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Grades and Performance Evaluations: A Faculty Handbook [Home] [Grading—Undergraduate Students] [Grading—Graduate Students] [Grading—All Students] [Submitting Evaluations ] [Deliquent Evaluations] [Telephone Reference] [Appendixes] Procedures for Grading—Undergraduate
Students
Students may elect one of two grading options: Pass/No Record (P/NP) or letter graded (A, B, C, D, F). Grade notations are defined as follows (SCR A9.1.1 and 9.1.3): A = Excellent B = Good C = Fair D = Poor F = Fail I = Incomplete P = Pass, equivalent to a C or better NP = Not Pass W = Withdraw (for letter-graded courses only) Courses in which a student receives a grade of P, A, B, or C may be used to satisfy both major and General Education requirements. Credit courses graded D will allow the student to earn credit toward the degree, but cannot be used to satisfy any major or General Education requirement. (SCR 10.2.2.1 and 10.4.7). Assignment of Grades—Instructor Responsibility The instructor in charge of a course is solely responsible for the grades assigned subject to the policies and regulations of the Academic Senate. The deadline for selection of either the P/NP or letter grading option is the third week of the quarter, and the deadline to drop, the fourth week. Students who select the letter-grade option may still withdraw (request a W grade) by the deadline during the 9th week of instruction (see Withdraw Grade below). At the end of each quarter, the instructor must assign a final grade based on the work required for the entire course to each student enrolled in that course. An I grade may be assigned, if appropriate (see Incompletes below). The grade option selected by the student will appear on the end-of-term Course Report with the grades appropriate for each option outlined on the back. Grades submitted which are inconsistent with the grading option selected by the student, will be recorded as an interim grade by the Registrar’s Office which will request further clarification from the instructor.
An incomplete may be assigned when a student’s work is of passing quality but incomplete, and the student has made arrangements with the instructor in advance to receive an I. (SCR A9.1.6) The student must complete the course work and petition to remove the incomplete (pay the $10 fee) no later than the last day of finals of the subsequent term unless an earlier date has been specified. After completing the appropriate portion of the petition, the instructor should submit the petition to the department office for transmittal to the Office of the Registrar. (Students should not act as messengers once the instructor portion has been completed.) Incompletes may not be removed using the form, Instructor Initiated Change of Grade, unless the incomplete was a clerical or procedural error and the course work was completed by the last day of the quarter in which the student was enrolled in the course. (SCR A9.1.6) Students who elect a letter grade may withdraw from the class between the last day to drop (the end of the fourth week of instruction) and prior to the beginning of the last week of instruction by filing the Petition to Request a “W” (Withdraw) Grade at their college office. No approval from the instructor or college is required. (SCR A9.1.3) Students who have requested a ‘W’ prior to the printing of the Course Reports will have the grade type ‘WG’ displayed on the Course Report. After the deadline to request a W has passed, the Office of the Registrar will forward lists of all students who have requested a W to the department office for distribution. It is not necessary to mark (“bubble”) a grade on the Course Report. Writing a narrative evaluation is optional.
An evaluation for an undergraduate student in a credit course who receives a grade of P, A, B, C or D is required. (SCR 9.2.1) An evaluation for an undergraduate student with a grade of No Record (NP), Fail (F), Withdraw (W) or Incomplete(I) is not required. Evaluations for courses not offered for credit are also not required. However, an evaluation including a brief explanation of why the NP, F, W, or I grade was warranted may help the student, the college academic preceptor, and academic standing committees. The evaluation for an NP, F, W, or I grade will not appear with the student’s official transcript, but a copy will be provided to the student and the college (and may be considered if the student is being reviewed for college or department honors). As an alternative, a separate letter to the student’s college may be written. *Note: When a grade is changed (e.g., NP to P, I to P), attach the new evaluation to the forms (Instructor Initiated Change of Grade or Petition for Removal of Incomplete).
Students who entered UCSC for the first time in the fall of 1997 and after and who elect letter grades in at least 2/3 of their credits attempted overall, will have a cumulative grade point average calculated and recorded on their official transcript (UCSC GPA) (SCR 9.4.1). Undergraduates must have a minimum C average (2.0) in all courses attempted for a letter grade at the University of California in order to meet UC graduation requirements (UC GPA), regardless of whether they meet the criteria for a UCSC GPA on their transcript. (SR 634) Students who entered UCSC prior to fall 1997 may have elected letter grades in many of their courses, but are not eligible to receive a grade-point average on their transcript. These students must still meet the UC requirement of a minimum GPA of 2.0, calculated from all letter-graded courses taken at UCSC fall 1997 and after and all letter-graded courses from other UC campuses, in order to receive a degree from the University of California.
Calculating the Grade Point Average The GPA is calculated by dividing the total number of grade points earned by the total number of letter-graded credits attempted. Courses with grades of P, NP, I, IP, W, “blank” or the interim grades NC, AC, and Z are excluded from the grade point average calculation. Grade points are assigned according to the scale A=4, B=3, C=2, D=1, F=0.
