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Policy & Procedure
Policy Title :
Change of Grade Policy
Policy Number :
II-B.13
Responsible Party :
Academic Affairs
Effective Date :
10/05/2016
Revised Date :
_______________________

Purpose

This policy ensures that the University procedure for change of grade is implemented according to strict measures in well-defined cases and in compliance to a rigorous process of approvals and justifications.

Statement :
  1. Instructor-initiated Change of Grade

    1. The course instructor completes the Change of Grade Form including the detailed reasons for changing the grade, and providing supporting documents when needed. The instructor signature is needed before the case is forwarded to the department chair/associate chair for approval.
    2. The academic chair/associate chair receives the case for review and approval before the case is forwarded to the college dean for a decision. The dean’s approval is needed for the implementation of the change. Some cases may be forwarded to the Vice Rector for Academic Affairs by the Registrar for assessment and final decision.
    3. The Registrar's Office will verify all approvals and documentation attached and updates the student academic record accordingly on the system, before sending a copy to department chair (Student grade changed) or requesting to complete missing information (Change of Grade pending).
  2. Initiated Change of Grade – Grade Appeal

    1. The student initiates a grade appeal after she/he has tried to discuss the grade with the course instructor (please refer to grade appeal policy- Campus Life section). Grade Appeals are only accepted within thirty (30) days from the date the final grade was published on Banner.
    2. The academic chair/associate chair receives the case from the students for review. The committee meets and discusses the case with an assessment of the documents provided. The committee recommends approval or rejection of the grade appeal, and the dean’s approval is needed for the final decision. A Change of Grade Form duly signed by the committee chair and members and endorsed by the college dean is required for the implementation of the change (if applicable). The Appeal Committee is expected to reach a decision in the 10 working days from the date the appeal was submitted. Failure to do so will result in forwarding the case to the office of the Vice Rector for Academic Affairs. If the student is not satisfied with the decision communicated by the Appeal Committee, he/she may refer to the counselor for advice on carrying the appeal to the office of the Vice Rector for Academic Affairs. All second stage appeals should be supported with new evidence regarding the grounds for appeal. Second stage appeals will under no circumstance be a simple request for reassessment without new elements or evidence.