Academic Affairs

Director of Undergraduate Studies Handbook

This handbook is intended to serve as a resource for Directors of Undergraduate Studies and Assistants to Directors of Undergraduate Studies, in support of their work, which is an invaluable contribution to the well-being of Trinity College and their departments.

Title Summary
Role & Responsibilities of the DUS

The general duties of the DUS include advising the chair and the departmental faculty on what is required or desirable in order to maintain the quality and scope of undergraduate instruction, the structure and content of the undergraduate major, the courses, course scheduling, and academic procedures.

Title Summary
Academic Advising

Overview of advising first-year and sophomore students, transfer students, students in the major, second majors, interdepartment majors and Program II students.

Academic Dishonesty

As DUS, you will encourage faculty to submit academic dishonesty cases to the Office of Student Conduct.

Disruptive Student Policy

If a student disrupts a class, in such a way that it seriously compromises the educational experience of the course for other students and/or prevents the instructor from accomplishing the goals of course as outlined in the syllabus, the instructor may require the student to leave the class meeting.

Graduation

This webpage covers certification of seniors for graduation, graduation with distinction and commencement.

Handbook for Majors

All departments are to have up-to-date handbooks describing the various tracks within the major, special departmental options, opportunities, and procedures, as well as courses and their prerequisites. It is recommended that these handbooks be provided in electronic form on the department's website for easy and regular updating and maintenance. DUS's are responsible for ensuring that these handbooks are accurate and updated at least once per year.

Harassment Prevention Policy

A DUS may be approached by undergraduates, graduate students, or faculty about situations that may involve harassment.

Leave of Absence & Withdrawal

A student's academic dean's office notifies the DUS office via an e-mail "Attrition Notice" when a student who has declared a first major in that department takes a leave of absence or withdraws/is withdrawn from the university.

Privacy Act: Student Files

The University complies with the federal Family Education Rights and Privacy Act (FERPA). Through this act students are assured access to their individual records, unless the student has specifically waived the right to review material contained in these files

Student Concerns About Courses & Grades

The DUS is often the liaison between students and members of the departmental faculty in resolving a student's concern about an individual course or about departmental policies.

Undergraduate Admissions

DUS have varying student recruitment responsibilities, depending on the department.

Title Summary
Courses

In many departments the DUS chairs a committee that meets at regular intervals during the year to review various aspects of the department's undergraduate curriculum. admin.trinity.duke.edu/curriculum/course-development-resources

Curriculum

The DUS should submit requests to add, revise, or drop a major, minor, or certificate program must be submitted to the Committee on Curriculum of the Arts and Sciences Council for approval.

Evaluation of the Undergraduate Program

In many departments the DUS is responsible for providing the departmental members with data and studies to show the progress of the undergraduate program. The Office of the University Registrar can provide data for many of these studies.

Teaching Assistants

The DUS assists in the assignment of teaching assistants to undergraduate courses.

Undergraduate Bulletin

The Registar's Office first provides an electronic proof of the department's entry, including the faculty listing, the courses of instruction, the major and minor requirements, the description of honors programs, if any, and other related information. DUSs are asked to revise the proof as needed and submit to Dean Walther for review.

Title Summary
Trinity College Academic Policies & Procedures

Complete information concerning the academic policies and procedures of Trinity College is available at http://trinity.duke.edu/undergraduate/academic-policies.

Trinity College Degree Requirements

In Trinity College students may complete a degree through Program I or Program II. The degree requirements for each are set forth in detail in the Bulletin of Undergraduate Instruction.

Undergraduate Academic Administration

The undergraduate program in Trinity College is administered by the Dean of Academic Affairs, the Senior Associate Dean for Administration, and the Associate and Assistant Academic Deans.

Title Summary
Academic Resource Center

The Academic Resource Center offers three separate programs and services to students: the Academic Skills Instruction Program, the Peer Tutoring Program, and Services for Students with Learning Disabilities and AD/HD.

Computing & Instructional Technology for Faculty

The Center for Instructional Technology (CIT) supports Duke faculty and instructors in innovative pedagogical development.

Pre-graduate and Pre-professional Advising

Students interested in planning a course of study to meet requirements of graduate and professional schools should familiarize themselves with the informational materials prepared and distributed by the Trinity College academic deans who are specialists in specific areas.

Programs for Students

Special programs for students include the First-Year Seminars Program, Focus, off-campus exchanges, research opportunities, and service learning, among others.

Scholarships & Fellowships

The college offers faculty scholarship, postgraduate scholarship application assistance, and specialized research scholar societies.

