2.17 Grades

Final Grades

Final grades are issued by the primary instructor for each course approximately three days after the course ends. Final grades for any term will be available either on an official college transcript or an unofficial academic record. The official and unofficial academic record can be ordered or printed by the student through ACCESS using the student’s ID number (S#) & password.

Grading System (Pass-Fail Option)

Student achievement is evaluated in relation to the attainment of specific objectives of the course. At the beginning of the course the instructor will explain the basis upon which students earn grades. For the purpose of the grade descriptions, "achievement" means successfully reaching an identified level of knowledge or understanding, and "mastery" means successfully reaching an objective level of competency in a skill.

Inventory of Common Grading Symbols
(Implementation of the Common Grade Symbols effective Fall 2009)

• A            Excellent or Superior

• B            Good

• C            Average

• D            Deficient

• F            Failure

• I             Incomplete

• S            Satisfactory

• U            Unsatisfactory

• W           Withdrawal

• AU         Audit

Other Grades

• SP Placeholder/Satisfactory Progress
• CR Credit
• IP In Progress
• NC No Credit
• Z Placeholder/Missing Grade
• PLA Prior Learning Assessment

AU Audit
The “AU” grade will continue to be included in the grading policy.  Audit is a registration status
in Banner.  “AU” is automatically posted as the grade.

Students must choose the audit option by census date so that colleges can reconcile the COF file.  Students need to be informed that the COF stipend cannot be used for “audit” courses.  If students change to the audit status following initial enrollment they will be responsible for the entire in-state tuition, not just the student portion.  
Colleges may wish to consider suggesting the S/U grading option rather than audit because the COF stipend will be eligible for S/U courses but not for audit courses.

I- Incomplete

The "Incomplete" grade is a temporary grade and is designed for students who because of documented illness or circumstances beyond their control are unable to complete their course work within the semester, but have completed a majority of the course work (defined as at least 75% of all course assignments and tests) in a satisfactory manner (grade C or better).

If circumstances beyond the student's control prevent the student from completing a test or assignments at the end of the term, then it is the student's responsibility to initiate the request for an "Incomplete" grade from the instructor. The instructor will determine whether the student has a reasonable chance of satisfactorily completing the remaining course activities in a timely manner.

In requesting an "Incomplete" grade the student must present to the instructor the documentation of circumstances justifying an "Incomplete" grade. Institutions will determine if electronic or paper contract is required for incomplete grade.

The instructor will complete and sign an "Incomplete Grade Contract” and will submit it to Student Services with final grades for the semester. Student Services will send a copy of the "Incomplete Grade Contract" to the student. Instructor must assign an Incomplete Grade on the regular grade roster in a timely fashion.

Whether colleges utilize the paper contract or an electronic contract, the student and instructor must satisfy the following:

Incomplete Grade Contract must include the following information:

1. Student Name (F, MI, L)
2. Student ID #
3. Course Number and Section
4. Reason for assigning a grade of incomplete (statement of extenuating circumstances)
5. Work outline to be completed for removal of incomplete grade (instructor should be very specific including the work to be done and how the final grade is to be calculated):
6. Evidence of completion of 75% of the semester course work:
7. Completion of a work plan that includes the following
   1. What, when and how assignments and tests will be submitted to complete the course,
   2. The time period in which the work must be completed.
      1. If using paper contract/form, faculty must list default grade and include appropriate signatures or
      2. If using electronic method, faculty will report the incomplete grade through the institution’s online student information system (e.g. Portal). At this time, faculty can assign a default grade higher than an “F” and designate a date by which the remaining work must be submitted (this date will not extend past the subsequent semester).
   3. If using electronic contract, submission of an Incomplete grade and default grade via the portal signifies that both instructor and student agree to the conditions in the electronic contract.
8. Instructor Signature and Date
9. Student Signature and date

Students are encouraged to let instructors know, as soon as possible, if they are having difficulties with any part of the course. In the event that a student and instructor cannot reach resolution concerning an Incomplete, then the student should contact the Vice President of Academic Affairs of the college.

