Grades and Academic Standing

System of Grading

The following grading system applies to courses taken for completion of graduate degree requirements:

“A” and “A-” indicate a superior grasp of the subject matter of the course, initiative and originality in assessing problems and ability to relate knowledge to new situations.

“B+” and “B” and “B-” indicate satisfactory performance in control of the subject matter and ability to apply principles with intelligence.

“C” indicates less than satisfactory performance, and may disqualify the student for further study. Students who earn the grade of “C” will receive an academic warning letter and may need to repeat the course based on the recommendation of the program director and/or advisor based on program requirements.

“F” indicates failure in the course or withdrawal without following proper procedures. Student who earn the grade of a “F” will be academically dismissed.

“IP” indicates that the student’s achievement in the course has been satisfactory, but certain prescribed work is incomplete or the student was unable to take the final examination. A student requesting an IP grade must complete and sign an IP form, obtain signatures of the instructor and the appropriate curricular dean, and submit to the Office of the Registrar. A student’s registration will be blocked if there are six (6) or more credit hours of graduate classes with a grade of IP. Upon satisfactory completion of requirements specified in the IP Completion Form, the student will receive the grade merited by the quality of his or her performance. It is the student’s responsibility to complete all requirements for the removal of the IP grade within one year, or sooner as specified by the instructor. If the IP grade is not removed within the time specified, the IP will be changed to a grade of “F.”

“W” indicates withdrawal within the period specified in the semester calendar.

“P” indicates satisfactory performance at “A,” “A-,” “B+” or “B” level.

For specific grade requirements and conditions, see the Continuation in the Master’s Program or Continuation in the Doctoral Program, and the regulations of each degree program.

Grading Rubric

A	93-100
A-	90-92
B+	87-89
B	83-86
B-	80-82
C	70-79
F	69 and Below

Note. Professional programs may have a different grading system based on accrediting standards. See the following programs for their grade policies:

Grade Point Average

To calculate the grade point average, points are assigned to credit hour grades as follows:

A	4.0
A-	3.7
B+	3.3
B	3.0
B-	2.7
C	2.0
F	0.0

Students who complete their master’s degree programs with a 4.0 average graduate “With distinction.”

Once grades are recorded, grades other than IP cannot be changed, except in the case of instructor error. In no case may a grade other than IP be changed without the permission of the school or college dean. Additional work performed by a student may not be used to raise a grade that has been recorded by the Registrar. If course work has not been completed within one year, the IP grade will be changed to a grade of F. Grades are presumed to be correct when entered on the student’s record. Any question regarding the accuracy of these grades must be raised within one calendar year. Grades are not subject to challenge after one year and will not be changed.

Grades Appeal Process

Students who believe they have received an unfair grade must first meet with their instructor. If the complaint is not resolved to the satisfaction of the student, the student shall have the right to appeal a decision in writing to the college or school dean, or a person designated by the dean, where the instructor resides. Students may obtain the formal appeals form from the office of the dean in whose college or school the instructor resides.

Students who have complaints about what they believe to be unfair treatment involving their academic work should contact the appropriate college or school dean. Unfair treatment applies to any act which may be perceived as either prejudiced or arbitrary in the evaluation of a student’s performance, or in the imposition of sanctions without regard for due process. The dean’s decision is final and there is no further appeal to another administrative officer.

To appeal a grade, students are to complete the following steps. (For forms, process, and procedures view Student Complaints Related to Faculty Decisions about Student Course Work: Forms and Process Packet)

Informal Meeting with the Instructor to Resolve a Complaint

The student should seek resolution of a complaint by talking to the instructor as soon as an incident of perceived unfair treatment occurs. After this step, the student may decide to initiate a Formal Conference for the record.

Formal Conference with the Instructor to Resolve a Complaint

The student is responsible for initiating a Formal Conference by completing Part I of the Conference Documentation Form obtained from the office of the dean in whose college/school the instructor resides.

The student completes Part 1 of the Documentation Form and then meets with the instructor within 10 school days of the alleged unfair treatment, or in the case of a final grade, before the beginning of the semester following the alleged unfair treatment. The student explains the complaint and attempts to resolve the matter with the instructor.
The instructor will sign the form acknowledging that there was discussion with the student about the complaint and indicate whether she/he is providing comments.
The instructor may provide written comments as an attachment to the complaint form. The comments must be provided to the student within three days of meeting with the student.
After the conference, the student completes Part 2 of the Documentation Form and signs the document.
The student delivers this form, and any written comments provided by the instructor, in a sealed envelope to the dean of the college/school in which the instructor resides.

Appeal to the College/School Dean

If the complaint is not resolved to the satisfaction of the student, the student shall have the right to appeal a decision in writing to the dean or a person designated by the dean. The student completes the form called the Appeal Form for Student Complaints about Faculty Decisions and delivers it in a sealed envelope to the appropriate dean’s office within three school days of meeting with the instructor.

