Grading Policies and Regulations

Grades are assigned by the instructor to reflect the quality of a student’s work. Plus (+) and Minus (-) suffixes are incorporated with the letter grades to provide the following marks (and numerical equivalents that indicate grade points):

A = 4.0
A- = 3.7
B+ = 3.3
B = 3.0
B- = 2.7
C+ = 2.3
C = 2.0
C- = 1.7
D+ = 1.3
D = 1.0
D- = 0.7
F* = 0.
W = Withdrawn
I = Incomplete
NS = No Show
N = Continuing Work
AUD = Audit

*Any student who receives an F will be dismissed from the program.

Withdraw (W)

The mark of “W” is assigned when a student completes the formal requirements to drop a course or withdraw from the University. A mark of “W” cannot be changed to any other grade or mark. A mark of “W” is included in the student’s academic record and appears on the student’s transcript, but is not included in the calculation of the student’s GPA.

Incomplete (I)

The mark of “I” (incomplete) may be assigned by the instructor when a student does not complete some essential portion of the assigned work in a class because of extraordinary circumstances beyond the student’s control. The unfinished work must be completed and given to the course instructor within three weeks of the beginning of classes in the next scheduled term (not the student’s next term of enrollment), excluding summer session, unless extraordinary circumstances require an extension. A request for an extension must be submitted in writing by the instructor and approved by the University Registrar within the original three-week period. Extensions shall not be for longer than two academic quarters after the mark of “I” was assigned, excluding summer session. An incomplete that has not been completed within the specified deadline or has not received an approved extension will be converted to a grade of “F.”

The obligation to fulfill an incomplete resides solely with the student. There is no appeal process in the failure to comply with this policy.

No Show (NS)

The mark of “NS” (no show) may be assigned by an instructor when a student never attends a class and does not drop the class. A mark of “NS” cannot be changed to any other grade or mark after it is assigned by the instructor. A mark of “NS” is included in the student’s academic record and appears on the student’s transcript, but is not included in the calculation of the student’s grade point average. No adjustment in tuition will result from the awarding of a mark of “NS” in a class.

Continuing Work (N)

The mark of “N” (continuing work) may be assigned by an instructor when course requirements span more than one term. When the course requirements are completed, the instructor assigns a standard grade. A student may not graduate and receive a degree with a mark of “N” on their academic record.

Audit (AUD)

The mark of “AUD” is assigned when a student enrolls in a class on an audit basis. A mark of “AUD” cannot be changed to any other grade.

Students accepted into degree programs may audit one course per quarter. No more than three courses may be audited during a student’s degree program. Permission to audit a course will be given only (1) at the end of the late registration period, (2) if space is available in the class, and (3) with approval of the instructor. No credit is assigned for an audited course, but the successful completion of an audit will be indicated on a student’s transcript by the grade of “AUD.”

In order to audit a course, an add/drop form must be approved by the instructor and submitted to the Program Office.

Grade Point Average (GPA)

A student’s GPA is determined by multiplying each grade point value by the number of quarter units assigned to the course, adding these grade point units from all courses taken, and dividing this sum by the total number of quarter units for which letter grades were reported. Grade reports are posted at the end of each quarter and indicate both the GPA earned by the student during the quarter and the cumulative GPA earned by the student for all courses completed to that point.

Evaluation of Progress

Grades are available at the end of the term via Workday. Faculty members are expected to apprise students of their course progress at reasonable intervals. Some progress measurements should take place in time to enable students to make reasonable decisions regarding withdrawal deadlines.

Repetition of Courses

Certain courses are repeatable, and students will receive a grade and units for each successful completion. Students should consult the Program Director to confirm that a given course may be repeated for credit. In such cases, the grades of both the original and the repeated course are included in the calculation of the student’s GPA, but units toward completion of the academic program are awarded only once for each course passed.

Change of Grade

Only the faculty member responsible for a course may assign grades. All grades, except for incomplete (“I”) and continuing work (“N”) grades, become final when assigned and reported to the Office of the Registrar. A faculty member may report a correction of a final grade to the Office of the Registrar only if a clerical or procedural error was made in assigning, transmitting, or recording the original grade.A grade may not be changed as a result of re-evaluation, re-examination, or the submission of additional work after the term ends. Any grade change must have the approval of the department chair and the associate dean of the student’s school or college. Grades can only be changed up to one year after the class was originally taken.

Student Appeals of Grades

The assignment of course grades is one of the chief means by which faculty members communicate to students and the University about student achievement in their courses. Therefore, grades must be assigned after careful evaluation of students’ work and meticulous consideration of the weighted value of all students’ work. This evaluation is based on the criteria and procedures communicated to the students by the faculty members in the syllabus.

Grades are not negotiable. There should be no questioning of a faculty member’s academic judgment on a grade. In registering for a class, students implicitly agree to allow the faculty member to make a qualitative judgment of their command of the subject matter, which will be expressed as a letter grade. Any questioning or appeal of a grade should therefore be limited to procedure, e.g., to computational errors or failures to follow grading policies set forth in the syllabi.

