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Grade Changes 

Please work with your graduate coordinator if you experience any of the issues below. 

Clerical Errors

Grade changes due to clerical errors may be corrected by the instructor of record via eGrades (for a course taken within one calendar year).  This includes such errors as the incorrect grade was assigned or no grade was assigned and the course has lapsed to a U or F.  In these cases nothing is submitted to the Graduate Division.

Incomplete that has lapsed to a U or F

If the deadline to replace an “I” with a grade is missed (the last day of the quarter), the “I” will lapse to a U or F; the program chair and instructor must petition the Dean of the Graduate Division and the Educational Policy Committee (EPC) to retroactively assign the grade. The following items must be submitted to the Graduate Division for the Dean’s review. If approval is recommended, the Graduate Division will forward the request to EPC for their final decision.

  1. General Petition with the “other” section filled out with ALLcourse information (grade to be assigned, course number, section, section id, number of units, and quarter the course was taken). Petition must be signed by the instructor and the Chair of the student’s home department.
  2. Official supporting documentation explaining circumstances that prevented the grade from being assigned prior to the deadline.

After the Dean’s review, the Graduate Division will submit the request to the EPC for their final decision.

Extension of an Incomplete Grade

Extensions are not granted due to a leave of absence. Senate policy requires that an incomplete be completed by the end of immediately subsequent quarter, regardless of the student's registration status in that quarter. Extensions are considered ONLY in extenuating circumstances beyond the student's control; health reasons require verification from the health care provider. Request must be filed before the incomplete lapses to an F or U.

  1. General Petition with the “other” section filled out with ALL course information (course number, section, section id, number of units, and quarter the course was taken). Petition must be signed by the instructor and the Chair of the student’s home department.
  2. Official supporting documentation addressing the student’s inability to complete the pending work by the deadline.

After the Dean’s review, the Graduate Division will submit the request to the EPC for their final decision.

** Grade changes beyond one calendar year require the following:

  1. General Petition with the “other” section filled out with ALLcourse information (grade to be assigned, course number, section, section id, number of units, and quarter the course was taken). Petition must be signed by the instructor and the Chair of the student’s home department.
  2. A Clerical Error form recording the grade for the course and signed by the instructor.
  3. Official supporting documentation explaining circumstances that resulted in the assignment of an incorrect grade.

After the Dean’s review, the Graduate Division will submit the request to the EPC for their final decision.

 

Academic Senate: Procedures for Requesting Exceptions to Senate Regulations