Grade Reporting and Compliance(Procedure 4.0304)
| Based on board policy number and Florida Statute: | Effective Date: |
| Florida Statute 1006.52; 1001.64(8)(a); Policy: 3.060 |
2/08 |
Purpose:
To ensure grade system integrity, provide timely transcripts for students, and supply accurate reports to authorized agencies.
Procedure:
- Verification of Class Rosters
- Faculty will be responsible for verifying the accuracy of class rolls and providing the registrar's office with signed documentation if required.
- Faculty verifies each class roster by comparing it to actual attendance before each class for the first 15* college business days after the first class meeting and then periodically throughout the term. The professor will notify the student if the student's name does not appear on the class roster. The student should be sent to the Enrollment Services Office immediately. The Registrar will notify professors 15* college business days before the semester ends to check the roster again before grades are due.
- Faculty re-verify the class roster prior to the first partial post within each session. Partial post occurs at the end of each month* within the session
- Enrollment Services verifies that all registration activity for a specific term has concluded.
* Dates referenced are those appropriate for 15-week semester classes; time frames may be adjusted, e.g.., compressed, for alternative class offerings of shorter duration.
- Reporting of W4s (No Shows) on Grade Rosters
- A "No Show" is a student who has not physically attended a face-to-face class or has not logged into an online class by the date published by the Registrar.
- Grade rosters will be generated for all classes the first college business day after drop/add.
- Faculty must report "no shows" on each grade roster on or before the third (3rd) college business day after the end of drop/add by entering the code of "W4" along with the last date of attendance. The last date of attendance shall be the day before the first day of the term. For distance learning classes, the log-in accounts or attendance at mandatory orientation will be the determining factor for reporting the W4.
- . Faculty will have the ability to remove a W4 up until the first partial post of that term, which is the date specified by the Registrar
- Students Not Appearing on Grade Roster
- For a student who has attended the class but did not appear on the grade roster, Enrollment Services will notify the student as to whether the student is eligible or not eligible to receive a grade and credit for the class.
- If the student has attended class but has not been registered in the class due to a college error, the following must occur:
- Faculty member documents that the student attended class; e.g., copies of daily attendance log, examinations, class assignments. Faculty member writes a letter of explanation of how this occurred, includes student's grade, signs the letter, and submits to the department chair/director;
- The department chair/director receives the documentation, indicates his or her approval or disapproval, signs, and forwards packet to the dean;
- The dean reviews the documentation and signs this as approved or not approved and submits the packet to the registrar;
- The registrar reviews the packet and notifies the student as to whether the student is eligible or not to receive a grade and credit for the class.
- The student judged as eligible will submit the "Request to Register Late Form "and, if applicable, pay for the course.
- Registration changes can only be done for the current term. If the term is over, additions and deletions to a closed term cannot be done.
- Grade Reporting
- Faculty will post an accurate grade, including no-shows and withdrawals, for each student in each class on or before each grade-gathering deadline. It is the responsibility of the Director of Enrollment Services/Registrar to inform faculty members of grade-gathering deadlines and the responsibility of each faculty member to be aware of and comply with such deadlines. If a faculty member is unable to meet the published deadline, he or she must notify his or her supervisor prior to the deadline.
- Faculty assigns a valid letter grade for each student who is on the final grade roster. For students assigned a W4 (no show), W2 (instructor withdrawal), or an F, (failure), the faculty member must provide a last date of attendance (LDA).
- Instructors shall not change W4 and W2 grades to the grades of "F" for the purpose of eligibility status for International Students, athletes, and for students on Financial Aid. The instructor's grade must accurately reflect what the student earned.
- Faculty must submit the final grades via MySeminoleState to the Enrollment Services Office by the deadline.
- Faculty cannot provide their MySeminoleState security access codes to anyone for the purposes of recording student grades. Only the faculty member can report the student grades.
- Faculty will maintain grading records in a print-recoverable form, such as, but not limited to, grade book and/or electronic format. This record is the property of the college, and a copy must remain on campus at all times. This record will be maintained for the period of time specified by applicable statutes, regulations, rules, policies and procedures.
- Grade Reporting after the Published Deadline
- Enrollment Services posts a "NG" (no grade reported) for all students on a final grade roster that was not submitted to the Enrollment Services Office by the deadline date.
- Faculty must submit a change of grade form for each student on the final grade roster to record the final grade after the deadline date.
- Enrollment Services will generate all end of term reports, including Standards of Academic Progress and Honors Lists.
- Enrollment Services continues to run outstanding grade roster reports until all grades for all students enrolled in a specific term are reported.
- Should a supervisor discover that a faculty member has failed to complete the grade posting process, it is the responsibility of that supervisor to alert the faculty member in a timely manner via the established departmental avenue of contact.
- Once a faculty member is notified of incomplete grade posting, it is the responsibility of the faculty member to notify the supervisor as to the intended remedy and time frame for completion.
- Enrollment Services notifies the department chair and the appropriate dean of the names of faculty who failed to submit their final grade rosters by the deadline date. Registrar must inform the appropriate vice president if the grades are not provided after 15 days from the deadline.
- Compliance
- Should a faculty member either fail to provide a satisfactory plan for grade completion or fail to complete the grade posting process within the agreed-upon time frame, a supervisor may, with the approval of the appropriate dean, apply corrective or disciplinary actions.
- Any corrective action must be appropriate and consistent with both the nature of the given situation and the historical record of the faculty member with respect to timely and accurate grade submission.
- Appropriate actions for full-time faculty will be addressed in an annual performance appraisal.
- Appropriate actions for adjunct faculty may include, but are not limited to, not rehiring the faculty member or withholding of the final pay check for the affected term.
- Should supervisors fail to verify the completion of the grade submission process as outlined above, or fail to alert the given faculty member in a timely manner as outlined above, the supervisor may be subject to the corrective or disciplinary action listed above for faculty.
| Recommended by |
Executive Staff |
Date |
2/08 |
| Approved: |
President, E.Ann McGee |
Date |
3/3/08 |
|
