Revisiting the 70% Withdrawal Date and Incomplete Grades: Grading Procedures Policy 7.10

1. Revisiting the 70% Withdrawal Date and Incomplete Grades: Grading Procedures Policy 7.10 Committee Members • Jennifer Batten, Co-Chair - Physical Science • Kristin Roberts, Co-Chair - Computer Information Systems • Ron Ralya – Counseling and Career Center

2. Current Incomplete (I) Grade Policy A student may request an “I” (Incomplete) from an instructor. The “I” will be assigned only when the student: • Has done satisfactory work in the course; and (b) in the instructor’s judgment, can complete the required work without repeating the course. • If the proceeding conditions are met, the instructor electing to give an “I” should complete an Incomplete Grade Form at the time course grades are due. This form will indicate actions the student will undertake to finish the course, when those actions will take place, and the grade to be given (A, B, C, D, E) should the work not be completed. Both the student and instructor will sign the form. Copies will be provided to the Registrar, the student, and the instructor. If an instructor does not submit an Incomplete Grade Form or complete a grade, the “I’ will default to a grade of “E” one year from the end date of the class. • All incomplete course work will be finished by the date indicated on the Incomplete Grade Form, but not to exceed one calendar year. • If the student is not satisfied with the decision of the instructor, or in the event of further unforeseen, extreme or unusual circumstances, a written appeal for an extension can be made to the Dean or Associate Dean of the School

3. Overview of Proposed I Grade Policy Changes • A statement indicating that the incomplete grade is only applicable in extenuating circumstances was added. • A statement regarding the approximate portion of the course that must be completed (90%) in units of time or points before an incomplete grade can be assigned was added. • A statement regarding the fact that the student should be able to complete the coursework without attending the class in which the I grade was assigned during subsequent semesters was included. • The Registrar’s Office will no longer receive a copy of the Incomplete Grade Form, but the DH/PD will receive and maintain a copy. • A 10 day time frame for faculty to submit a grade change upon completion of the coursework was added. • The statement about student satisfaction with the instructor’s decision was removed as grade dissatisfaction should go through the Grade Appeal Process.

4. Proposed Incomplete (I) Grade Policy An incomplete (I) grade can be temporarily assigned in the event of extenuating circumstances such as illness, injury, birth of a child, death of a family member, jury duty or other situations that are beyond the control of the student and prevent completion of the course requirements during the semester. The following requirements must be met in order to receive an incomplete (I) grade: • The coursework up to the time of the absence has been satisfactory and in the instructor’s judgment, the student can complete the required work without repeating the course or attending any class sessions in subsequent semesters. • Approximately 90% of the course time has elapsed or coursework has been completed as determined by the instructor. • An incomplete form has been completed. This form will indicate the actions the student will take to finish the course, when those actions will take place (not to exceed one year), and the grade the instructor will submit (A, B, C, D, or E) should the work remain incomplete after the allotted time. Both the student and instructor will make every effort to sign the form and a copy will be provided to the student and the instructor’s Department Head/Program Director. Once the coursework is completed or the allotted time lapsed, the instructor will submit an official grade change within 10 business days. If the course work is not completed and/or the instructor does not submit an official grade change, the incomplete (I) grade will default to a grade of “E” one year from the end date of the class. In the event of further unforeseen, extreme or unusual circumstances, a written appeal for an extension can be made to the Associate Dean of Hiring and Evaluation of the School where the course resides.

5. Vote- Incomplete (I) Grade Policy • Vote Yes to accept the updated Incomplete Grade policy. • Vote No to keep the policy in its current form.

6. Current Withdrawal (W) Grade Policy Withdrawal Process (W): Students may drop a class and receive a “W” until the date of 70% of class completion, as noted on the instructor’s class roster. Students must initiate all drops, using the online center or in person at the Enrollment Center. Instructors may not assign a “W” as a grade. Students will not be able to initiate a drop (W) and receive a “W” during the final 30% of the class; they will receive, based upon graded and missed work, the grade they have earned (A, B, C, D, or E).There is no penalty to the student’s GPA for receiving a W in the Grand Rapids Community College grading system. Transfer institutions may have policies governing the impact of W grades at their institutions.

7. Overview of Proposed W Grade Policy Changes • It is proposed that the current Medical Withdrawal process be expanded to include other circumstances and become a Hardship Withdrawal process. • If the student has a documented illness, injury or death involving themselves, a significant other or a family member, they can apply for a Hardship Withdrawal under the proposed policy and receive a W grade in a course or courses. • Language regarding the potential impact of W grades on financial aid and at transfers schools was added. • Language changes were made. For example, “Students may drop a class...” is now “Students may withdraw from a course …”

8. Proposed Withdrawal (W) Grade Policy Students may withdraw from a course and receive a W grade until the 70% date of course completion (as noted on the class roster) through the Online Center or at the Enrollment Center. After the 70% date, students may not initiate a course withdrawal or receive a W grade and the final course grade (A, B, C, D, or E) will be assigned based upon all graded and missed assignments. Instructors may not assign a W grade. However, during the last 30% of a course, students who have a documented extenuating circumstance such as an illness or injury, or the illness, injury or death of a significant other or family member can apply for a Hardship Withdrawal through the Office of the Associate Dean of Student Success and Retention. Students may apply to withdraw from a single course or multiple courses. There is no impact on the student’s GPA for receiving a W grade in the Grand Rapids Community College grading system; however, other institutions may have different policies governing the impact of W grades on transfer student acceptance and/or their calculated GPA. In addition, W grades may have a  negative impact on financial aid eligibility.

9. Vote- Withdrawal (W) Grade Policy • Vote Yes to accept the updated Withdrawal Grade policy. • Vote No to keep the policy in its current form.