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3.11 Grades & Student Records

  • 3.11.1 Reporting Grades
    The Board of Regents has adopted the following grading system for all institutions in the university system (see the BOR Academic Affairs Handbook):

    All institutions of the University System of Georgia shall be on a 4.0 grade point average system. The following grades are approved for use in institutions in the determination of the Grade Point Average:

    A Excellent (4.0)
    B Good (3.0)
    C Satisfactory (2.0)
    D Passing (1.0)
    F Failure (0.0)
    WF Withdrew Failing (0.0)

    Incomplete grades (I) - This grade indicates that a student was doing satisfactory work but, for non-academic reasons beyond her/his control, was unable to meet the full requirements of the course. For undergraduate programs, if an “I” is not satisfactorily removed after one semester (excluding summer), the symbol of “I” will be changed to the grade of “F” by the appropriate official. For graduate programs, if an “I” is not satisfactorily removed after two semester (excluding summer), the symbol of “I” will be changed to the grade of “F” by the appropriate official. Under special circumstances, this period of time can be increased with the approval of the department head and the dean.

    To assign a grade of “I” for a student, a Grade Assignment of Incomplete form must be completed and approved the by the department head and dean of the college. This form, once approved, will be forwarded to the Registrar’s office for processing. Any “I” grade may remain on the student’s record until the end of the following term. At that time, the grade will be changed to an “F” grade. However, the instructor may file an extension for the “I” grade with the dean, if needed. Once the requirements of the course have been met, the instructor should submit a completed Request for Grade Change form to the department head and dean. This form will be forwarded to the Registrar’s office for processing.

    In Progress (IP) - This grade is appropriate for thesis hours, project courses, Learning Support and English as a Second Language (ESL) courses. These courses require a continuation of work beyond the semester for which the student signed up for the course. It is not appropriate for traditional credit courses. If an “IP” grade isn't satisfactorily removed after 3 semesters, the appropriate official will change the symbol of “IP” to the grade of “F”. Under special circumstances, this period of time can be increased with the approval of the dean. However, students who receive a grade of “IP” in a learning support or an ESL course will retain this grade due to the nature of the course.

    K - This symbol indicates that a student was given credit for the course via a credit by examination program approved by the respective institution's faculty (CLEP, AP, Proficiency, etc.). K credit may be provided for a course the student has previously audited if the institutional procedures for credit by examination are followed.

    CR – Credit (for Military experience)

    NR - This symbol indicates that the grade was not reported by the instructor.

    S- This grade symbol indicates that credit has been given for completion of degree requirements other than academic course work. The use of this symbol is approved for dissertation and thesis hours, student teaching, clinical practicum, internship, and proficiency requirements in graduate programs. Exceptions to the use of this symbol for academic course work must be submitted to the chancellor for approval.

    U- This grade symbol indicates unsatisfactory performance in an attempt to complete degree requirements other than academic course work. The use of this symbol is approved for dissertation and thesis hours, student teaching, clinical practicum, internship, and proficiency requirements in graduate programs. Exceptions to the use of this symbol for academic course work must be submitted to the chancellor for approval.

    V - This symbol indicates that a student was given permission to audit the course. Students may not transfer from audit to credit status or vice versa. If an audit student withdraws from a course prior to the end of the term, a W will be assigned as the grade rather than a grade of V. An audit student who is dropped by the instructor for excessive absences will be assigned a grade of W.

    W - This symbol indicates that a student was permitted to withdraw without penalty.  Students may withdraw from courses prior to the midterm and receive a grade of W. However, instructors have the ability to change a grade of W to WF if the student is failing the course at the time of withdrawal. According to policy, the instructor must include the right to retain this ability in the course syllabus. Withdrawals without penalty will not be permitted after the midpoint of the total grading period except in cases of hardship as determined by the Vice Provost of Academic Affairs or his/her designee.

    Consistent with the approved UNG syllabus template, faculty are required to list their grading scale in the course syllabus.

    Approved, July 2013

  • 3.11.2 Posting Grades

    The Family Educational Rights and Privacy Act (FERPA) prohibits the posting of grades by social security number, student identification number, or in any manner personally identifiable to the individual student. FERPA does not prohibit the posting of grades using code numbers that are appropriately restricted to school officials who have been determined to have a legitimate educational interest in the grades. Even if such code numbers are used, the list should not be alphabetized or ordered in any other way that might make identification possible by unauthorized individuals.

    The safest course of action is to refrain from posting grades at all. If a faculty member chooses to post grades, he/she should use code numbers as indicated above or posting of grades within the learning management system.

    Approved 13-FEB-2013

  • 3.11.3 Grade Changes
    Grade changes are not to be a regular practice by faculty members. However, if a grade must be updated or changed (e.g., because it was not reported on time, or it was improperly recorded, or an incomplete has been completed), the Request for Grade Change form must be completed by the instructor. The form must include the reason for the change, the prior grade, the new grade, and signatures from the instructor, the instructor’s department head (or designee), and the dean of the college (or designee).

    Grades of W assigned after the mid-term will follow procedures outlined in section 3.7.2 Withdrawal and Drop Policies.

