Handbook - Grading

• Grading Scales and Definitions
• Dean's List & Latin Honors
• Special Grading Issues
• Reporting Grades
• Grade Changes
• Grade Grievances
• Academic Fresh Start Policy
• Frequently Used Telephone Numbers

• redefine the "C" from "Average" to "Satisfactory";
• introduce the "UW," replacing the "Y";
• introduce the "P," replacing the "S";
• introduce the "IP," denoting work "In Progress";
• eliminate the "N," denoting work in progress or no grade reported; and
• introduce the "I/F"used only for administrative conversion of the "I" after one (1) year.

• introduce the "NP," denoting work where a student has been graded as "Not Proficient"; and
• introduce the "IP/F," used only for administrative conversion of the "IP"" after one (1) year.

Graduate Grading System

In 1999, the Graduate Division added plus/minus grades to their grading system. New grades included: "A-," "B+," "B-," and "C+." (Note: "C-," "D+," "D," "D-," and "UW" are not valid in the Graduate Grading Scale).

Other graduate changes implemented in 1999 were:

• redefinition of grades (removal of definitions for grades "A" through "C");
• introduction of the "P," replacing the "S";
• introduction of the "IP," denoting work "In Progress";
• elimination of the "N," denoting work in progress or no grade reported; and
• introduction of the "I/F" used only for administrative conversion of the "I" after one (1) year.

Effective Winter Quarter 2007, the graduate grading system replaces the "IP" grade with new grades "SP" and "UP" to denote the level of progress being made at the time of quarterly grading. 

Effective Autumn Quarter 2005, faculty voted to recognize participation in classes where the student did not complete the class:

• introduction of the "X" grade for students who never attended any classes and did not submit any assigned work;
• introduction of the "WX" grade for those students who officially withdrew from the class but who never attended any classes and did not submit any assigned work.

With the introduction of the "X" and "WX" grades to denote participation, by definition all other grades (i.e., "A" through "F", P, U, T, I, I/F, W, UW, IP, IP/F, NP, and NG) can only be awarded to students who had participated in the class in some way.

A complete table of the Undergraduate and Graduate Grading Systems is available online and reflects the most current grading options.

College of Law and College of Medicine

Specific grading systems have been adopted by the faculty in the professional programs in the College of Law (JD) and the College of Medicine (MD). Consult appropriate personnel in those College offices for more information about grading systems and procedures.

Grade Point Averages

For undergraduate students, the following separate grade point averages are maintained:

• each quarter (Quarterly Grade Point Averages);
• each undergraduate College of enrollment (College Grade Point Averages); and
• all undergraduate courses of enrollment (University Grade Point Averages).

While maintained for various internal purposes, the College Grade Point Average will be suppressed from the printed academic transcript beginning with the posting of Autumn Quarter 2003 grades (December, 2003).

Beginning in 2003-04, grade point averages will be maintained for all graduate courses of enrollment (Graduate Grade Point Averages). Only courses attempted and grades received at UC are used in the computation of the above grade point averages.

Dean's List & Latin Honors

Dean's List distinction is computed automatically and posted to undergraduate students' grade reports and transcripts. Colleges recognize Dean's List by sending congratulatory letters to students. The Public Information Office notifies hometown newspapers of the names of students from their areas who achieved Dean's List status at the end of each quarter. All undergraduate students with at least 12 hours carried are placed on the Dean's List if their quarterly grade point average is at least a 3.400. Part-time undergraduate students may also qualify for inclusion on Dean's List as follows:

• Part-time undergraduates-all units except Raymond Walters and Clermont Colleges- who carry between 6 and 11 hours and earn a quarterly grade point average of at least 3.400;
• Part-time undergraduates from Raymond Walters College who carry between 6 and 11 hours (inclusive) and earn a quarterly grade point average of at least 3.600;
• Part-time undergraduates from Clermont College who carry between 6 and 8 hours (inclusive) and earn a quarterly grade point average of at least 3.800 or carry between 9 and 11 hours (inclusive) and earn a quarterly grade point average of at least 3.600.
  

Latin honors (Cum Laude, Magna Cum Laude, Summa Cum Laude) are awarded to undergraduate students who have achieved the following University Grade Point Average (UGPA) at the time of graduation:

• Cum Laude 3.600 - 3.749
• Magna Cum Laude 3.750 - 3.889
• Summa Cum Laude 3.900 - 4.000

Special Grading Issues

Plus/Minus Options

A "C-" carries 1.6667 quality points. Most UC Colleges require a 2.0 quality point average for academic good standing, and many universities do not accept "C-" grades for transfer credit.

In adopting and implementing the plus/minus system, there were extended deliberations about whether or not to provide an "A+" option with 4.3333 quality points to balance the 3.6667 quality points for an "A-" grade. The undergraduate scale in this Handbook reflects Faculty Senate votes taken in 1994 and Spring 1998.

The Office of the Registrar plans to supplement this Handbook with periodic updates to the web to report procedures and policy changes approved until a revised Handbook is prepared.

