Student Services Policy 80560
1. Purpose
The timely, accurate, and secure recording and maintenance of students’ grades are essential elements of academic records. Germanna has a responsibility to ensure that the processes for initial recording and any subsequent grade changes provide for integrity and confidentiality in the handling of all student grades. This policy shall establish the general grades process for Germanna Community College in accordance with accrediting guidelines and best practice.
2. Policy
1.1 Grade Submission: Grades for each session will be due two business days after completion of the session, regardless of session length, and must be entered by the instructor of record.
1.1.1 – Dual Enrollment Grades are due two business days after the course concludes at the high school, submission will be monitored by Dual Enrollment Staff
1.1.2 – Dynamic grade rosters are generated on the Monday after the class concludes and grades will be due two business days later.
1.2 When initial grades and grade changes are entered into SIS by college personnel other than the instructor of record, the grades shall be verified by an individual other than the party who entered the grade initially, to ensure that they are as assigned by the faculty on the original data entry documents.
1.3 The college will verify and monitor grade changes utilizing SIS audit trails. An audit of grade changes will be conducted each semester with a random sample of 10% of total grade changes verified for authenticity. The grades plan shall be reviewed annually.
1.4 Grade change documentation will be stored in the system of record and in the document imaging system for academic records and maintained in accordance with official document retention guidelines.
1.5 Grade changes (i.e., A, B, C, D, F, P, R, S, and U) initiated by college personnel other than the original faculty member, and grade changes for classes taken that are over one year old shall be reviewed and approved by the Vice President of Academic Affairs and Workforce Development.
3. Procedures
2.1 Faculty will enter, verify and post grades in SIS within two business days after the end of each session with a final deadline at the end of the term as posted in the academic calendar.
2.2 Grade changes must be submitted by the faculty of record using the automated grade change form. A&R Staff will make the appropriate change and a second A&R staff member will verify. Once complete documentation will be added to the student’s academic record in perceptive content.
2.3 Each Semester the Registrar will conduct an audit of grade change documentation to verify accurate and timely processing, The audit will be provided to senior leadership for review.
2.4 Annually the Registrar will initiate a review of this grade policy with Academic and Student Services leadership
4. Definitions
N/A
5. References
VCCS Policy 5.6.0 – Academic Policies
6. Point of Contact
Registrar
7. Approval and Revision Dates
Cabinet: 06/22/2022
Faculty Senate: 07/22/2022
Department Chairs: 06/28/2022
College Council: N/A
Leadership Council: 07/28/2022
First Reading – 06/30/2022
Approval – 07/28/2022