ROWAN UNIVERSITY POLICY

Title: Grades Policy

Subject: Academic Affairs

Policy No: AA: 2015: 08

Applies: University-Wide

Issuing Authority:  Provost/Senior Vice President for Academic Affairs

Responsible Officer: Deans

Adopted: 08/01/2015

Last Revision: 02/04/2016

Last Reviewed: 02/04/2016

I.  PURPOSE

The purpose of this policy is to outline the University's grading system, process for resolving disputed grades and for changing grades.

II.  ACCOUNTABILITY

Under direction of the Provost, all Deans and Department Chairs shall implement this policy and all faculty shall ensure compliance with the policy.

III.  APPLICABILITY

This policy is applicable to all students of Rowan University.

IV.  POLICY

1. The University's Grading System 

   1. The following are used to evaluate students' performances in courses:

      Letter Grade	Grade Point	Value
      A	4.0	Excellent
      A-	3.7
      B+	3.3
      B	3.0	Good
      B-	2.7
      C+	2.3
      C	2.0	Fair
      C-	1.7
      D+	1.3
      D	1.0
      D-	0.7
      F	0.0	Failure
      P	Pass
      NC	No Credit
      IN	Incomplete

   2. The use of P/NC (Pass/No Credit) in selected courses has been approved by the University Senate. A list of approved P/NC courses is published each semester in the Master Schedule of Classes. Students must accept the responsibility of reviewing that listing. P/NC grades will not contribute to the computation of cumulative grade point averages or the designation of graduation honors. Descriptive reports will accompany P/NC grades only at students' written requests and at the option of the instructor. If students do not request an option for P/NC before the end of the last day of the second week of class, they will be graded on the A-F scale. Transfer and first-year students registering during or after September 1995 will be permitted to take up to 10 percent of the credits earned as P/NC. Students engaged in exchange programs are graded on the P/NC basis.
      
      
   3. The interim grade of IN (incomplete) may be assigned by an instructor under certain circumstances. This grade must be removed before the end of the following academic semester. If students believe that circumstances warrant an extension, they may request the instructor, in writing, for such an extension. If approved, the instructor will renew the incomplete in the Registrar's Office when grades are due. Failure to remove the incomplete grade within the prescribed time will automatically change the IN to an F.
      
      
   4. The following notations are made by the Registrar

1. 1. • • 
          The NR notation will be inserted by the registrar when instructors do not record grades for students in courses in which these students are registered. This notation may be changed later to a regular letter grade by instructors using the Change of Grade procedure (see section D below). The symbol could be changed to a W if students present sufficient evidence of withdrawal from the course involved.
          
          
2. Resolving Disputed Grades
   
   
   1. It is the responsibility of the classroom instructor to evaluate each student's work and to assign a grade which is a fair and valid measure of the student's achievement in the course. In the event of a dispute over an assigned grade, the student will document in writing the rationale for the grade dispute. The student must provide a copy of his or her perception of the dispute to the instructor and the department chair. It will then become part of the permanent record concerning the dispute. This document must be signed and the date of the transmittal to the instructor and the department chair noted on the document.
      
      
   2. The time limit for initial confirmed contact of the professor who awarded the grade is twenty (20) business days, not including summer, into the semester following the one in which the grade was recorded. If the professor is unavailable or fails to respond by the 30th business day of the semester, students have an additional ten (10) business days to contact the department chair. Where the department chair and the instructor are one and the same, twenty (20) business days suffice before the student can move on to the next step.
      
      
   3. Department Level:
      1. • The student and the instructor will meet to attempt resolution of the disputed grade. If the instructor is no longer accessible for any reason (e.g., prolonged illness, no longer at Rowan), the student may continue the process as noted in this policy by first meeting with the department chair (see a ii),
         • If the matter is not resolved, the student and the instructor will then meet with the department chair, who will act as a facilitator, to determine if resolution is possible. If the dispute cannot be resolved informally, faculty will continue to be available to assist in the resolution of the dispute.
           
           
   4. College Level
      1. • If the issue is not resolved at the department level, within ten (10) business days from the time the department chair is informed of the dispute, the student shall schedule a meeting with the appropriate academic dean within five (5) business days of the departmental decision and will provide, in writing, the rationale for the grade dispute.
         • The academic dean will attempt to effect a reconciliation between the two parties within ten (10) business days of receiving the student's written rationale for the grade dispute. Pertinent documentation provided by the instructor and the student shall form the basis for discussion at this stage.
           
