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Handbook of Operating Procedures
Chapter 2 - Faculty and Academics
Publication Date: July 29, 2013
Responsible Executive: VP for Academic Affairs


2.40 Administrative Grade Change


I. POLICY STATEMENT


Individual faculty members retain primary responsibility for assigning grades and evaluations. The faculty member's judgment is final unless compelling evidence shows discrimination, differential treatment, factual mistake, or violation of a relevant department, college or University policy. However, it may be necessary to involve others in the assignment of grades or changing grades.


II. RATIONALE


If there is compelling evidence of discrimination, differential treatment, factual mistake, a violation of a relevant department, college or University policy, a grade assigned by a faculty member may be changed by the department chair, dean, or dean of undergraduate studies (for undergraduate students) or dean of the graduate school (for graduate students). This policy establishes procedures for requesting and implementing an administrative grade change.


III. SCOPE


This policy applies to all UTSA students, faculty members, and administrators responsible for the processes required to implement an administrative grade change.


IV. WEBSITE ADDRESS FOR THIS POLICY


http://www.utsa.edu/hop/chapter2/2-40.html


V. RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS


UTSA Information Bulletin


VI. CONTACTS


If you have any questions about HOP policy 2.40, Administrative Grade Change, contact the following office:

Undergraduate Student Questions:
The Office of the Vice Provost and Dean of Undergraduate Studies
210-458-5191

Graduate Student Questions:
The Office of the Vice Provost and Dean of the Graduate School
210-458-6878


VII. DEFINITIONS


An Administrative Grade Change is a change in a grade assigned by a faculty member made by a person with a higher level of authority to address a compelling circumstance that justifies such a change.


VIII. RESPONSIBILITIES


  1. Student
    1. Appeals to faculty member, if faculty member is available, for change of grade assigned, based on compelling reason.
    2. Submits timely written appeals of the faculty member's assigned grade in accordance with the deadlines in section IX.C.
  2. Faculty Member who taught the course and assigned the grade
    1. Reviews student's appeal and determines, based on evidence, if a compelling reason exists for a change of grade assigned.
    2. If a compelling reason exists, submits a change of grade.
  3. Chair of Department/College Unit in which the course was offered
    1. If the student timely submits an appeal to the department chair,
      1. Determines, based on evidence, if a compelling reason for grade change exits.
      2. If compelling evidence exists, submits a chance of grade and notified the faculty member.
  4. Dean of the College in which the course was offered
    1. If the student timely submits an appeal to the college dean,
      1. Determines, based on evidence, if a compelling reason for a grade change exists.
      2. If compelling evidence exists, submits a change of grade and notifies the faculty member.
  5. Vice Provost and Dean of Undergraduate Studies (undergraduate student) or Graduate School (graduate student)
    1. If the student timely submits an appeal to the vice provost and dean of undergraduate studies (for undergraduate students) or the vice provost and dean of the graduate school (for graduate students),
      1. Determines, based on evidence, if a compelling reason for a grade change exits.
      2. If compelling evidence exists, submits a change of grade and notifies the faculty member.
    2. The decision of the vice provost and dean of undergraduate studies (undergraduate students) or the graduate school (graduate students) is final.

VIII. PROCEDURES


  1. When it is believed that discrimination, differential treatment, factual mistake, a violation of a relevant department, college or University poilcy resulted in assignment of an inappropriate grade,
    1. The student may appeal the grade in the order described in B. below.
    2. At each administrative level, the person determining whether to make an administrative grade change must
      1. Review the appeal;
      2. Determine, based on evidence, if a compelling reason for a grade exists; and
      3. If compelling evidence exists, submit a change of grade.
  2. An assigned grade, include a CR, or NC may be changed through appeal, to persons in the following order:
    1. The faculty member who assigned the original grade.
    2. Department chair (or unit director) of the department (or unit) in which the course the grade was assigned was offered.
    3. Dean of the college of the department or unit in which the course was assigned.
    4. Vice provost and dean of undergraduate studies (for undergraduate students) or vice provost and dean of the graduate school (for graduate students).
      1. The decision of the vice provost and dean of undergraduate studies or graduate school is final.
  3. Deadlines
    1. The student must first attempt to resolve the grade dispute with the faculty member who assigned the grade.
    2. If such efforts have been unsuccessful, the student may file a written appeal to the department chair within ninety (90) calendar days from the end of the semester in which the grade was assigned.
    3. Appeals to the next higher administrative level must be written and submitted within thirty (30) calendar days of the decision of the previous administrative level.
    4. Exceptions to a deadline will be considered on a case-by-case basis by the next higher administrative level of review.
  4. Circumstances when a grade must be assigned to replace Incomplete (IN) or other non-grades.
    1. Under unusual circumstances, a faculty member of records may be unable or unwilling to assign grades in a timely manner. Possible examples of such circumstances include:
      1. Death or incapacitation of faculty member;
      2. Faculty member permanently left the University and refuses/fails to respond;
      3. Faculty member is on leave and cannot be reached.
    2. Whenever possible, the faculty member may designate another qualified faculty member to evaluate the work and assign the grade.
    3. In circumstances where the faculty member is unable to make such a designation or is unable to be contacted in a timely manner, and there is compelling need to complete the grading process (e.g., student would be eligible to graduate, the one year deadline is about to expire, teh course is a prerequisite for other courses), the department chair will determine how to evaluate the work and assign the grade

X. SPECIAL INSTRUCTIONS FOR INITIAL IMPLEMENTATION


None


XI. FORMS AND TOOLS/ONLINE PROCESSES


None


XII. APPENDIX


None