Grade Reporting and Compliance (Procedure 4.0304)

Authority:F.S. 1006.52; 1001.64
Date Adopted:2/08; 08/2013
Date of Review:05/09; 08/11; 03/2013; 05/21
Related Policy:3.060

Purpose:

To ensure grade system integrity, provide timely transcripts for students, and supply accurate reports to authorized agencies.

Procedure:

  1.  Reporting of W4s (No Shows)/Validation of Grade Rosters
    1. A "No Show" is a student who has not physically attended a face-to-face class or has not engaged in an academic activity in an online class by the date published by the Registrar.
    2. Grade rosters will be generated for all classes the first college business day after drop/add.
    3. 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. In the case of a 3rd attempt class, a “no show” is to be reported by posting an “F” with the last date of attendance.
    4. The last date of attendance shall be the day before the first day of the term. For distance learning classes, attendance at mandatory orientation, or participation in other academically related activity will be the determining factor for reporting the W4.
    5. Faculty will have the ability to remove a W4 up until the first partial post of that session, which is the date specified by the Registrar.
  2. Students Not Appearing on Grade Roster
    1. For a student who is attending class but does not appear on the grade roster, faculty must refer the student to Student Services.
  3. Grade Reporting for Credit Courses
    1. Faculty will post an accurate grade, including no-shows, 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.
    2. Faculty assigns a valid letter grade for each student who is on the final grade roster. 
    3. Instructors shall not change W4 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.
    4. Faculty must submit the final grades via MySeminoleState to the Enrollment Services/ Registrar’s Office by the deadline.
    5. Faculty cannot provide their MySeminoleState security access codes to anyone for the purposes of recording student grades. Only the faculty member can report student grades.
    6. 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 be available to the faculty member’s supervisor. This record will be maintained for the period of time specified by applicable statutes, regulations, rules, policies and procedures.
  4. Grade Reporting for Career Certificate courses
    1. Faculty will post an accurate grade, including no-shows, 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.
    2. Faculty assigns a valid letter grade for each student who is on the final grade roster. 
    3. Instructors shall not change W4 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.
    4. Faculty may withdraw a student who has absent from class exceeding ten percent (10%) of the scheduled class or activity time, or lack time interactivity or responsiveness in a distance learning course with a defined attendance requirement (W2) without warning. Faculty members must assign the withdrawal (W2) within 2 weeks of the student’s last date of attendance and provide a last date of attendance (LDA).
    5. Faculty must submit the final grades via MySeminoleState to the Enrollment Services/ Registrar’s Office by the deadline.
    6. Faculty cannot provide their MySeminoleState security access codes to anyone for the purposes of recording student grades. Only the faculty member can report student grades.
    7. 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 be available to the faculty member’s supervisor. This record will be maintained for the period of time specified by applicable statutes, regulations, rules, policies and procedures.
  5. Grade Reporting for Adult Education courses
    1. Faculty will post an accurate grade, including no-shows, 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.
    2. Faculty assigns a valid letter grade for each student who is on the final grade roster. 
    3. Instructors shall not change W4 grades to the grades of "F". The instructor's grade must accurately reflect what the student earned.
    4. Faculty may withdraw a student who has absent from class exceeding ten percent (10%) of the scheduled class or activity time, or lack time interactivity or responsiveness in a distance learning course with a defined attendance requirement (W2) without warning. Faculty members must assign the withdrawal (W2) and provide a last date of attendance (LDA).
    5. Faculty must submit the final grades via MySeminoleState to the Enrollment Services/ Registrar’s Office by the deadline.
    6. Faculty cannot provide their MySeminoleState security access codes to anyone for the purposes of recording student grades. Only the faculty member can report student grades.
    7. 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 be available to the faculty member’s supervisor. This record will be maintained for the period of time specified by applicable statutes, regulations, rules, policies and procedures.
  6. Grade Reporting after the Published Deadline
    1. Enrollment Services/Registrar’s Office posts a "NG" (no grade reported) for all students on a final grade roster that was not submitted to the Enrollment Services/Registrar’s Office by the deadline date.
    2. 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.
    3. Enrollment Services/Registrar’s Office will generate all end of term reports, including Standards of Academic Progress and Honors Lists.
    4. Enrollment Services/Registrar’s Office continues to run outstanding grade roster reports until all grades for all students enrolled in a specific term are reported.
    5. 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.
    6. 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.
    7. The Registrar will notify the academic dean and the appropriate associate vice president and vice president of the names of faculty who failed to submit their final grade rosters by the deadline date.
  7. Compliance
    1. 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.
      1. 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.
      2. Appropriate actions for full-time faculty will be addressed in an annual performance appraisal.
      3. Appropriate actions for adjunct faculty may include, but are not limited to, not rehiring the faculty member. 
    2. 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 Team/CACDate5/18/2021
Signed by:President Georgia L LorenzDate5/24/2021

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