Unofficial Withdrawal ("UW")

Undergraduate instructors assign the "UW" (Unofficial Withdrawal-formerly the "Y") when students cease to attend or never have attended their classes. The "UW" carries zero (0) quality points. It is computed in the GPA like the grade of "F."

If undergraduate instructors assign the "W" to students who have not officially withdrawn from the course, the "W" is administratively changed to the "UW" during grade processing by the Office of the Registrar.

Incomplete Work ("I")

Instructors use the "I" (Incomplete) when students fail to submit all of required coursework by the end of the quarter. Only award the "I," if it is possible for students to complete the work without class attendance.

In undergraduate courses, the "I" does not factor into the grade point averages during the quarter immediately after it is awarded. Following that subsequent quarter, the "I" carries zero (0) quality points-treated like the "F" and the "UW." After one (1) year, any "I" remaining on students' records automatically changes to the "I/F," which carries zero (0) quality points and affects students' GPA like the "F."

In graduate courses, the "I" is not used to compute the Graduate Grade Point Average. After one (1) year, any "I" remaining on students' records automatically changes to the "I/F," which carries zero (0) quality points and affects students' GPA like the "F."

To increase student and instructor awareness of the "I" option, the Grading Subcommittee of the Faculty Senate Academic Affairs Committee suggests that Colleges use a form to record this mutual understanding. The form describes the circumstances surrounding the award of the "I" and the requirements to complete the course.

Some Colleges have developed their own forms; others may find it useful to model their form after the example on the next page.

Student's Name___________________ Student I.D. #___________________
Course Instructor__________________ Course #________________________
Term in Which Course Was Taken__________________
Grade for Work Completed__________
Missing Work_____________________
_________________________________
% of Final Grade Based on Missing Work__________ Date for Completion of Work__________
Student's E-Mail Address___________ Student's College__________
Student's Signature __________________
Instructor's Signature _____________________

No Grade Reported

The absence of a grade on the grade list is interpreted as "No Grade Reported" and is reported on student grade reports and transcripts carrying the "NG" mark. Grade lists not received by the time grade reports are produced and reported to students in the same way. Instructors should not sign grade lists until grades have been recorded for all enrolled students. In May 2003, the Faculty Senate resolved that: "all course instructors have a professional responsibility to submit a grade for every student using only the approved UC grades."

Work in Progress ("IP")

In 1999, the "IP" ("In Progress") replaced the "N." It is appropriate only for College-approved courses that require an extended grading period beyond the normal quarter. Thesis or dissertation credit hours might be examples of coursework that warrant the "IP."

If coursework has not been completed on time, the "IP" is not appropriate. Use the "I" for unfinished work by students. The Office of the Registrar only accepts the "IP" in courses previously designated under appropriate College governance procedures.

Between the Winter Quarter 1999 and the Summer Quarter 2003, the "IP" grade remains with no quality points associated with it.

Beginning Autumn Quarter 2003, undergraduate "IP" grades remaining on student records automatically change to the "IP/F" grade after one year. The "IP/F" grade carries zero (0) quality points and affects students' GPA like the "F."

"NP" Grade

Effective Autumn 2003, the "NP" grade may be used for 103-level and below English courses approved by the appropriate College committee and requiring a level of proficiency to move through the proper sequence. Students in these courses who have not earned a "C-" or better grade-indicating proficiency-are assigned the "NP" grade and are required to register and take the course again in an attempt to gain the required proficiency in the course.

Instructors Unable to Report Grades

If the instructor is hospitalized or similarly incapacitated so that no grades are reported, students' records read, "No Grade Reported." College/departmental officers need to take timely action.

If an unforeseeable university problem prevents an entire class from completing a final examination or class project, a non-punitive "I" would be most appropriate since the work could be finished within a few weeks.

If students miss the final examinations without explanation, the instructor could award one of the following grades:

• whatever grade the student earned without the exam-"F" or higher;
• a non-punitive "I" (Incomplete) for incomplete work, allowing the student an opportunity to explain the situation; or
  
• a punitive "UW" (Unofficial Withdrawal), which carries the same quality points as the grade of "F."

Instructors should not sign grades list until grades have been recorded for all enrolled students.

Reporting Grades

Submission Deadlines for Instructors

Instructors submit grade lists to College or departmental offices within seventy-two (72) hours of a final examination but no later than noon on Monday following the examination week. Specific dates are distributed with the Examination Schedule.

If grade lists are not received by the grade submission deadline, instructors run the risk that students' grades will not appear on students' grade reports. If no grade is supplied, the Office of the Registrar presents the "NG" mark on the grade report.

Original grade lists become part of the University's permanent record. It is crucial the original copy be signed and submitted to the Office of the Registrar for processing. These lists are microfilmed and retrieved periodically as instructor signature verification is needed. Grade lists that do not have the instructors' signatures are not entered on student records.