The classroom context that is assumed in a learning community is one in which (1) grading policies are fair and clearly communicated to students, (2) grading practices are characterized by relatively good reliability and validity, and (3) grading error or bias is neutralized by enlightened sensitivity and attention to the possibility of such error or bias. Even within this context, it is possible for students to perceive that they have been graded unfairly and to seek redress. To address and resolve such cases, a procedure for such redress has been established within the College of Arts and Sciences.

The following appeal process should be used to resolve an allegation:

A. A student with a complaint must first discuss the matter with the faculty member. Any procedural complaint regarding a change of grade must be initiated within four weeks of the beginning of the next scheduled term, not including the summer session. The student is responsible for making clear to the faculty member that he/she is in the process of appealing a grade.

B. If the matter is not resolved at this level, the student may then take the matter to the Faculty Advisor to the GPPM. The student is responsible for making clear that he/she is in the process of appealing a grade. The Faculty Advisor will discuss the case with the faculty member and may recommend that the faculty member review the grade.

C. If the matter is still not resolved, upon the student's request, the matter may be taken to the dean, who will designate an associate dean to proceed in a similar fashion. Specifically, the student should submit a written complaint to the associate dean that includes the complaint, any evidence that supports the allegation of unfair grading, and information on the steps that have been previously taken to resolve the matter. The associate dean will review the complaint and may recommend that the faculty member review the grade.

D. If the matter is not resolved by the associate dean, upon request of the student, the dean may review the complaint. The dean may convene a panel of faculty to assist in the review. After consulting with the faculty panel, the dean may recommend that the faculty member review the grade. The request by the student for the dean to reconsider the recommendation made by the associate dean should meet the following conditions:

The student has 30 calendar days to file a petition with the dean for reconsideration of a decision made by the associate dean. The petition shall be submitted in writing and list the reasons for the request for reconsideration.
The dean shall respond within 30 days of receipt of the petition.
Requests for reconsideration of a decision about an appeal that was filed are restricted to the following grounds: The existence of significant and relevant new material that has become available since the student’s original appeal was considered.
Upon receiving a valid request to reconsider the decision of the associate dean, the dean shall ask for recommendations on whether to reverse or to reaffirm the decision from the appropriate chair, faculty, school committee, or associate dean.
The dean shall then form and communicate her or his decision, which shall be final, in writing to the appellant.

E. If the matter is not resolved by the dean, upon request of the student, the provost may review the complaint. The provost may convene a panel of faculty to assist in the review. After consulting with the panel of faculty, the provost will respond in writing to the student.

F. This process of review gives the chair, associate dean, dean, and provost the right to discuss the matter with the faculty member, and if they think it appropriate, request that the faculty member review the grade. Any recommendations made will not be binding upon the faculty member against whom the complaint is lodged. The decision to change a grade remains with the faculty member.

Procedures for Student Grievances Concerning Unfair Treatment by Faculty

Santa Clara is dedicated to being a community enriched by men and women of diverse backgrounds and perspectives, respectful of difference and enlivened by open dialogue, caring and just toward others, and committed to broad participation in achieving the common good. In the same way that we require faculty to be collegial in their practice of scholarship, teaching, and service, we expect faculty of the school to be professional and fair in all their interactions with students, both in and outside of the classroom.

A student who feels that he/she has been disadvantaged by capricious or biased decision-making by faculty/staff may initiate a formal grievance. The allegation can be resolved as described below:

A. A student with a grievance must first discuss the matter with the faculty/staff member. Any complaint must be initiated within four weeks of the beginning of the next scheduled term, not including the summer session. The student is responsible for making clear to the faculty member that he/she is in the process of filing a grievance.

B. If the matter is not resolved at this level, the student may then take the matter to the chair of the department involved. The student is responsible for making clear to the chair that he/she is in the process of filing a grievance. The chair will discuss the case with the faculty/staff member and may counsel the faculty member.

C. If the matter is not resolved at this level, upon request of the student, the complaint may be taken to the dean who will proceed in a similar fashion. Specifically, the student should provide a written complaint to the dean, who may delegate the investigation to an associate dean. The associate dean will review the complaint and respond in writing to the student.

D. If the matter is not resolved by the associate dean, upon request of the student, the dean may review the complaint. The dean may convene a panel of faculty to assist in the review. After consulting with the panel of faculty, the dean will respond in writing to the student. The request by the student for the dean to reconsider the recommendation made by the associate dean should meet the following conditions:

The student has 30 calendar days to file with the dean a petition for reconsideration of a decision made by the associate dean. The petition shall be submitted in writing and list the reasons for the request for reconsideration.
The dean shall respond within 30 days of receipt of the petition.
Requests for reconsideration of a decision about a grievance that was filed are restricted to the following grounds: The existence of significant and relevant new material that has become available since the student’s original grievance was considered.
Upon receiving a valid request to reconsider the decision of the associate dean, the dean shall ask for recommendations on whether to reverse or to reaffirm the decision from the appropriate chair, faculty, school committee, or associate dean.
The dean shall then form and communicate her or his decision, which shall be final, in writing to the appellant.

E. If the matter is not resolved at this level, the provost may review the complaint upon the student's request. The provost may convene a panel of faculty to assist in the review. After consulting with the faculty panel, the provost will respond to the student in writing.

F. This review process gives the chair, associate dean, dean, and provost permission to discuss the grievance with faculty or staff members, students, or others as appropriate.