Military personnel and emergency management officials who are required to go TDY in the middle of a term should contact their instructor for special consideration. Documentation of official TDY assignment is required and must be approved by the Chief Academic Officer (the VPAA).

Incomplete grades which are not converted to a letter grade by the instructor after one subsequent semester (not including summer semester) will revert to an F grade. If the student would have earned a letter grade higher than an F without completing the work, faculty should be encouraged to submit that higher grade before the automatic conversion to F.

Veterans Administration regulations have prohibited certain grading practices for veteran students. Each veteran student must be aware of these regulations and conform accordingly. The following summary specifies those grading regulations with which the veteran must be in compliance.

Veteran Administration regulations require:

1. Daily attendance records on all veterans enrolled in Certificate programs.
2. Incomplete grades must be made up and a letter grade assigned to count in the GPA.
3. Withdrawal grade should not be used since all grades must count in the veteran's grade point average.

S- Satisfactory

The satisfactory grade is equivalent to a grade of “C or better”. The course will count in attempted and earned credits, but will not carry quality points.

P/A/, P/B, P/C

These are satisfactory grades for developmental courses. The A, B, and C indicate the level of satisfactory performance. These grades are not included in the GPA calculation. The course will count for attempted and earned credits. Colleges with athletic teams have the option of using these grades for PED classes.

F/D, F/F

These are unsatisfactory grades for developmental courses. The D and F indicate the level of unsatisfactory performance. These grades are not included in the GPA calculation. The course will count in attempted credits, but will not carry earned credits. Colleges with athletic teams have the option of using these grades for PED classes.

W- Withdrawal

The “Withdrawal” grade is assigned when a student officially withdraws from a course. A withdrawal can only be processed during the first 80 percent of the course. No academic credit is awarded. The course will count in attempted hours. Faculty is required to provide the last date of attendance for each student who is assigned this grade.

Last Date of Attendance

Faculty is required to provide the last date of attendance for each student who is awarded an F or U/F grade. In addition, if faculty assign a W then last date of attendance is also required.

Grade Point Average Calculations

The College employs a system of grade points for rating the student's scholastic achievement.  The following point scale is used: A - four points for each credit; B - three points for each credit; C - two points for each credit; D - one point for each credit; F - 0 points for each credit; I - not computed in the grade point average.  The following example illustrates how grade points are calculated.

The cumulative average is obtained by dividing the total number of quality points accumulated at a given time by the total number of quality hours.

Physical education activity classes, even if required, do not calculate quality and are not computed in the academic grade point average. 

Grades awarded for developmental courses (as defined by CDHE as Basic Skills courses) will not be included in a student’s grade point average (GPA).  Grading for developmental courses will utilize the Developmental grade mode (P/A, P/B, P/C, F/D, F/F). The credits will count toward earned and attempted credits. GPA's for term recognition such as President's List, VP List or Dean's List will not include developmental courses in the calculation.

Individual students will not be able to select the P/F grading option for a course that has been identified as a traditionally graded course when using the self-service features of Banner. A request for the P/F option may be submitted to the Records Office. NOTE: If individual students are permitted by college procedure to choose a P/F option for a course, the college will build two sections of the course – one for the graded section and one for the P/F option.

An “P” grade will indicate that the quality of student work in the course is equivalent to “C or better”. “P” and “F” will count in attempted and earned credits, but will not carry any quality points. Therefore, P/F grades will not be included in GPA calculations.

Individual students will not be able to select the P/F grading option for a course that has been identified as a traditionally graded course when using the self-service features of Banner. A request for the P/F option may be submitted to the Records Office. 
NOTE:  If individual students are permitted by college procedure to choose a P/F option for a course, the college will build two sections of the course – one for the graded section
and one for the P/F option.