Student Disability Access Office

Information for students requesting reasonable accommodations under the Americans with Disabilities Act (ADA) of 1990 and the ADA Amendments Act of 2008, as well as for faculty, is available at: http://www.access.duke.edu/.

Student Information Services & Systems (SISS)

STORM refers to the online student information system for faculty and staff. ACES refers to the online information and registration system for students. Students access ACES to register for courses during registration periods or to drop or add a course during the Drop/Add period.

Teaching Certification

There are several options for teacher certification.

Tutoring

Students in academic difficulty may approach departments for tutoring assistance.

Title Summary
Program Types

There are several types of global education programs, including those administered by Duke, not run by Duke, exchanges, and a visiting international student program.

Role of Director

The Global Education Office may ask the Director of Undergraduate Studies for approval at any of several steps in students’ planning for study abroad.

Structure & Responsibility of Global Education Office

Study abroad for both Pratt and Trinity is coordinated by the Global Education Office (formerly Office of Study Abroad), which reports to the Dean and Vice Provost for Undergraduate Education. The director of GEO also serves as Assistant Vice Provost for Undergraduate Education.

Title Summary
Continuing Studies

The Duke Office of Continuing Studies serves women and men who are local residents and who wish to take regular Duke courses on the undergraduate or graduate level, for credit or for audit, on a non-degree basis. University employees form a large percentage of these individuals.

Summer Session

Summer Session allows Duke students to take summer courses not only to catch up, but also to accelerate the completion of their degrees, to fulfill requirements toward areas, majors, and certificates, and to broaden their programs with studies that otherwise would not fit into their academic schedules.

Title Summary
Academic Data for Evaluation and Studies

Large numbers of reports and records are maintained in the University Registrar’s Office and are available to the DUSs by request.  Requests can be made by emailing registrar@duke.edu.

Assignment of Rooms for Classes

The DUS should coordinate assignment of classes to rooms that are scheduled by the department with the chair and Director of Graduate Studies.

Drop/Add

Drop/Add begins immediately after the windows registration period ends each semester.

Grades

Information about submitting grades, incompletes, and handling grade changes.

Independent Study & Research Independent Study

The DUS must approve enrollment of any student in an independent study or Research Independent Study sponsored by a member of his or her department.

Placement at Appropriate Course Levels

DUSs are often involved in the process of setting appropriate placement levels within their departments.

Placing First-Year Students in Courses and Section

DUSs in departments with high first-year student demand may be asked to consider the addition of new course sections or expansion of existing sections.

Privacy Act: Student Files

DUS must comply with the university's policy for the privacy of student records.

Registration Procedures

Registration for continuing students is held during October/November and March/April for the following semester. The DUSs receive Advisement Reports from Trinity College in the weeks prior to the beginning of registration.

Schedule of Courses

The University Registrar’s Office prepares the semester schedule (Schedule of Courses), but dates vary depending on the date that classes begin.

Seminar Status

Any approved course may be changed to seminar status for a single semester upon written notification to the University Registrar by the DUS.

Transfer Course Approval

Courses taken elsewhere at accredited colleges before matriculation at Duke are tentatively evaluated by the University Registrar’s Office, with final decisions, as necessary, made by the DUSs.

Updating Lists of Majors

Periodically throughout the year, the University Registrar sends each DUS a printout of the students who have declared or dropped a major or a minor.

Title Summary
Campus Life (Centers)

Campus Life (see the main webpage at http://www.studentaffairs.duke.edu/campuslife) provides education, advocacy and support for students through advising, leadership development and experiential education.

Career Center

The Duke University Career Center provides career counseling and education and facilitates on-campus recruiting from a wide variety of employers for Duke undergraduates and students in the Graduate School.

Counseling & Psychological Services (CAPS)

Counseling and Psychological Services (CAPS) is an integral part of the Duke University Division of Student Affairs, aimed at enhancing and supporting Duke students as they develop in their personal and academic lives by offering a range of services to the university community, including mental health service to students, consultation to faculty, administrators, staff, parents of students.

Dean of Students

The Dean of Students Office, a department within the Division of Student Affairs, is a central resource for student life issues.

Gender Violence Protection & Intervention

The Women's Center is committed to the prevention and intervention of gender violence on campus.

Student Health

Duke Student Health is the primary source for healthcare services including general medical care, basic nutrition counseling, laboratory services, travel / immunization clinics, and allergy / immunotherapy clinic.

Title Summary
Work Calendar

Schedule and deadlines for curriculum proposals, changes, and reviews.