Grades and Transcripts

Grades and Grading Policies

The following symbols are used for grades: A, B, C, D, F (failure), and I (incomplete). Each graduate program may specify the grading requirements for the specific program; however, most graduate programs require students to maintain an overall B (3.0) average and/or earn a grade of B or higher in every course.

A Pass-Fail (P-F) grading system may be used at the discretion of the graduate programs for certain types of graduate study with the approval of the Dean of Graduate Studies.

Graduate programs have the option of assigning grades that include a plus or a minus to graduate students enrolled in graduate courses. As plus/minus grading is only an option, graduate programs, at their discretion, may continue to assign only single letter grades. By design, the grade of A still indicates superior achievement, so A+ is not assignable. For more information regarding the meaning of grades assigned, see Grade Point Average.

Grade Point Average

The grade point average (GPA) is obtained by dividing the total number of quality points earned by the total number of credits attempted, except credits marked AU, P, W, and I, and other credits awarded which do not carry quality points. Credits with the grade of F are used in the calculation.

The following charts indicate the meaning of the grades assigned and the number of quality points given per credit for each grade. Final grades are made available to students through Self Service.

Incomplete Grades

A grade of Incomplete (I) is a temporary grade that may be assigned at the instructor’s discretion due to extenuating circumstances such as illness, military obligations, or death in the family. A student must be passing the course and have participated in the course and/or attended class through the final withdrawal date to be eligible for an incomplete. If the instructor agrees with issuing an incomplete grade, the instructor and the student must execute the Graduate Incomplete Grade Contract and submit it to the Registrar and the director/chair of the graduate program before grades are due for the term. Final approval for the incomplete grade is at the discretion of the director/chair of the graduate program, providing that the student meets the conditions listed above. Upon approval of an incomplete grade, the student will have a maximum of four (4) weeks post-course to complete all course requirements. Courses that are not assigned a grade within four (4) weeks will be assigned an F for the course.

Transcripts of Record

Official transcripts of record are ordered through the Registrar's Office. In certain circumstances, transcripts may be released only when financial obligations to the College have been met. As stated on each transcript, federal law requires that release of such records be authorized personally by the student. No third party may legally have access to that record without the student's written consent. Official transcripts can be requested via www.getmytranscript.org. Unofficial transcripts can be viewed via Self Service.

Grade Change Policy

Once a grade has been recorded in the Registrar’s Office, it can be changed only if an error was made in assigning the original grade. An error refers to incorrect data entry, miscalculation, or failure to consider all coursework submitted before the grading deadline. Any coursework received after grades are posted or the Incomplete contract deadline cannot be considered for a grade change.

If a grading error was made, the faculty member must notify the Registrar’s Office by submitting a Grade Change form no later than the end of the term/semester following the grade submission. To protect records integrity, all grade changes must be submitted in writing and be signed and dated by the faculty member.

For an error discovered more than one term after grade submission, the grade change must be approved by the Dean of Graduate Studies and supported by documentation (e.g., grade books, papers, examinations) from the faculty member or director/chair of the graduate program. No changes will be permitted more than one year after the grade has been recorded.

If a student believes a course grade was improperly or unfairly assigned, the College has a grade appeal procedure to help resolve the matter (see Grade Appeal Policy).

Grade Appeal Policy

The evaluation of a student's academic performance is the sole responsibility of the person appointed to teach or supervise the course. If a student believes a course grade was improperly or unfairly assigned, the College has a grade appeal procedure to help resolve the matter.

Appeal Procedures

The graduate student must first attempt to resolve the grade issue with the faculty member by conferring with that faculty member within 10 business days from the posting of the final grade in Self Service. It is suggested that the student and the faculty member discuss the matter synchronously (by phone, video, or in person).

If the matter is not resolved informally, the student may submit a formal written appeal via email to the faculty member. The appeal must be initiated within 20 business days after the grades were posted in Self Service and must include an appeal statement and an appendix of supporting evidence. The faculty member must respond within 10 business days to the student's formal appeal in writing, presenting their decision and the reasons for agreeing to change the grade or rejecting the student's appeal.

If the faculty member agrees to alter the grade, they must submit a Grade Change form to the Registrar (see Grade Change Policy). If the faculty member rejects the student's appeal, the faculty member should inform the student that an appeal to the director/chair of the graduate program (or the Dean of Graduate Studies, if the director/chair of the graduate program is the instructor of record) is possible.

If the faculty member rejects the student's appeal (or if the faculty member is not available or has not responded within 10 business days from receiving the formal appeal), the graduate student may then appeal within 10 business days following the faculty member's decision in writing via email to the appropriate director/chair of the graduate program in which the course was offered (if the instructor of record is the director/chair of the graduate program, the student should submit an appeal to the Dean of Graduate Studies). To do so, the student submits a letter rebutting the faculty member's response and an appendix that includes the initial appeal statement and its supporting evidence, the faculty member's response, and any additional evidence. The director/chair of the relevant graduate program may contact anyone relevant to this process or request additional documentation. The director/chair will respond within 10 business days from the receipt of the appeal and will communicate the decision to both the student and the faculty member. The director/chair's decision may be appealed to the Dean of Graduate Studies (or their designee).

If the director/chair rejects the student's appeal, the graduate student can then appeal within 10 business days following the director/chair's decision in writing via email to the Dean of Graduate Studies (or their designee). To do so, the student submits a letter rebutting the director/chair's response and an appendix that includes the initial appeal statement and its supporting evidence, the faculty member's response, the appeal to the director/chair and any additional evidence submitted during this stage of appeal, the director/chair's response, and any further evidence. The Dean (or their designee) may contact anyone relevant to this process or request additional documentation. The Dean (or their designee) will render a decision within 10 business days from the receipt of the appeal and will communicate the decision via email to the student, the faculty member, and the director/chair of the relevant graduate program. The decision by the Dean of Graduate Studies (or their designee) will be final.

Standards for Granting a Grade Appeal

The faculty member, director/chair of the relevant graduate program, and the Dean of Graduate Studies (or their designee) will use the following standards for granting a grade appeal:

• The student appealing the grade must make an argument and provide evidence in support of this argument.
• A grade may be changed only in cases where the student provides significant and sufficient evidence that the assigned grade was in error or unjust.

If a grade appeal is granted, the grade will be adjusted accordingly.

Limitations of Time

The grade appeal must be initiated in writing to the instructor of record within 20 business days after the student’s grade was posted. After this period, the student may only appeal a grade if extraordinary circumstances (e.g., military deployment or catastrophic illness) have prohibited the student from filing the appeal on time.

For all other timelines, exceptions to the timelines specified may be extended by mutual consent, or in cases where extraordinary circumstances prevent a party to act in the specified timeline. In either case, a deviation from the timelines must be communicated to and agreed upon by all parties.