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Faculty Handbook
EPCC.1999.001
11.3 GRADING PROCEDURES
Approved by University Council, April 22, 1999
1. Class Roster
Class rosters are distributed twice each semester.
The First Day Class Roster is distributed prior to the first day of classes. It contains the name of each student officially registered in a course. Students not listed on the roster should be referred to the Registrar's Office immediately to resolve their schedule discrepancy problem. The First Day Class Roster does not need to be signed or returned. It should be discarded when Census Date Class Roster is distributed.
The Census Date Class Roster is distributed after the census date of each semester, generally the 20th class day during fall and spring and the 4th class day in the summer. The Census Date Class Roster contains the names of all students officially registered in the course. Only students listed on the Census Date Class Roster will appear on the Grade Roster and will be eligible to receive grades for the course. Any student attending class who is not listed on the roster, and who is not auditing the course, should be referred directly to the registrar's office.
Census Date Class Rosters must be signed by the instructor, verifying the official enrollment in the course. The rosters are returned to the Registrar, who retains the rosters permanently. Attendance should be taken for three consecutive class meetings (a class meeting once a week for three hours is considered equivalent to a course meeting three times each week). If a student has three unexplained absences a check mark is placed in the attendance column on the roster. After attendance has been taken the instructor should sign and date the Census Date Class Roster and submit it to the Registrar's Office by the deadline stated on the roster's cover memo. This office will research the unexplained absences.
2. Grade Rosters
Grade Rosters constitute the official record of grades reported by instructors for all students officially enrolled at the University. Semester Grade Rosters are produced by the Registrar's Office and distributed during the week prior to final exams. If an instructor does not receive his/her grade rosters, or receives rosters belonging to someone else, the instructor should notify the Registrar's Office immediately.
The deadline for submission of Semester Grade Rosters is noon on Monday following the end of final exam week. Grades of No Grade ("NG") are assigned to students when Grade Rosters are missing or late. Once an "NG" is assigned, the instructor must complete a Grade Change Form for each student on the Grade Roster. Students who receive an NG may not be eligible for the President's List; in addition, decisions regarding suspension/probation and graduation may be affected if Grade Rosters are not submitted in a timely manner. It is imperative, then, that all Grade Rosters be hand delivered to the Registrar's Office prior to the noon Monday deadline.
Valid grades are noted on the grade roster. Effective Fall 1990, the University adopted the use of plus/minus with letter grades. Only the grades indicated on the roster are acceptable; invalid grades will be ignored. If a student has withdrawn from the course a grade of WX will be recorded on the Grade Roster. A grade of WX can not be assigned to a student who has not officially withdrawn.
3. Completing the Grade Roster
The Grade Roster is a machine scanned form. All grades must be entered in pencil in order to be machine read. The scanner will not read forms than have been folded, stapled, or torn so that care should be taken in the handling of Grade Rosters. Instructions for completing the Grade Rosters are included with distribution of the Rosters during the last week of the semester.
Grades of In Progress ("IP") are only valid for Master's Thesis, Project and Internship courses that are still in progress. Grades of Incomplete ("I"), are given only under special circumstances within the framework of an greement worked out between the student and the instructor. More information on incomplete grades follows in a different section.
The week following grade processing, Grade Confirmation Rosters are returned to all instructors. These Confirmation Rosters list the grades recorded for each student. The Instructor should compare this list to his/her grade roll to insure that no discrepancies exist. The Grade Confirmation Rosters help to insure the accuracy and security of the grading process. Instructors should notify the Registrar if all Grade Confirmation Rosters are not received or if errors are found.
4. Incomplete Grades
Incomplete grades may be given at the discretion of the instructor to students who fail to complete necessary work for final evaluation. When assigning the Incomplete (“I”), instructors should provide students with an outline of the work to be accomplished before the “I” can be converted to a final mark and should specify a deadline date; the outline constitutes an agreement between the instructor and the student. A mark of “I” must be resolved within the time limits set by the instructor; however, such limits may not be extended beyond the grade submission deadline for the next long semester following the term in which the “I” was incurred. Failure to resolve an “I” will result in its conversion to a final mark of “F” on the student’s permanent record. An “I” can be converted to a “final mark” only.
Students should not re-register for a course to complete a mark of “I”. Students who have accumulated two or more unresolved marks of “I” may not register for additional courses without the approval of the appropriate Dean until such “Is” have been resolved.
5. Grade Changes
Only the instructor may assign the grades for a student in a course. Grade changes may be made by the instructor, or the Associate Dean in the absence of the instructor, to correct errors that might occur at any time for one long semester. After that time, a grade change submitted by an instructor must be approved by the course's Dean. Grade changes must be filed in the Registrar's office within one year after the initial grade is posted.
Grade Change Forms (GCF) are located in the Registrar's Office. The instructor must come in person to complete the Grade Change Forms - they may not be taken from the office. When the GCF is processed the Registrar's staff will compare the instructor's signature on the form to the signature on the Grade Roster. If the signatures match, the grade is changed on the Grade Roster and on the student's permanent record. A copy of the change is sent to the student, and the student's school is notified.
6. Auditing Courses
Students may audit courses if they meet the admission requirements of the University and have the permission of the course instructor.
Application forms to audit a course may be obtained from the appropriate Dean's office. Registration to audit a course is on a space-available basis. Only after all registration for a semester has been completed - and after determination is made that space is still available - will individuals be assigned to particular courses for auditing purposes.
Students who audit a course are eligible to attend class only. Auditing does not include any further participation in class and does not provide a grade for the course. No official registration at the University is noted on the student's record, the student is not on the official class roll and will not appear on the Semester Grade Roster. Regular tuition and fees are paid by auditors.
7. Withdrawal From a Course
The University has policies governing voluntary withdrawal, administrative withdrawal and the assigning of the withdrawal mark. These policies can be found in more detail in the General Program Requirements section of the Catalog.
Students wishing to drop courses must do so before the deadline stated in the academic calendar. This date is published in the Class Schedule and in the Catalog. Students who drop a class prior to the published deadline will receive a Without Evaluation ("WX") for the course. The grade of WX will be printed on the Grade Roster. Students who do not withdraw prior to the deadline will be given a final grade by the instructor based on the performance in the course. Students who miss the University deadline may petition the Dean's office for special consideration.
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