Appendix E

12/6/16

SENATE COMMITTEE ON ADMISSIONS, RECORDS, SCHEDULING, AND STUDENT AID and UNDERGRADUATE EDUCATION

Revisions to Senate Policy 48-40 and 48-50

(Legislative)

Implementation: Upon approval by the Senate and development of procedures when applicable.

Introduction

The current legislation is being proposed to clarify language for grade reporting.

Discussion and Rationale

Policies 48-40 and 48-50 are being reworded slightly to clear up any confusion as to when the grade reporting should be complete for students earning a deferred grade or no grade. If an instructor does not submit a grade for a student by the grade-reporting deadline and a deferred grade was not requested and approved (see policy 48-40), the symbol NG (no grade) appears on the student’s transcript until a grade is submitted. Currently, the policy states the grade reporting is at the end date of the course as it appears in the schedule of courses. However, the end date of the course does not include the final exam period. In order to aid the University Registrar’s office with determining when the deferred and no grades are due, the following changes are proposed. The Academic Administrative Policies and Procedures Manual was examined to see how the implementation of grades works. It stated the following in G:1- Grade Reporting: Courses may be graded starting the day following the defined calendar end-date of the course. Grades are to be recorded no later than two business days after the final examination or final course assessment. It was decided the term “grade reporting deadline” was more accurate language to use rather than “end date of the course.”

Recommendations

ARSSA and UE suggest the following edits be made to 48-40 and 48-50.

Please note that the following contains bold text for additions and strikeouts indicating deleted text. Deleted text is notated with [Delete] [End Delete]. Added text is notated with [Add] [End Add].

Revised Policy/Policies (when applicable)

48-40 Deferred Grades

If, for reasons beyond the student’s control, a student is prevented from completing a course within the prescribed time, the grade in that course may be deferred with the concurrence of the instructor. The symbol DF appears on the student’s transcript until the course has been completed. Non-emergency permission for filing a deferred grade must be requested by the student before the beginning of the final examination period. In an emergency situation, an instructor can approve a deferred grade after the final exam period has started. Under emergency conditions during which the instructor is unavailable, authorization is required from one of the following: the dean of the college in which the candidate is enrolled; the executive director of the Division of Undergraduate Studies if the student is enrolled in that division; the campus chancellor of the student’s commonwealth campus.

In certain courses where normal work of the course extends beyond the scheduled period, deferment may be granted routinely for all students in the course if prior approval of the Senate Committee on Curricular Affairs has been obtained.

The period during which a grade may be deferred shall not extend beyond ten weeks following the [Add] grade reporting deadline [End Add] [Delete] end date of the course (as it appears in the schedule of courses) [End Delete]. A deferred grade that is not changed to a quality grade by the instructor before the end of this period automatically becomes an F. A deferred grade that is automatically converted to an F can later be corrected in accordance with Senate Policy 48-30. Students with DF on their transcripts will not be allowed to graduate.

48-40 Deferred Grades (clean copy)

If, for reasons beyond the student’s control, a student is prevented from completing a course within the prescribed time, the grade in that course may be deferred with the concurrence of the instructor. The symbol DF appears on the student’s transcript until the course has been completed. Non-emergency permission for filing a deferred grade must be requested by the student before the beginning of the final examination period. In an emergency situation, an instructor can approve a deferred grade after the final exam period has started. Under emergency conditions during which the instructor is unavailable, authorization is required from one of the following: the dean of the college in which the candidate is enrolled; the executive director of the Division of Undergraduate Studies if the student is enrolled in that division; the campus chancellor of the student’s commonwealth campus.

In certain courses where normal work of the course extends beyond the scheduled period, deferment may be granted routinely for all students in the course if prior approval of the Senate Committee on Curricular Affairs has been obtained.

The period during which a grade may be deferred shall not extend beyond ten weeks following the grade reporting deadline. A deferred grade that is not changed to a quality grade by the instructor before the end of this period automatically becomes an F. A deferred grade that is automatically converted to an F can later be corrected in accordance with Senate Policy 48-30.

Students with DF on their transcripts will not be allowed to graduate.

48-50 No Grade

If an instructor does not submit a grade for a student by the grade-reporting deadline and a deferred grade was not requested and approved (see policy 48-40), the symbol NG (no grade) appears on the student’s transcript until a grade is submitted.

The NG is to be reconciled within five weeks following the [Delete] posting of the NG [End Delete] [Add] grade reporting deadline [End Add]. If a grade is not forthcoming by that deadline, the registrar’s office shall automatically change the NG to an F. A [Delete] missing [End Delete][Add] NG [End Add] grade that is automatically converted to an F can later be corrected in accordance with Senate Policy 48-30. Students with NG on their transcripts will not be allowed to graduate.

48-50 No Grade (clean copy)

If an instructor does not submit a grade for a student by the grade-reporting deadline and a deferred grade was not requested and approved (see policy 48-40), the symbol NG (no grade) appears on the student’s transcript until a grade is submitted.

The NG is to be reconciled within five weeks following the grade reporting deadline. If a grade is not forthcoming by that deadline, the registrar’s office shall automatically change the NG to an F. A NG grade that is automatically converted to an F can later be corrected in accordance with Senate Policy 48-30. Students with NG on their transcripts will not be allowed to graduate.

Effective Date

Implementation: Upon approval by the Senate and development of procedures when applicable.

SENATE COMMITTEE ON ADMISSIONS, RECORDS, SCHEDULING, AND STUDENT AID

  • Charles Abdalla
  • Steven Andelin
  • Martha Aynardi
  • Daniel Beaver
  • Clark Brigger
  • Wei-Fan Chen
  • Madhuri Desai
  • Maura Ellsworth
  • Galen Grimes
  • Anna Griswold
  • Michel M. Haigh, Chair
  • Harold Hayford, Vice Chair
  • Robert Kubat
  • George Samuel
  • Douglas Wolfe

SENATE COMMITTEE ON UNDERGRADUATE EDUCATION

  • Andrew Ahr
  • Jesse Barlow
  • Barbara Barr
  • Paul Bartell
  • Kathy Bieschke
  • Linda Caldwell
  • Gretchen Casper
  • Richard Duschl
  • David Eggebeen, Co-Vice Chair
  • Joyce Furfaro
  • Yvonne Gaudelius
  • Sammy Geisinger
  • David Han
  • Claire Kelly
  • Ellen Knodt
  • Keefe Manning, Chair
  • Karen Pollack
  • Janina Safran
  • David Smith
  • Samia Suliman
  • Mary Beth Williams
  • Matthew Wilson, Co-Vice Chair
  • Richard Young