Grade Reports

Online grade reports available through the One Stop Web site are updated daily as grades are processed or changed by the staff in the Office of the Registrar. Up to four (4) quarters of grades may be available for a student to view. Students are not mailed grade reports, but are encouraged to check online and to print an official copy if needed. Students with outstanding obligations to the University are not permitted to have official grade reports and transcripts, so those students with a transcript/grade service block ("TG") will see the word "UNOFFICIAL" wallpapered across the online grade report. These students are prompted to call the One Stop Student Service Center to resolve their obligations.

Grades will be updated every workday to allow students to check on grade changes or postings.

Confirming Grade Lists

Approximately three to four weeks after instructors submit final grades, the Student Records Office prepares Confirming Grade Lists-distributed to instructors through their College and departmental offices. This report is a formal confirmation for instructors to verify that students' grades were recorded accurately on the student record. After reviewing carefully, instructors report discrepancies directly to the Student Records Office (513-556-9900).

Grade Changes

Principles of academic freedom vest in class instructors the authority to evaluate individual student performances. Only instructors assigned to teach a class may award or change grades for that class. In exceptional cases, a grade may be changed by others if a grievance committee finds arbitrary and capricious evaluation.

Due to the sensitive nature of the Change of Grade forms, instructors are asked to not release these forms directly to students. Change of Grade forms are secured from the College or departmental office, completed by the instructor, and submitted directly to the Student Records Office. Change of Grade forms may not be used to replace the "W." It is appropriate for instructors to change students' grades if they discover that the original grade was submitted in error.

For the first year after a course is completed, the class instructor alone has the responsibility to change any grade that was erroneously reported, even if that year extends beyond a student's certification for graduation. After one (1) year and for three (3) additional years or until graduation (whichever comes first), the instructor may change undergraduate grades only with College approval. Any undergraduate grade change after the above deadlines requires the approval of a seven-member appeals panel appointed by the chair of the Grading Subcom-mittee of the Faculty Senate Academic Affairs Committee. Grades for graduate research credit never require a second signature.

See the section on the Grading Appeals Process under the Rights and Responsibilities portion of the Handbook.

Grade Grievances

The university-wide student grievance procedure adopted in 1993 provides for student-faculty College Grievance Review Committees (CGRC), which consider complaints of capricious or biased academic evaluation. Either a student grievant or the faculty respondent may appeal a CGRC decision to the College Dean who "shall have the authority to accept and implement or modify the decisions of the CGRC. If the grievance alleges capricious or biased academic evaluation and the CGRC finds in favor of the grievant, the College Dean may exercise his/her authority to alter the grade."

A College Dean may only initiate steps to change a grade if the CGRC finds in favor of the student grievant(s). A Dean's authority to alter a grade is governed by College grading policies adopted by the faculty. Some units require that students' work be reevaluated by professors in the subject area for the final determination of an appropriate grade.


Academic Fresh Start Policy

The purpose of the Fresh Start Policy is to permit students who performed poorly upon initial enrollment at the University of Cincinnati to have an opportunity for a "fresh" cumulative grade point average.

Policy

University of Cincinnati undergraduate students who have been readmitted to the University after an absence of at least three (3) years may petition the Dean of their College to have their previous courses treated in accordance with the College's advanced standing policy. Students' transcripts must be free of enrollment, in any division of UC, for three (3) years since the end of the final previous quarter of enrollment.

Students must submit their Fresh Start application within one (1) year of readmission, which applies only to courses taken at UC before readmission. Fresh Start is not reviewed or approved prior to completion of one (1) quarter. An academic Fresh Start is not automatic and it is not guaranteed. Academic units may impose additional criteria, such as requiring a plan of study.

Upon the approval of the Fresh Start application, students' University and College grade point averages begin from the date of reentry. The Fresh Start option may be effected only once during a student's academic career.


Policy Definitions

The following definitions of policy phrases provide clarification:

• "Initial enrollment" — No more than four (4) quarters of enrollment;
• "Performed poorly" — Students' cumulative University GPAs were less than 2.0;
• "Absence of at least three years" — The break in enrollment consists of at least twelve (12) consecutive quarters; and
• "Within one year of readmission" — No more than four (4) successive quarters have occurred since readmission following the break.

Procedure for Approval

Students obtain applications for Fresh Start from their degree-granting unit. Their applications are considered in accordance with procedures and any additional guidelines of that unit. Degree-granting units may not grant Fresh Start to students who fail to satisfy the above criteria. Academic units may establish appropriate procedures such as administrative implementation of the Fresh Start criteria or review of all applications by a faculty committee.

Procedure for Appeal

If requests for Fresh Start are denied by students' Colleges, students may file an appeal with the University Grading Appeals Panel (UGAP) through the Student Records Office. If requests for Fresh Start are supported by the College but students fail to meet one (1) or more of the minimum criteria, the College may refer applications to the UGAP.

See the section on the Grading Appeals Process under the Rights and Responsibilities portion of the Handbook.

Note: Approval of a Fresh Start will be recorded on the transcript. Students should be aware that their previous academic record appears on the transcript and that graduate and professional schools, as well as potential employers, may average all academic records together.

Frequently Used Telephone Numbers