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Grading | Records

Grading

Grade point averages are computed by assigning numeric values to the letter grades:

Letter Grade Values

A 4.0 C 2.0
A- 3.7 C- 1.7
B+ 3.4 D+ 1.4
B 3.0 D 1.0
B- 2.7 D- 0.7
C+ 2.4 E, UW, I, IE, WE 0.0

The grade given in a course is the teacher's evaluation of the student's performance, achievement, and understanding in that subject as covered in the class. The following adjectives indicate the meaning of the letter grades:

A Excellent
B Good
C Satisfactory
D Minimum passing
E Unacceptable

Hence, the grade A means that the student's performance, achievement, and understanding were excellent in the portion of the subject covered in the class.

There are prerequisites that qualify students to be admitted to the more advanced classes offered by a department. A senior has added experience, understanding, and preparation and, consequently, progresses in courses that would have been impossible when the student was a freshman. The level of performance, achievement, and understanding required to qualify for each grade that carries credit (any grade other than E, UW, I, IE, or WE) is higher in a more advanced class than in those classes that precede it, and the student is prepared to work at this higher level.

If a student withdraws officially from a class during the first ten class days of a semester or the first six class days of a term, the permanent record will not show a registration for that class. If the student properly withdraws from a class between the eleventh and twenty-fifth class days of a semester or between the seventh and thirteenth class days of a term, the record will be marked W (official withdrawal).

A WE grade will be given if a student petitions to withdraw from a class after the deadline and he or she is failing the class at that time.

A UW grade indicates that a student unofficially withdrew or stopped attending a class and did not officially withdraw with the Registration Office. An instructor should give a UW when a student stops attending a class before the nonacademic emergency deadline of a semester and does not take the final exam. In addition, if an instructor fails to assign a student a letter grade on the grade roll, the student will automatically receive the grade UW. The UW is calculated in the GPA as a failing grade.

A grade of P indicates a passing grade. It has no effect on the GPA.

The letter grade I (Incomplete) is given on a contractual basis with the instructor for students who are eligible to complete the work in a prescribed time period. An incomplete is only given when extenuating circumstances (serious illness, death in the immediate family, etc.) occur after the twelfth week of a semester or the sixth week of a term. If the extenuating circumstances arise before the twelfth week of a semester or the sixth week of a term, students should petition through the Registration Office to withdraw officially from the class(es) if they are unable to complete the course(s). The Incomplete Grade Contract must be completed and signed by the instructor and the fee paid before submission of the official grade roll at the end of the semester. A copy of the Incomplete Grade Contract must accompany the grade roll, or the grade will be changed to an E.

An incomplete is never given when one is failing or has failed the course. The instructor should indicate a specific length of time in which the student must complete the incomplete, not to exceed one year. Class attendance in a subsequent semester or reregistration is not permitted to make up the incomplete. In some special instances, such as a lab class, attendance may be required for the portion of the class or lab section missed. Once the work has been completed, the instructor should complete the portion of the Incomplete Grade Contract, showing the grade earned, and submit the form to the Records Office (B-150 ASB).

An incomplete is computed in the grade point average as a failing grade until the course work has been completed and the official grade has been submitted by the instructor.

The grade of IE indicates that the time period for completing the incomplete grade has expired. The IE grade is computed as a failing grade.

A grade of T indicates course work in progress and is only used in certain approved courses in which work may extend beyond the semester. The T grade may be changed to A, B, C, D, E, or P, depending on the grade rule for the course, when the work is completed.

NS is placed on the permanent record when a grade roll has not been submitted by the instructor, and one year is granted to effect a change. During that time, or until corrected, the NS will not be considered in computing the grade point average.

Once recorded in the Records Office, no final grade may be changed except to correct the permanent record when calculation error has been made. When such corrections need to be made, an official Grade Change Authorization Form must be completed and sent to the Records Office.

Numeric Grade Values (Law School)

In fall semester 1987 the Law School was granted permission to grade their courses on the numeric grading system. In fall semester 1994 the Law School was granted permission to change the numeric grading system to a new numeric scale. All Law School students with previously earned numeric grades had their grades converted to the new numeric scale:

1987-1994 Description Fall 1994
80-90 Superior 3.7-4.0
75-79 Excellent 3.3-3.6
71-74 High pass 3.0-3.2
66-70 Pass 2.7-2.9
59-65 Low pass 2.2-2.6
50-58 Fail 1.6-2.1

Resolving Academic Grievances

Despite the well-meaning efforts of students and faculty alike, there may be times when students feel that they have been treated unjustly or that their work has been evaluated unfairly or inadequately by an instructor. Such occasions can be even more frustrating if students are unsure of the procedure for presenting their grievance. The following guidelines should help successfully resolve the problem.

