It's important to know when to – and when not to – add Graduate Employees (GE's) and faculty as instructors of record in Banner. First, being listed as an instructor of record allows an individual access to FERPA protected information about students in a course, information that should only be available to someone with a legitimate educational need to know. Additionally, the list of instructors of record in Banner determines 1) who has the ability to assign and change grades and 2) who students will be asked to evaluate at the end of the term. Both of these processes are governed by University policy. For these reasons, it is important to list instructors of record accurately. Please make sure instructors of record for your courses aligns with the information below. You can make any changes necessary to our courses currently in Banner through week 7 of the term.

Who should be listed as an instructor of record on a course?

The Office of the Provost defines an instructor of record as someone actively engaged in delivering course content and assessing students for a grade. An instructor of record must be directly involved in the delivery of instruction during class in order to be listed as an instructor of record for that course in Banner.

Some Common Situations, and How to Address Them

  • Who should be listed as instructors of record on linked lab/discussion and lecture courses?
  • List only the GE or instructor actually teaching the specific section of the course, on that section of the course.
  • Do not list any or all GE's teaching labs/discussion sections on the related lecture, unless the GE's are delivering instruction in the lecture itself.
  • Do not list an instructor of a lecture on related lab/discussion sections, unless the instructor is delivering instruction within those sections.
  • Do not list an instructor of a lecture on related lab/discussion sections in place of the GE's actually teaching those sections, regardless of whether the instructor supervises the GE's.
  • GE's who deliver instruction must be listed as instructors of record on course sections. Instructors who do not deliver instruction in those sections must not be listed as instructors of record.
  • Some departments or programs have been listing the department or program head on all courses in that area. Do not list any individual on any course as an instructor of record unless that individual delivers instruction in that course section.
  • Professors occasionally ask that their GE's be added as an instructor to a course, so that the GE can enter grades for them. Under no circumstances should a GE be added as an instructor for this purpose. To do so gives that GE access to FERPA protected information, and violates university policy by allowing someone other than the instructor of record to enter grades. Instructors of record are required to grade the courses they teach.

Evaluating Non-Teaching Instructors or GE's

There are currently no available options to evaluate non-teaching instructors or GE's. GE's who mentor, help students outside of class, participate in discussions, or meet with students during office hours are not considered to be delivering course content or assessing students for grades, and should not be added as instructors of record to a course.

GE Supervisors

Supervisors of GE teaching may be added to Banner with a 0% FTE for the purpose of providing oversight of GE teaching. This will also give the supervisor access to the Canvas site for the course. To the extent necessary, the supervisor may access student work and grades in order to adequate assess the teaching of the GE. Supervisors are not instructors of record and should not actively engage in delivering course content and assessing students for a grade. Supervisors will not appear on the class schedule or on the course evaluation system available to students.

Evaluating Using Alternate Methods

University policy prohibits instructors, programs, or departments from administering additional, optional, or alternative course evaluations or student experience surveys of their own, outside of the approved, online system. UO's current system is set up to assure that everyone adheres to university policy and state employment law. It is not acceptable to administer course evaluations or student experience surveys outside of the approved, university system, regardless of whether those evaluations are administered in an alternate online format or passed out in class. Because of the related legal issues, violations of this policy must be referred to the Office of the Provost 541-346-3081 for follow-up.

If have any questions please contact Academic and Classroom Scheduling at 541-346-3225 or