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TSTC Harlingen Policy
No: 3.48   SOS: ES.4.13Effective 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 DevelopmentDate: 10/20/2003
Approved By:Dr. J. Gilbert Leal
Title:College PresidentDate: 8/6/2003
STATUS: Revised 8/6/2003
 
HISTORICAL STATUS:   Revised 8/6/2003
Revised 5/12/1999
Approved by BOR 7/26/1997
Approved by MC 7/24/1997
Revised 6/18/1997
Revised 5/15/1997
New Format/Revised 4/25/1997
Updated 5/30/1991
Final 5/13/1988

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

    1. The currently adopted Change of Grade Form must be used for the purpose of altering grades on a student’s transcript record.

    2. 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.

    3. Any grade change must be made within one year of the issuance of the grade.

    4. 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.