Undergraduates may repeat courses in which they earn a D, F, W, or NP. Courses in which students earn a D or F may be repeated only for a letter grade, not on the P/NP basis. Courses in which students earn a grade of NP may be repeated at the student’s option for either the P/NP or letter grade basis. Credit towards the degree for a repeated course will be given only once, but the grade assigned each time will be permanently recorded on the official transcript (except NP notations, which do not appear on the official transcript). In computing the GPA for undergraduates who repeat courses, only the grade and corresponding grade points earned the last time a course is taken will be used. Students may only repeat a maximum of 15 credits of D or F graded courses and have the first attempt excluded from their GPA. After the 15-credit maximum is reached, the GPA will be based on all grades assigned and total credits attempted from that point on. Repetition of a course more than once requires approval of the student’s college. SCR A9.1.8, 9.4.1.E and 10.1.2 contain the general policies about repeating courses.
Under certain conditions, students can petition to receive course credit by completing an appropriate body of work. The instructor’s signature on the Credit by Petition (CBP) form indicates your willingness to administer an examination or to review the student’s course work. The signature of the chair, provost or dean verifies that the faculty member signing as instructor is a regular instructor in the course and that the course is appropriate for the awarding of credit by the credit by petition process. The provost or preceptor’s signature certifies that the work involved represents a reasonable program of study for the student. Students must be registered and enrolled in the quarter in which they file the Credit by Petition (CBP). The examination or course work must be administered by a regular instructor of the course. Teaching Assistants are not eligible to sponsor Credit by Petitions. The requirements for the CBP may consist of a paper, project, test, or any form of course work the instructor requires. The credit appears on the transcript under the quarter the petition is filed. Certain courses may not be taken by petition. These courses include but are not limited to those involving field trips; classes with unique and essential in-class experiences; individual and field studies (including, but not limited to, courses 93, 99, 193, 198, 199); student-directed seminars; seminar presentations; group projects; and courses a department no longer offers. Course-sponsoring agencies (departments, colleges, programs, and divisions) may designate other courses which may not be taken by petition. Pass/Not pass is the only grading option available for Credit by Petitions (CBPs); an incomplete or a letter-grade is not available. Students may petition for credit in quarters the course is not taught as long as the course has not been cancelled by the department. The Credit by Petition (CBP) may not be used to avoid paying registration fees for a quarter or Summer Session, or to receive credit for a course a student audits while not registered at UCSC (SCR 6.7.1 through 8).
Students may audit (sit in on) a course with the permission of the instructor in charge, if space is available after all students who wish to enroll officially have done so. Auditors ordinarily do not write papers or take exams. Instructors are not obligated to devote time to their work. Since auditors are not enrolled in the class (they will not appear on class lists, or the Course Report), no record is kept and no grade notation, evaluation or credit can be given. Students who have been barred or disqualified for academic or disciplinary reasons, withdrawn, or are on leave-of-absence are not eligible to audit classes.
Final examinations must be given in all undergraduate courses unless the course-sponsoring agency has requested and obtained permission from CEP to exempt particular courses from the final. Guidelines for final examinations, which have been approved by CEP are included in Appendix E. (SCR 8.3.1 and SR 770 and 772)
Comprehensive Exit Requirement Each student who receives a bachelor’s degree from UCSC must pass a comprehensive examination or senior thesis administered by the department and approved by CEP. Comprehensive examinations and senior theses are graded honors, pass, or fail. Narrative evaluations written for comprehensives graded honors or pass become part of the student’s official transcript. (SCR 8.1.1, 8.1.2, A9.3.1)
Students Enrolled via Intersegmental Cross-Enrollment The cross-enrollment program permits students who are enrolled in other segments of public higher education (California community colleges, and CSU) who meet certain eligibility criteria to enroll at UCSC in one course each semester or quarter on a space-available basis without being formally admitted to a degree program. Cross-enrolled students are subject to the campus’s grading policies, procedures and deadlines, and must meet the same requirements of academic preparation as regularly enrolled students. If space is available and the student has met the prerequisites, instructors can permit students to cross-enroll by providing them a permission code. Cross-enrolled students will be listed on the course report provided by the Office of the Registrar. Courses taken through Intersegmental Cross-Enrollment appear on the UCSC transcript. Students Enrolled via University Extension—Concurrent Enrollment The UNEX Concurrent Enrollment program permits members of the community to enroll in courses offered on the UCSC campus on a space available basis without being formally admitted to a degree program. A UCSC student who has not yet earned the degree is permitted to take a maximum of 5 credits through Concurrent Enrollment to apply to their UCSC degree. Students who are enrolled through UNEX’s Concurrent Enrollment program will not be listed on the course report provided by the Office of the Registrar, but on the Class List and Grade Report provided by UNEX. Concurrent Enrollment students are graded according to University Extension policy with courses and grades appearing on the University Extension transcript. Narrative Evaluations are not required for UNEX students, but may be submitted to the University Extension’s Office. (Narratives for UNEX students should not be sent to UCSC’s Narrative Evaluation Office.)
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