Evaluation of Academic Work

*Grading System and Reports

The Office of the Registrar will report semester and mid-semester grades to the students. If applicable, individual instructors may, at their discretion, report grades to students; however, the grades reported by the registrar’s office will constitute the official college record.

Grades used in reporting achievement in courses will have the following significance:

In computing academic averages, the assigned values will be:

MIDTERM GRADES

Midterm grades shall be reported to the Office of the Registrar for all registered students. In addition, faculty must complete a low-grade form for each student, having a low midterm grade (below a C). The form should include the reason for the low grade, recommendation for completion of the course or possible withdrawal, and total number of absences.

*Incompletes

The grade of Incomplete (IN) can be given to a student who is doing passing work in a course but who, for reasons beyond the student’s control, is not able to complete a small portion of the work for the course by the deadline for submitting grades. An Incomplete is not given in the case of negligence or procrastination on the part of the student.

An Incomplete must be requested by the student and approved by both the instructor and the student’s academic adviser. Request for incomplete forms are available in the registrar’s office. The deadline for requesting an Incomplete grade is the last day of classes.

In cases involving unusual circumstances, such as illness or injury, the dean of students may request an Incomplete on the student’s behalf. Unless the Committee on Academic Policy and Procedures extends the time limit, an Incomplete automatically becomes an F if the work is not completed within six weeks from the last day of class in the term in which it was incurred.

*Final Examinations

Types of Exams

Final examinations are end-of-semester examinations of student work, typically summative or comprehensive in coverage and representative of a significant part of a student’s grade for a course. The Final Examination week is included in the scheduled contact (instructional) time for each course.  All faculty are required to utilize three hours of contact (instructional) time during final examination week. 

The College recognizes five final examination types: scheduled, student self-scheduled, take-home, final papers or projects, and online.

• Scheduled final exams are taken during the published final exam period at the registrar’s scheduled exam time for a course. The three hour time period must be made available to all students except for lab or clinical practicals.
• Student self-scheduled final exams are taken during the published exam period, but scheduled individually with the instructor during one of the registrar’s scheduled exam times. Faculty cannot limit the optional time slots unless the faculty member is administering a scheduled exam.
• Take-home final exams are distributed by an instructor on the first day of exam week and are to be submitted during the published final exam period.  Take-home final exams are limited to activities that can be completed by a student in a three-hour time period.  Faculty should be available to students during the scheduled final exam slot. 
• Final Papers or Projects can be used as a final examination option.  These papers/projects are to be submitted during the published final exam period.  Faculty should be available to students during the scheduled final exam slot.  Students should use three hours of contact time during the scheduled exam week to complete these assignments.
• Online final exams are taken during the final exam week and are to be completed by the last published final exam slot unless the instructor requests a scheduled final exam.  Scheduled final exams must be noted in the course roster and posted on the final exam schedule.  Online final exams can be available to students on the first day of final exams. Online final exams are limited to an exam that a student can complete in a three-hour time period.

Scheduling of Final Exams

The final examination schedule will be published no later than the first day of the semester.  Fall and Spring will have a scheduled reading day.  Reading day is designated for study and preparation for final exams. Final examinations of any sort will not occur or be due on reading day. Similarly, the last week of the academic semester is a time for final classroom work of all kinds. However, faculty should be conscious of student workload and preparations in this last week, as well as the need to preserve the integrity of the 15-week academic semester. Final examinations of any sort will not occur or be due in the last week of the regular semester.  Faculty cannot schedule an exam or final project during the last week of classes and have no instructional activity during final’s week. 

• Scheduled final exams for day courses will be arranged (day and time) by the registrar during the published exam period. Scheduled final exams for night courses will be arranged on the regular night of the course during the published exam period. Scheduled final exams for weekend courses will be arranged by the registrar’s office on the regular weekend day of the course, as appropriate. Scheduled final exam times may not be altered without the registrar’s approval.
• Student self-scheduled exams should be arranged by the student and instructor during the published final exam period. Faculty must make available every regularly scheduled daytime final exam slot (7:30 a.m., 11 a.m. and 2:30 p.m.) to students for self-scheduling unless they are administering a scheduled final exam. It is not recommended that students schedule more than two exams on a given day in the final exam period. Students self-scheduling exams on a given day do not qualify for the academic hardship exceptions below.
• Take-home final exams or projects should have deadlines no earlier than the published final exam time for a course and no later than the last day of the published exam period. Take-home final exams may be distributed on the first day of final exams. Faculty should be sensitive to the time required for the work to be done well and limit the expected completion time to no more than three hours.  Faculty should also following the requirements for the last week of the academic semester mentioned above.
• Asynchronous online final exams should have deadlines of no later than the last day of the published exam period.  Online final exams may be available on the first day of final exams.   An online instructor may request a scheduled final exam time from the Registrar. Scheduled final exams must be noted in the course roster and posted on the final exam schedule.  Faculty should be sensitive to the time required for the work to be done well and limited the expected completion time to no more than three hours.  Faculty should also be following the requirements for the last week of the academic semester mentioned above.

