According to federal regulations1, an institution must have a procedure for determining whether a Title IV recipient who began attendance during a period completed the period or should be treated as a withdrawal.
Online Class Grading2 requires instructors to enter a valid grade for all students officially enrolled in their class. In the event the instructor fails to meet the Online Class Grading deadline for the term, the Registrar's Office will automatically post an "NG" for those students. According to Registrar Policy a NG is not a grade and will be referred to in this publication as a mark. The NG mark is noted on grade reports and official transcripts until the instructor submits a valid grade to replace the NG.
Though the Registrar’s Office does establish a per-term deadline for faculty grade submissions, a small percentage of full class sections and students within class sections are not awarded standard grades by this deadline. Of this group of initially “non-graded” classes/students, the Registrar’s Office receives grades from the instructors for the majority within approximately three weeks. Yet, a number of classes/students will remain “ungraded”, perhaps indefinitely, with the NG mark remaining as part of the student(s)’ permanent record.
Consequently, the Bursar’s Office is compelled to establish policy and procedures to comply with Federal Title IV Regulations3 as it pertains to the Return of Title IV funds (R2T4). This policy should not be considered a Registrar policy; nor should this policy be viewed as an official grade change, which would amend the student’s official transcript. It is an interpretation of the NG mark to facilitate compliance with Federal Title IV Regulations. This policy only pertains to those students receiving Title IV funds and will determine the student’s enrollment status with relation to the Return of Title IV (R2T4) process.
If a student receiving Title IV aid receives a NG mark for one or more classes and does not receive an earned grade (such as an A, B, C, etc.) on completion of a class, the student will have three weeks to receive an earned grade for at least one class before the NG marks are considered in the R2T4 process. An earned grade of completion is defined as any grade other than U, W, WX, UW or X.
When Student Accounts is made aware of the NG mark on the student's account an e-mail will be immediately be sent to the student and copied to both the instructor and the Dean of the college offering the class.
The following are the various scenarios Student Accounts may encounter when processing R2T4s involving the NG mark and the way each should be handled:
A student receiving a NG mark in all class(es): Is considered an unofficial withdrawal and will be computed from the 50% point of the term4. For example:
A student receiving a combination of NGs and Ws: Is considered an unofficial withdrawal if the Ws are prior to the 50% point of the term and an official withdrawal if the Ws are after the 50% point of the term. If it is determined that the student's enrollment status is as an unofficial withdrawal the 50% point of the term should be used in the determination of the R2T4 funds. However, if any W is after the 50% point, the enrollment status should be considered as an official withdrawal and the date of the withdrawal should be used in the R2T4 calculation. For example:
A student receiving a combination of NGs and UWs: Is considered an unofficial withdrawal and the R2T4 funds will be computed from the 50% point of the term. Neither the NG mark, nor the UW grade indicate when the student quit participating in the class, so as noted above, federal regulations guide us to use the 50% point of the term in the R2T4 calculation. For example:
A student receiving a combination of NGs and WXs: Is considered an unofficial withdrawal. Neither the WXs nor the NG will be recorded on the student's permanent transcript until the end of the term. Though the WXs show non-participation, the NG mark does not and the 50% point of the term is used in the R2T4 calculation. For example:
A student receiving a combination of NGs and Xs: Is considered an unofficial withdrawal as it is basically the same situation as stated in the example of NGs and WXs, except the X grade would indicate the student did not follow official withdrawal procedures for the respective classes. Neither an X nor the NG will be recorded on the student's permanent transcript until the end of the term. Though the X shows non-participation, the NG mark does not and the 50% point of the term is used in the R2T4 calculation. NOTE: There is no difference between a "WX" and "X" when considering a R2T4. Both signify non-participation in the respective classes and both have determination dates as the day before the term begins.
A student receiving a combination of NGs and Letter Grades (A, B, C, D or F): Does not require a R2T4 as the student has completed a class.
A student receiving a combination of NGs and more than one negative grade (W, UW, WX or X): Are considered on a case-by-case basis. The following will give a wide range of examples in the process of considering the students enrollment status and the date to be used in the R2T4 calculation:
Once grades are finalized for a term a query will be ran to identify students meeting the above situations. Student Account’s staff will then send an e-mail to the student(s) (with a copy to the instructor and dean of the college offering the class) UConnect email account (formally Bearcat Online (BOL)) informing them that they have 3 weeks to resolve the NG mark. Otherwise we have no alternative but to follow federal regulations and process the R2T4 as required by law. All e-mails will be sent to the official university e-mail address per University policy.
1 U.S. Department of Education Dear Colleague Letter (DCL) GEN-04-03
2 University Grading Scales and Definitions
3 Code of Federal Regulations 34 CFR 668.22
4 Code of Federal Regulations 34 CFR 668.22(c)
5 Code of Federal Regulations 34 CFR 668.22(c)(1)(iii)
6 Code of Federal Regulations 34 CFR 668.22(c)