  1. Ideally, the student should first bring the grievance to the attention of the instructor involved, who is better acquainted with the situation than any other member of the faculty. Most instructors are anxious to work through differences with their students in a sensitive and fair-minded manner.
    If (a) the instructor is not available, (b) the student feels strongly that the instructor will not deal with the grievance fairly, or (c) bringing the grievance to the attention of the instructor does not resolve the problem to the student's satisfaction, the student may appeal to the chair of the instructor's academic department.
    The chair will consider the grievance and within thirty days will notify the student, the instructor, and the college dean of the decision. The decision can include a recommended grade change.
  2. If the student is dissatisfied with the department chair's decision, the student may appeal in writing to the dean of the college within which the department is housed no later than thirty days after the date of the chair's notification letter. The written appeal should include the details of the grievance and an outline of the student's efforts to resolve it prior to making this appeal to the college dean.
  3. The college dean will give the student the choice of having the grievance resolved directly by the dean or by a three-member committee chaired by a full-time member of the faculty selected by the dean. Should the student choose to have the grievance appeal heard by the three-person committee, the other two committee members will be appointed by the student and the instructor, respectively. Each must either be a full-time student or a full-time faculty member.
  4. When the grievance is heard by the dean or the committee, both the student and the instructor may call witnesses to be questioned by the other party and by the dean or committee members. The number of witnesses and the conduct of the hearing will be determined by the dean or the committee chair.
  5. The dean's or committee's decision (its majority vote) will be final and not subject to appeal. The decision can include a grade change. The student will be notified in writing of the decision within thirty days of the hearing date.
  6. Please realize that the same appeal process is available to the instructor. In other words, if the instructor is not satisfied with the department chair's decision, he or she may appeal to the college dean.
  7. The student must bring the grievance to the attention of the instructor or the department chair within one calendar year from the last day of the examination period in the semester or term in which the problem originated. For example, if the grievance occurred in the course offered winter semester, the student must initiate the grievance procedure before the final day of the following year's winter semester examination period. Where military service or an LDS mission makes it difficult to bring the problem to the attention of the instructor or department chair, a later consideration may be permitted.

Questions regarding these guidelines should be directed to the Office of the Dean of Student Life (380 SWKT, [801] 378-4668).

Scholastic Recognition Each Semester

The dean of each academic college at the close of each semester will post a list of names of undergraduate students who are ranked in the top 5 percent of their college for the given semester, who have earned a minimum of 14 credit hours, and who have earned a minimum grade point average of at least 3.5 for the semester.

Grade Reports

Grade reports are available at no charge for all day and evening school students after the semester has concluded. Grade reports will be mailed to students who leave self-addressed, stamped envelopes containing their social security number at the Records Office.

Grades can also be obtained by the student using the Touch-Tone Telephone Information System or by using an AIM terminal.



Records

Records Office (B-150 ASB, PO Box 21114, [801] 378-2631)

The Records Office is the official guardian of all permanent records of all academic work done at the university. The office is also responsible for issuing official transcripts of credit. Official transcripts include only courses completed through BYU.

Classification of Students

At the beginning of each semester, students are classified for that semester as follows:

Credit Hours Earned Classification
1-31.9 Freshman
32-63.9 Sophomore
64-95.9 Junior
96 and over Senior

Student Records Policy

Student educational records at BYU are generally accessible to eligible students according to the provisions of the Family Educational Rights and Privacy Act (FERPA). BYU has adopted an Access to Student Records Policy that explains in detail student rights relating to their educational records. A copy of the policy is available at the Office of the Registrar, B-150 ASB, Provo, UT 84602-1114.

The following is notice of student rights to their educational records, a summary of the procedures for exercising those rights, and a description of student directory information that may be disclosed to the public without the student's consent as required by law:

Eligible students, admitted and enrolled at BYU, generally have the right to:

  1. Inspect and review their educational records within a reasonable period of time upon submitting to the appropriate department managing their educational records a written request, with proof of identification, specifying the records to be inspected. The department will notify the student of the time and place the records may be inspected.
  2. Petition BYU to amend or correct any part of the education record believed to be inaccurate, misleading, or in violation of their privacy rights. Students may submit a written request to the department holding the record, clearly identifying the part of the record they want changed, and specify why it is inaccurate or misleading. If the department decides not to amend the record as requested, the department will notify the student of the decision and advise them of their right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures as outlined in university policy will be provided to the student when notified of the right to a hearing.
  3. Consent to disclosure of personally identifiable information contained in the student's educational record, except as otherwise authorized by law. Examples of exceptions to consent of disclosure include:
    • Access of educational records by BYU officials and agents having a legitimate educational interest in the records. This category generally includes any BYU official or agent who accesses student educational records for the purpose of performing a task or responsibility relating to his or her employment or professional responsibility at the university. These individuals may include faculty, administration, staff, and other university agents who manage student educational record information including, but not limited to, student education, discipline, or financial aid.
    • Parents who establish the student's dependency for federal income tax purposes.
    • Upon request, BYU will disclose educational records without consent to officials of another college or university to which the student seeks or intends to enroll.
  4. File a complaint with the U.S. Department of Education concerning failures by BYU to comply with the requirements of FERPA. The name and address of the office that administers FERPA is Family Policy and Compliance Office, U.S. Department of Education, 400 Maryland Avenue SW, Washington, DC 20202-4605.