Academic Hardships

• Students are not expected to take more than two final exams in a given day. If a student has more than two finals scheduled on the same day, the student should contact the Office of the Registrar and the appropriate faculty members to request an adjustment to the exam schedule.
• Students are not expected to take two final exams for upper-level or intensive major courses back-to-back on the same day. If a student has two upper-level or intensive major course exams scheduled back-to-back on the same day, the student should petition the registrar and the appropriate faculty members to adjust the exam schedule.
• Any student with a documented learning disability whose exam schedule creates an academic hardship must make appropriate arrangements through her/his instructors and the Section 504 coordinator.
• Travel away from campus prior to the end of the scheduled exam period will not count as a hardship and will not qualify the student for adjustment of the exam schedule.

Performance of Final Examinations

• Faculty and student work in the performance of exams of any sort will be guided by the Wilson College Honor Principle.
• For scheduled final exams, faculty members report to the regularly scheduled classroom designated at the arranged day and time in the published final examination schedule and provide students with the full three-hour period to complete the examination. Students report for scheduled exams at the arranged day and time and remain in the examination room until they complete their exams, except to go to the restroom.
• For student self-scheduled final exams, faculty members will distribute the self-scheduled exam at the arranged day and time and provide students with the full three-hour period to complete the examination. Students will report for self-scheduled exams at the arranged day and time and will follow the exam directions.
• For take-home final exams, faculty will provide students with sufficient time to complete the examination. Students must meet arranged deadlines for take-home final exams or projects.

*Grade Appeal Policy

Informal Process

Any student who would like to appeal a grade should attempt to resolve the situation directly with the instructor. The student should first informally discuss the grade appeal with the instructor. Most appeals will be resolved through this informal process.

Formal Process

Level 1: Written Appeal to Instructor

If the student is not satisfied with the response and would like to formally appeal the grade, she/he must submit a formal appeal in writing to the instructor. This written appeal should be completed as soon as possible, but no later than the last day of the add/drop period of the next semester of the regular academic year (fall or spring) or two weeks after grades are sent to the student, whichever date is later. The instructor must respond to this appeal in writing.

Level 2: Written Appeal to Division

If, after formally appealing to the instructor, the student feels that the situation is still unresolved, she/he should appeal the grade to the appropriate division chair. If the instructor serves as the division chair, the appeal should go to the Committee on Academic Procedures. A copy of the initial appeal letter and response should be forwarded to the division chair. The student may choose to write an additional letter directly to the division chair. The division chair should attempt mediation between the student and the instructor. The division chair must respond to this appeal in writing.

Level 3: Written Appeal to the Committee on Academic Policy and Procedures

Should the appeal not be resolved after reaching the departmental level, the student may petition the Committee on Academic Policy and Procedures. The student must petition the Committee on Academic Policy and Procedures in writing no later than the withdrawal date for the semester in which the appeal process began. The committee should receive copies of the original appeal letter and all related correspondence. At any level of the appeal process, the instructor will be informed of and will be invited to participate in the meetings.

If the student believes that any step of the appeal is not proceeding in a timely manner, the student should contact the Office of the Dean of the Faculty for assistance in expediting the process.

Academic Standing

I. Satisfactory Academic Standing

Definition:  A student who is not on academic probation as defined below is considered to be in Satisfactory Academic Standing.

II. Academic Probation

1. Definition: A student who has failed to meet academic standards for semester and/or cumulative grade-point averages will be placed on academic probation. The student is not permitted to participate in extracurricular activities.
2. Review Process and Timeline: A student whose academic performance results in placement on academic probation will be notified of the probationary status in writing. The notification may contain additional decisions relating to the student’s performance.
3. Standards:

   ACADEMIC PROBATION	COURSE CREDITS ATTEMPTED	MINIMUM Grade-Point Average
   Cumulative GPA for Bachelor’s Degree Candidates	12 to 26.99	1.70
   	27 to 59.99	1.85
   	60 to 89.99	2.00
   	90 and above	2.00
   Cumulative GPA for Associate Degree Candidates	12 to 26.99	1.70
   	27 to 44.99	1.85
   	45 and above	2.00
   Required Semester GPA for Any Student	1 semester hour and above	1.70

   Note: The financial aid standards for Satisfactory Academic Progress are different from this policy on Academic Standing. See the Financial Aid section of the catalog.