To begin the appeal process, the student completes the Appeal Form for Student Complaints about Faculty Decisions and attaches to the form a written statement a) of the complaint, b) the student’s perception of the results of the conference with the instructor, and c) reasons why the meeting did not resolve the matter of the alleged unfair treatment.
The dean shall meet with the instructor, and others as appropriate, to clarify the relevant facts and perceptions in the matter.
The dean shall meet with the student* to clarify the relevant facts and perceptions in the matter as described in the student’s written statement.
The dean then makes a decision on the matter.
As an alternative, the dean has the option of deciding to convene a review committee.

2.a The dean creates a committee consisting of at least two faculty, and one of these, if possible, from the same department as the faculty being complained about, and a student (the SGA school senator is one possibility), who is not in the same course as the complainant. The dean shall appoint one of the faculty to chair the meeting.

3.a The committee will meet with the student** and the instructor.

4.a The committee shall report its findings and recommendations to the dean who makes a decision on the matter.
The dean’s decision shall be communicated in writing to the student and the instructor within 10 school days of receipt of the student’s completed Appeal Form for Student Complaints about Faculty Decisions.
The dean’s decision is final and there is no further appeal to another administrator or office.

*The student may choose to bring an observer to the meeting. The role of observers is to provide support but they may not actively participate in the conversation. If an observer is present, the dean may also choose an observer to be present. If the student’s observer is also a lawyer, the dean shall postpone the meeting until university counsel can be present.

** The student may choose to bring an observer to the meeting. The role of observers is to provide support but they may not actively participate in the conversation. If the student’s observer is also a lawyer, the faculty chair shall notify the dean and postpone the meeting until university counsel can be present and the dean will then chair the meeting.

Academic Standing

To be considered in Good Academic Standing, a student meet the following:

Maintain a minimum cumulative GPA of a 3.0.

Regularly enrolled in a master’s, doctoral, or professional program as per the continuous enrollment policy.

Adhere to the Academic Integrity Policy and the Student Code of Conduct.

Academic Warning

As per policy, to fulfill degree requirements students must maintain a 3.0 cumulative grade point average. Students may be placed on Academic Warning based on the following:

Students who do not maintain a cumulative grade point average of a 3.0 or better.
Student earned a “C” grade.

Students that receive an Academic Warning may need to retake courses at the recommendation of the Program Director to raise the GPA. The higher grade is used to compute the GPA; however, both grades will appear on the transcript. No more than two courses may be repeated, and no course may be repeated more than once.

If a student does not raise the grade point average to a 3.0 within one full academic year, per the program director or the Director of Graduate Studies, the student may be academically dismissed.

Academic Dismissal

A student will be dismissed from the program if any of the following occurs:

Master’s Students

A masters student will be dismissed from the program if a grade of “C” is received in more than two courses regardless of the cumulative GPA.

An ‘F’ in one course. An “F” grade indicates failure in a course or a withdrawal from a course without following proper procedures.

Determination of academic dishonesty, in any of its forms, may be grounds for dismissal from the program. (See Academic Integrity Policy)

Students dismissed from any program must wait at least one (1) full semester [two (2) mini-semesters] before they are eligible for re-admission to a graduate program.

Doctoral Students

A doctoral student will be dismissed from the program if a grade of “C” is earned in more than one course.

An ‘F’ in one course. An “F” grade indicates failure in a course or a withdrawal from a course without following proper procedures.

Determination of academic dishonesty, in any of its forms, may be grounds for dismissal from the program. (See Academic Integrity Policy)

Impact of Dismissal

Registration: If you have registered for a future term, please be advised that your registration has been cancelled. You will receive a refund for any fees you have paid. You are not eligible for future registration unless you are readmitted to the program.
Financial Aid: If you are receiving financial assistance or have applied for financial aid, your eligibility for most financial aid programs may be in jeopardy. Contact the Office of Financial Assistance at (210) 829-6008.
Campus Housing: If you have a residence hall contract, contact Residence Life at (210) 829-6034.
Visa Status: If you are an international student, withdrawal from a degree program can have consequences regarding visa status. Contact the International Student and Scholar Services at (210) 805-5705.
Research Projects: If you are conducting research with the university, contact the Office of Research and Sponsored Projects Operations at (210) 805-3565.

Dismissal Re-entry Process

Students who have been academically dismissed are not allowed to re-enroll at the university for the length of one full 16-week semester or two 8-week semesters. Exceptions to this policy are granted only in special circumstances through your program’s appeal process. If you wish to appeal, contact your academic advisor or the program director.

To re-enter the program after the waiting period of one 16-week semester or two 8-week semesters, you must submit the Readmission Application, in which you should be prepared to provide evidence that you are likely to be successful in an academic program if re-admitted.

Readmission

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Academic Policies and Procedures