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Grading Processes Overview
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Summary: If you submit student grades to the Academic Records Office, use this overview to understand the grading process. |
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Grade Reports (commonly referred to as Grade Sheets)
- Registrar responsibilities: Grade Reports — with department instructions, faculty instructions, and a list of Grade Reports for the term — are distributed to academic departments and programs on Friday of Week 10 of each quarter (excluding summer).
- Department responsibilities: Distribute grade reports to faculty, and retrieve them after grades are entered and each page has been signed. Grade Reports are due back to the Registrar's Office by the end of the second working day after final exams.
- Instructor responsibilities: Sign and date each page of the grade report and enter appropriate grades for all students. Complete and submit Incomplete forms with your grade reports.
- Duplicate Grade Reports can be requested from Academic Records staff, (858) 534-3144, and will be printed within one to two days of the request, if necessary.
- Academic Senate regulations: View the Grading Policy on the Academic Senate Web site.
Incompletes
- An Incomplete may be assigned when a student's work is of passing quality but is incomplete for good cause (e.g., illness). The student must obtain the instructor's approval on the Request to Receive Grade Incomplete form prior to the final examination. Complete instructions are on the back of the form.
- Before the Registrar will process an Incomplete, the Incomplete form must be approved by the instructor and filed by the department with the Grade Report. An "I" grade assigned but not accompanied by the approved Incomplete form will not be entered, and the Registrar will leave a blank grade for the student.
- If a student either misses the final exam or doesn't complete assignments and does not request an Incomplete, you must assign the student a final grade.
- Academic Senate regulations: View the I Grade policy on the Academic Senate Web site.
Grade changes
- All grades except "I" and "IP" are final when filed by the instructor on the end-of-term Grade Report. No changes of a final grade may be made on the basis of revision or augmentation of a student's work in the course. No term grade except Incomplete may be revised by further examination.
- A final grade may be corrected when a clerical (recording) error or procedural error has occurred. A procedural error is defined as human error, such as misunderstanding or ambiguity regarding due dates for completion of assignments or the nature of assignments, as distinguished from matters of policy.
- The Clerical Error form may not be used to remove lapsed "I" grades. Students must petition their college Provost's Office for any exception to a lapsed grade. Campus policy states, "No grade may be changed after one calendar year from the time it was recorded. Petitions for exceptions are referred to the Committee on Educational Policy."
- Academic Senate regulations: View the Grade Changes page on the Academic Senate Web site.
Late grades
- Grades must be submitted to the Registrar by the announced deadline. Students may be placed at a disadvantage in competing for financial scholarships or for admission to another institution if final grades are not recorded promptly at the end of the quarter.
Grades Recorded Report
- The Registrar's Office distributes one copy of the Grades Recorded Report to departments and programs per quarter.
- Notify the Registrar's Office immediately of any discrepancies between the report and grades that were submitted.
Note: It is the combined responsibility of the faculty and staff to notify the Registrar's Office of any discrepancy.
Questions: Please contact Academic Records, (858) 534-3144.
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