communication with Students and Office Hours
We expect that all summer faculty will be available to respond to students' inquiries and requests for assistance in a timely manner. Use your Georgetown email address for all email correspondence so that no communication is missed. Furthermore, all instructors should provide students with their office hours and location.
Grades and other student confidential information should never be posted in a public venue as it violates regulations in the Family Educational Rights and Privacy Act (FERPA). If you are not familiar with FERPA, please read about the policy and how it affects you as a professor at the SCS Teaching Handbook, pages 21-22.
All Summer Sessions students will receive a grade except for those who audit a class. All instructors are expected to provide their students with a grading rubric outlined in their course syllabus. Please review the grading rubric on the first day of class and again with any students who add after the first day. All students should be graded based on the grading rubric, and no exceptions or extensions should be granted to individual students without also extending the same courtesies to the entire class. If you have any problems with individual students, please report them to us immediately so may work with the student and/or the student’s dean to address the issue is a timely manner.
In rare instances, students may request an incomplete for their summer course. All requests for incompletes must be made in writing to the student’s dean. For visiting non-degree students, a request for incomplete form is available through the Summer Sessions. All requests will require the instructor’s agreement and approval and are due prior to the last day of class. We encourage you to meet with any student who is contemplating requesting an incomplete so you may discuss the outstanding assignments, the feasibility of completing the class, and the potential plan to complete the assignments.
All students should have a grade posted in MyAccess by the deadline, except for students who audit a class. Any approved incompletes should be assigned the provisional grade of “N” in MyAccess. If a student has not been approved for an incomplete and has not completed the coursework, the student should be assigned a grade based only on the work completed in accordance with the grading rubric outlined in the syllabus. Please submit your grades by the deadlines posted on the Academic Calendar. Faculty will use MyAccess to submit their final grades. Please note that grades posted in Blackboard will not also post in MyAccess. If you use Blackboard for grading, you will need to remember to post grades in MyAccess as well. For an explanation of the university grading system, please consult the Undergraduate Bulletin.
Minors Enrolled in Georgetown Summer Sessions
Georgetown Summer Sessions enrolls about one hundred advanced high school students in select courses every summer. Georgetown University has established a Protection of Minors Policy to protect those under 18 years of age who participate in programs and activities associated with the University and to provide guidance to University students, faculty and staff who are involved with such programs and activities. After reviewing the policy, if you have additional questions or concerns about minors in your class, you may contact the Summer Sessions directly.
Student Disability Issues
All summer students have access to disability support services, offered through the university's division of Student Affairs. If a student approaches you about a disability issue, you should refer him or her to the Academic Resource Center (ARC) on campus. We also encourage you to provide all students with information related to the ARC and the services available to them via your course syllabus.
Student Honor Code Violations
All summer students are expected to abide by the University Honor Code. Any suspicion of an honor code violation should be reported immediately to the University Honor Council. For information on the Honor Code and the adjudication process, please visit the University Honor Council’s webpage. Please note that final grades cannot be submitted for any student suspected of violating the Honor Code until the adjudication process has completed. If you are unsure of whether a student has violated the honor code, you may contact the Associate Dean, Veronica Donahue, to discuss the matter further.
Student Health Issues
All summer students have access to the Student Health Center on campus and they should go there for an examination if they feel they may be sick. If required by your attendance policy outlined in your syllabus, the Student Health Center may provide the student with a note supporting the student’s absence from your class.
All summer students also have access to Counseling and Psychiatric Services (CAPS) on campus. If you have a student who may be experiencing mental or emotional health issues of any kind, you may refer them to CAPS for confidential, professional, and unbiased assistance.
Syllabus, Course Description, and Textbooks
Your course syllabus and course description will help students decide if your course is right for them. Because we have many visiting students in the summer who require a syllabus prior to registering, we recommend that you post both a syllabus and a course description online by February 1st.
We have already outlined some details we expect to be included in a summer syllabus, including an attendance policy and a grading rubric. You may consult the SCS Teaching Guide for additional advice on how to prepare a high quality syllabus.
Textbook lists help students to plan both their workload and their finances. Having an updated textbook list also ensures that the University Bookstore has plenty of copies of required texts available for purchase before the first day of class. Please send your textbook list to the bookstore via email to firstname.lastname@example.org no later than March 15th.
Summer instructors should develop a contingency plan in the event of university closure. The summer term does not have study days, final exam days, or make up days. This means that every class must meet as scheduled. If the university closes for any reason and class cannot meet in person, summer instructors are encouraged to meet online. Georgetown’s Center for New Designs in Learning and Scholarship (CNDLS) has many valuable resources on their website and can assist individual faculty members with developing a contingency plan. Do not forget to inform your students on the first day of your contingency plan and how/when it would be enacted.
Summer Sessions classes will not meet on designated holidays. This includes Memorial Day and whatever day the 4th of July holiday is observed. If the last day of class is scheduled on a holiday, the actual last day will be the next to last scheduled meeting day before the holiday.