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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.

Please work with your graduate coordinator for assistance.

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 ALL course information (grade to be assigned, course number, section, section id, number of units, and quarter the course was taken).
  1. A letter of explanation from the instructor and endorsed by the dept chair (the letter should include the grade to be assigned).

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

  1. General Petition with the “other” section filled out with ALL course information (grade to be assigned, course number, section, section id, number of units, and quarter the course was taken). 
  2. A Clerical Error form recording the grade for the course and signed by the instructor.
  3. A letter of explanation and justification from the instructor and endorsed by the dept chair.

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

Course schedule/Transcript corrections 

Adding the correct course and Dropping the incorrect course

Students who enrolled in the wrong course and want to correct their academic record by dropping the incorrect course and adding the correct course must petition for the course changes. The following items must be submitted to the Graduate Division for the Dean’s review. If approval is recommended, the request will be forwarded to EPC for their final decision.

  1. General Petition to retroactively add the correct course and to drop the incorrect course (fill out the “other” section with ALL course information for both courses: grade to be assigned, course number, section, section id, number of units, and quarter the course was taken).
  2. A letter of explanation from the instructor and endorsed by the dept chair (the letter should include the grade to be assigned).

Note: both the instructor of the incorrect course and the correct course need to indicate their approval of the request by either signing the General Petition or signing the letter of request/explanation.

Extension of an Incomplete Grade

  • Extensions are not granted due to a leave of absence. Senate policy requires that an incomplete must 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.
All petitions must include: Course, course number, quarter in which the course was taken, reasons for requesting the extension, how and when the course is to be completed.