BYU has designated the following student information as directory information that it may disclose to the public without the consent of the student:

Name
Addresses and telephone numbers
Month, date, and place of birth
Names of parents or spouse
Major and minor fields of study
Participation in officially recognized activities and sports
Weight and height of members of athletic teams
Current class schedule
Pictures
Dates of attendance (current and past)
Number of months/semesters enrolled
Class standing (freshman, sophomore, etc.)
Total hours earned
Enrollment status (full-time, part-time, less than half-time)
Degrees and awards received
Previous educational institutions attended
Anticipated future enrollments
Course registrations prior to the beginning of a semester or term
Expected date of graduation
Deferred registration eligibility
Religious affiliation to a student's local church or congregation

Students have the right to restrict disclosure of the above directory information. To request restriction of disclosure, students must file a written request on or before the tenth day of a semester or the sixth day of a term. Forms for this request are available in the Office of the Registrar.

Transcript Record Holds

A hold will be placed on a student's record for failure to meet university obligations (fees outstanding, university standards violations, etc.). Until the obligation is fulfilled, no copy of the academic record or diploma or information about the record will be released, and graduation may be delayed or denied.

Special Notations on Transcript

Grade suspension and academic dismissal appear on a student's transcript when action has been taken by the Academic Support Office (see the Academic Support section of this catalog). Univer-
sity suspension or university dismissal may appear on a tran-
script as determined by the Honor Code Office. Generally these notices do not place a hold on a student's record but do give notice to another university of action taken against the student.

Credits

Students earn approved university credit in the following ways:

  1. Complete work in regular courses offered at BYU.
  2. Complete college-level courses through Independent Study, Evening Classes, or other Continuing Education programs.
  3. Transfer credit for college-level courses completed at an accredited college or university and transferred to Brigham Young University. (See the Admissions section of this catalog for further explanation on transfer college credit.)
  4. Pass a separate examination in undergraduate courses offered by the university. Once a student has graduated, they are not eligible for challenging any additional credit at BYU unless it is specific to the graduate program to which the student has been admitted. (See current BYU Graduate Catalog for information on how to challenge graduate courses.) The courses offered in religion, cooperative education, physical education activity classes, and other activity participative courses, such as dance, music, youth leadership, and ROTC, may not be challenged. The department reserves the right to determine whether or not a course may be challenged.
    Arrangements for challenging a course are made through the chair of the department offering the course. A $20 non-
    refundable fee is charged before each separate examination.
    Students who successfully pass the examination must submit the form to the Records Office (B-150 ASB) within one year of the examination. Only students who are currently enrolled or have completed at least one course at BYU other than Independent Study courses are eligible for this option. Students who are suspended or dismissed from the university are not eligible for it.
  5. Complete the Advanced Placement (AP) examinations. Students who score a composite grade of 5, 4, or 3 in any subject may receive up to 8 semester hours of college credit in that subject.
  6. Complete the College Level Examination Program (CLEP). BYU will grant 3 semester hours of credit in each general exam in which a student scores 610 or higher. The university will also grant credit equivalent to the course that is taught at BYU for most of the CLEP subject examinations. For additional information, contact the Admissions Office (A-183 ASB).
  7. Serve in the armed forces. Students who have been on active duty in the service for more than one year can receive 1 semester hour of physical activity, 0.5 semester hour of physical fitness, and 4 semester hours in military science. Additional credit may be granted for college-level training and experience in the service. To receive credit, bring the military service DD-214 form to the Academic Advisement Office (B-268 ASB).
  8. Students who complete the International Baccalaureate (IB) examinations will receive college credit. An IB course at the subsidiary level will normally be given 3 hours of general credit. An IB course completed at the higher level may receive 6 hours of general credit and possibly fill a general education requirement.

Earning BYU Credit While on Suspension : Students who have been suspended from Brigham Young University are not eligible to enroll in courses through day school, evening school, or any of the Continuing Education programs offered by the university except those courses offered through Independent Study. Students should consult their advisement center to determine which Independent Study courses to take.

Repeating Classes

To have a previously completed course marked repeated, the new course must be equal or greater in credit hours. When a class has been repeated, the credit used in computing the grade point average is the grade and credit hours earned the last time the repeated class was taken. Students may repeat classes in the following ways:

  1. Repeat Brigham Young University courses at Brigham Young University (except for R-suffix courses—see Abbreviations and Symbols in the Using This Catalog section).
  2. Repeat at Brigham Young University courses initially taken at another university. (A statement of equivalency must be supplied by the appropriate BYU department chair.)
  3. Repeat at another institution courses taken there and have the credit transferred to Brigham Young University.

Note: A course repeated at an institution other than the one at which it was taken originally and other than at BYU will not be counted as a repeat.



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Please report any errors. Updated May 20, 1997, by web_ugrad_cat@byu.edu