           
   5. Grade Grievance Committee Level
      1. • If the matter is still unresolved, ten (10) business days after the meeting with the academic dean, the student may pursue the matter with the associate provost for academic affairs.
         • The associate provost for academic affairs will provide the Grievance Committee with the student's written grievance to determine whether a formal hearing is warranted. If the Grievance Committee determines a formal hearing is warranted, a date and time will be set for the hearing. The Grade Grievance Committee shall, at the conclusion of the hearing, have prepared a written recommendation to the provost. The recommendation shall be submitted within four working days after the hearing.
           
           
   6. Provost Level
      1. • Within ten (10) working days of receiving the recommendation, the provost will take action and shall notify both parties in the grievance of the decision and action taken. This action is final.
         • The Grievance Committee shall be composed of two faculty members appointed by the Senate, two students appointed by the SGA, and two administrators appointed by the University president or his/her designee. A chairperson shall be elected from and by the membership and shall have the right to vote. The associate provost for academic affairs shall serve as an ex- officio member of the Committee without vote. A majority of the Committee membership must be present for all meetings of the committee.
         • Every effort will be made by the associate provost for academic affairs to schedule a grade grievance hearing at a time that is mutually convenient to the instructor and the student. This may, however, not always be possible. The associate provost for academic affairs will set the schedule for the meeting after careful consideration of the personal schedules of the parties involved. A hearing will not be set for a time when either the instructor or the student has a class at Rowan scheduled. One continuance is permitted if unforeseen events make one or the other party's attendance impossible. Thereafter, a new date for the hearing will be set, and the committee will be convened despite the absence of one or both of the parties to the dispute.
         • If any committee member has a direct personal or professional relationship with any individual(s) involved in a particular case, that committee member may disqualify him/herself from serving on the committee while the case is being heard. Further, if a charge of bias is raised by an individual, the contested committee member may disqualify him/herself from committee deliberations. Failing voluntary action in either situation, the committee itself must reach a decision as to the continuance of the individual so questioned. If a member is disqualified, another individual from the same constituency shall be appointed to serve in his/her place.
3. Change of Grade
   
   
   1. Grades are subject to change under the following conditions:
      • Incompletes: A grade of incomplete (IN) may be changed to a letter grade. 
      • Errors: A grade calculated or recorded erroneously may be changed to the grade actually earned.
      • Disputes: A disputed grade may be changed if the student appeals it successfully. A disputed grade differs from a grade recorded in error in that disagreement over evaluation or application of criteria rather than miscalculation or clerical mistake is involved.
        
        
   2. The policies for these three conditions differ substantially. Students are advised to read each section of this policy carefully, paying particular attention to the respective timelines herein.
      • A request for change of grade is appropriate only when an error has been made by the professor in calculating or recording a student's grade or when an "Incomplete" has turned into an "F" and the student has met all requirements, for the course.
      • In cases of a need to change a final grade assigned for a course, the time limit for confirmed contact of the professor who awarded the grade is twenty (20) business days, not including summer, into the semester following the one in which the grade was recorded.
      • If the professor is unavailable or fails to respond by the 30th business day of the semester, students have an additional ten (10) business days to contact the department chair.
      • Where the department chair and the instructor are one and the same, twenty (20) business days suffice before the student can move on to the next step.
      • Students should retain evidence of their attempts to reach either party, in extraordinary, rare, and compelling circumstances beyond the control of the student, these limits may be extended, and changes may be made only with the written approval of the course instructor, when available, the department chair, and the dean.
        
        
   3. A change of grade is not a substitute for an "Incomplete." If a student has work missing at the end of a semester –exams, papers, assignments to be written or rewritten – an "Incomplete" may be assigned if circumstances warrant.
      
      
   4. It is not appropriate to use change of grade to alter P/NC to A-F grade or vice versa after the completion of the semester unless an error has been made. In designated courses a student may request a P/NC option before the end of the drop-add period during the semester in which the course is taken as noted in university policy. Students who do not declare an option for P/NC before the end of the drop/add period are to be graded on the A-F scale.