4. Appeals: The student may not appeal probationary status. While students are not prohibited from participating in extra-curricular activities, students should work with their academic advisors and mentors to determine a best course of action involving participation.
5. Academic Success Plans: An academic success plan details the agreed-upon expectations regarding the retention of a student placed on academic probation. All students who are retained on academic probation because of cumulative grade point average will complete an academic success plan. All full-time and some part-time students who are retained on academic probation because of semester grade point average will complete an academic success plan. The student will contact the Director of the Academic Support Center to set up a meeting during which an academic success plan will be established. Students who do not abide by the terms of this plan may be subject to academic dismissal.

II. Academic Dismissal

1. Definition: Academic dismissal can occur when the student has failed to make satisfactory academic progress and / or has ceased to function as a student, for example, by not attending classes or completing academic work. Students on academic probation who fail to improve their records over successive terms may also be subject to academic dismissal. A student can be dismissed from the College at any time during the semester based on academic performance.
2. Review Process and Timeline: The Committee on Academic Procedures reviews the performance of students on academic probation and those with low grades at midterm and the end of the semester. However, the Committee can review student performance any time during the semester. Should academic dismissal be warranted, the student will be notified of the Committee’s decision in writing.
3. Standards: The Committee on Academic Procedures may consider the following factors in making the decision whether or not to academically dismiss a student: consecutive or repeated semesters on academic probation; cumulative and semester grade point averages; demonstrated history of academic achievement; academic potential; fulfillment of academic responsibilities; compliance with the learning contract, where applicable; feasibility of graduating; overall pattern of academic progression and improvement.

   In conjunction with the aforementioned criteria, the Committee will use the following chart as a guideline in determining whether a student may be academically dismissed. The cumulative GPAs indicated in the chart below designate the points at which, based on credits remaining until graduation, a student will not likely be able to meet the grade point average required to graduate.  Students receiving VA educational benefits will be dismissed if the standards below are not met.

   Course Credits Attempted	Cumulative Grade-Point Average
   105	Less than 1.90
   90	Less than 1.90
   75	Less than 1.80
   60	Less than 1.70
   Less than 60	Committee’s Discretion – See Standards noted above.

4. Financial Aid: Students with financial aid who are academically dismissed from all courses before the end of 60% of the term or semester are subject to a different refund policy. Financial aid may be reduced and students may owe a balance to the College. See the Financial Aid section of the catalog for more information.
5. Readmission: A student who has been academically dismissed can only be readmitted to the College by petitioning the Committee on Academic Procedures.
6. Appeal: A student who has been academically dismissed has a right to appeal that dismissal, but such appeals should be initiated with an awareness that a review has already occurred and the record did not appear to warrant retention. The appeal must be in writing. The appeal should state the reasons for not meeting academic standards and propose a plan for future academic improvement. The appeal should include relevant supporting documentation, such as statements or recommendations from advisors, instructors, academic support staff, athletic directors, counselors, and medical professionals. The documentation should specify the dates during which student performance may have been affected. The appeal should be directed to the Committee on Academic Procedures and submitted through the Registrar’s office at least two weeks prior to the beginning of the semester in which the student plans to re-enroll.

III. Administrative Withdrawal

1. Definition: A full-time, degree-seeking student who does not register for courses or who registers but does not attend any classes before the end of the add / drop period will be administratively withdrawn from the College. This does not apply to students who have notified the College of a leave of absence, and those students should consult the corresponding section of the Academic Regulations.
2. Financial Aid: Depending upon individual circumstances, a student may owe a financial obligation to the College.
3. Readmission: A student can be readmitted to the College by reapplying through Admissions. If a student is administra­tively withdrawn while on academic probation, the student will retain probationary status if readmitted.

*Repeat Course Policy

Students are permitted to retake any course except FYS 100 First-Year Seminar. Credits and grade points for the first grade will be deleted from the cumulative record, while the grade itself will remain on the transcript. The course information will be listed in the usual manner the second time it appears on the transcript.

The most recent grade counts toward the student’s cumulative grade-point average, regardless of which grade was higher.

It is recommended that the course be repeated in the first semester that it is subsequently offered. However, any course may be repeated at any time prior to graduation.

Students may repeat a course for credit a maximum of two times (i.e., a course may be taken for credit a maximum of three times). Please note that a course from which a student has withdrawn (earned a grade of W) will count as an attempt. Students in the education department may repeat education courses only one time (i.e., a course may be taken for credit a maximum of two times). This includes pre-practicum and student teaching practicum.

Students may not repeat a course using the credit/no credit option to replace a grade. However, a student who has failed a course using the CR/NC option may elect to retake the course for either a grade or a CR/NC option.

Repetition of coursework for which credit has been granted may jeopardize financial aid eligibility. It is the student’s responsibility to understand the consequences of repeating courses. Students with questions regarding the impact of course repeats on student financial aid should consult with the financial aid office.

This policy took effect Jan. 1, 2004. Any course taken since Jan. 1, 2004, replaces the grade earned in any previous semester.