    Approved 27-MAR-2013

  • 3.11.4 Student Grade Appeals

    The procedure for student grade appeals will be as follows: 

    1. The course syllabus is considered an agreement between the instructor and student. If classroom procedures outlined on the syllabus conflict with institutional policies, institutional policies shall supersede the syllabus. A student who believes a grade violates classroom and/or institutional policy should first, within the first 30 calendar days of the start of the subsequent semester, attempt to resolve a grade appeal directly with the instructor. 
    2. If this attempt fails, the student must, within the first 30 calendar days of the start of the subsequent semester, submit via college email a written appeal to the instructor's campus-based administrator, copying the instructor as well as the associate dean of the college, requesting mediation in his/her grade appeal. The campus-based administrator will facilitate a dialogue between the student and the instructor within 14 working days of receipt of the written complaint. If the complaint cannot be resolved at the campus level, the associate dean will review the complaint and render a decision. 
    3. In instances that cannot be resolved at the departmental/campus or college level, within 30 calendar days of the decision reached in step 2 above, the student will complete and submit a Grade Appeal form, including supporting documentation, to the associate provost for Academic administration or campus-based designee. Academic Affairs will, within 14 working days, schedule the hearing as well as elicit additional information from all parties involved (i.e., student, instructor, department chair, campus administrator, dean) necessary for the Student Grade Appeals Committee to conduct the hearing.
    4. The faculty pool for the Student Grade Appeal Committee will be chosen in the following manner: 
      1. Each year, the Faculty Senate/Leadership Appointments committee will select a pool of faculty members with representation from each college. When a student grade appeal is submitted to the associate provost for academic administration or campus-based designee, three faculty members will be selected to serve as a Student Grade Appeal Committee for that particular appeal. A committee chair and a recording secretary will be designated. 
      2. Faculty from the same degree program as the instructor(s) involved in the appeal will not serve on the committee. Faculty from the same degree program of the student’s academic major will not serve on the committee. 
      3. Faculty who are potentially biased against or in favor of the student or the involved instructor(s) will not serve on the committee.
      4. The aggrieved student and each involved instructor may strike one member from the panel without prejudice. 
    5. The committee functions in the following manner: 
      1. The committee investigates the circumstances of the appeal, allowing both the student and the involved instructor(s) to present their cases. The student and the instructor have the option of addressing the committee in person or providing the committee with a written statement of appeal in lieu of appearing in person. Both the student and the instructor(s) may name other individuals with relevant, first-hand information to address the panel in person or in writing. If the student chooses to address the committee in person, he/she has the privilege of bringing one advisor, selected from the faculty, staff, or student body, to the meeting. The advisor is not allowed to address the committee or to ask questions of committee members during the meeting. The student is allowed, during the meeting, to confer privately with the advisor. The student and the instructor(s) have the right to remain in the room while testimony is being given. All oral testimony will be recorded. If the student chooses to provide the committee with a written statement of appeal in lieu of appearing in person, the student will be required to submit a signed statement indicating that he/she has chosen not to meet with the committee. If there are follow-up questions from the committee, they will be mailed to the student, along with a request that they be answered in writing. 
      2. After considering all information relating to the appeal, the committee will formulate recommendations based on the decision of the majority.
      3. The committee will forward a record of the hearing and a recommendation to the Office of the Provost. 
    6. The associate provost for academic administration will review the recommendation. It will be the responsibility of the associate provost to render a decision in the case, whereupon the student, the department head and the faculty member shall be advised in writing. If circumstances warrant, the provost shall have the authority to change a student’s grade upon recommendation of the committee. 
    7. In the event the student wishes to appeal the decision of the associate provost, he/she may direct his/her appeal in writing to the provost within five business days from the receipt of the letter sent by the associate provost. The decision of the provost shall be final and binding.

    Approved 13-FEB-2013
  • 3.11.5 Grade Codes on Transcripts
    The following codes are used on student transcripts:

    * RHSC Course. RHSC courses (formally CPC) are taken to meet deficiencies in high school credit. College credit is not awarded for completion of the course(s). These courses must not be used towards degree requirements. No grade below a C satisfies RHSC deficiencies.

    # Academic Renewal (AR). Student has officially been granted academic renewal. Only courses with grades of A, B, C, or S retain earned hours, and only these courses may be used towards degree requirements. US/GA history/constitution requirements met prior to receiving academic renewal remain satisfied even though these requirements may not be included in AR credit.

    @ Post Secondary Option. Joint-Enrolled courses are college courses taken prior to high school graduation. College credit is awarded for these courses.

    % Learning Support. Learning Support course(s) are not counted in the overall hours/GPA and must not be used towards degree requirements.

    ^ Undergraduate course taken by a Graduate Student. Graduate students may enroll in undergraduate courses in a term, but these courses do not count in the student’s grade point average (GPA) or towards their degree requirements.

    $ Course taken at a prior college, but no transfer credit given. These courses are taken at a prior college, but do not transfer to UNG. These courses must not be used towards degree requirements.

  • 3.11.6 Retaining Academic Records
    The University of North Georgia complies with USG Board of Regents Policy as prescribed in the USG Records Retention Manual, Series B: Academic Affairs.
  • 3.11.7 Confidentiality of Student Records
    The University of North Georgia complies with USG Board of Regents policy related to confidentiality of student records.
    USG BOR Policy: Business Procedures Manual: 12.5.1 "Family Education Rights and Privacy Act (FERPA)

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