TSTC Harlingen Policy
| No: 3.48 | SOS: ES.4.13 | Effective Date: 7/29/1999 |
| Division: | Educational Services |
| Subject: | Changing a Grade on a Student's Permanent Academic Record |
| Authority: | Minute Order #73-97 |
| Submitted By: | Servando J. Villarreal |
| Title: | Vice President Student Development | Date: 10/20/2003 |
| Approved By: | Dr. J. Gilbert Leal |
| Title: | College President | Date: 8/6/2003 |
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NOTE: COP 4.49 AND 4.55 ARE DUPLICATES
COP 4.44 IS COVERED HERE.
POLICY
It is the policy of Texas State Technical College to delineate methods by
which a grade change on a student’s permanent academic record may be accomplished.
PERTINENT INFORMATION
Texas State Technical College Harlingen must ensure the privacy and integrity
of student grade records and, at the same time, provide students an orderly
and logical process to appeal final course grade decisions. The student’s
transcript reflects actual grades from the time they are assigned and should
not be changed or removed without specific justification and approvals.
CAMPUS PROCEDURES
Strict procedures must be followed in the recording and transmission of student
grade changes to minimize the possibility of error, omission or unauthorized
change.
Only the Office of Admission & Records responsible for maintaining student
records may effect the actual change to a student’s permanent academic record.
A copy of the currently adopted Change of Grade Form shall be placed in the
student’s permanent academic recordfile or imaged on the current student’s
file in Texas State Technical College Harlingen’s designated computer system
for audit purposes.
Student Appeal Process:
The appeal process for a student appeal of final course grade must be documented
with the Director of Admission and Records, the decision should be communicated
to students, and followed by all relevant departments.
To Change A, B, C, D or F Grades
- The currently adopted Change of Grade Form must be used for the purpose
of altering grades on a student’s transcript record.
- The reason for changing a grade recorded in a student’s permanent academic
record must be provided in writing on the Change of Grade Form and must
be signed by the instructor of record and a member of instructional management
If the instructor of record is no longer with the college, the department
chair or a member of the instructional management may sign the change
of grade.
- Any grade change must be made within one year of the issuance of the
grade.
- When a grade is changed on a student’s permanent academic record, the
student shall be notified in writing;
To Change "W" (Withdrawal) Grades
A grade cannot be changed to a “W” (Withdrawal) unless in conjunction with
an administrative late drop or withdrawal from the college signed by the
instructor of record, Vice President for Instruction and the Vice President,
Student Development.
To Change an IP Grade
If course work is not satisfactorily completed within one year from the
end of the term for which the “IP” grade was issued, the “IP” grade will
be changed to an “F” grade.
Any grade change must be made within one year of the issuance of the grade.
When a grade is changed on a student’s permanent academic record, the student
shall be notified in writing;
A grade may be changed due to an error, student completion of course work
previously graded "IP" (In Progress), or due to a finding, supported by
fact, by appropriate members of management or an appeal committee operating
in accordance within established TSTC – Harlingen college procedure.
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