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 Sciences Kristin Roberts, Co-Chair - Computer Information Systems Ron Ralya – Counseling and Career Center

2. Proposed Rewrite of Incomplete 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.

3. Proposed Rewrite of Incomplete Policy (continued) • 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, and the grade to be given (A, B, C, D, E) should the work remain incomplete after the allotted time. Both the student and instructor will sign the form and a copy will be provided to the student.

4. Proposed Rewrite of Incomplete Policy (continued) • Once the coursework is completed or the allotted time lapsed, the instructor will submit an official grade change within 2 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. 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 Associate Dean of Hiring and Evaluation of the School where the course resides.

5. TWO Proposed Rewrites of Withdrawal Process (W) Policy • Potential Change 1: • Allow the students to withdraw up to the 95% date • Possible Benefits: • The 95% withdrawal date allows students who wish to withdraw to continue to attend class for the additional time period. If the class is required or the student plans to retake the class, they would have the benefit of seeing the material twice. • Students who find themselves in hardship situations could simply withdraw without the burden of written appeals. • The 95% of class completion withdrawal date would align well with the proposed Incomplete Policy. • This policy change would be relatively easy implement.

6. TWO Proposed Rewrites of Withdrawal Process (W) Policy • Potential Change 1: • Allow the students to withdraw up to the 95% date • Possible Drawbacks: • Many of our transfer institutions have withdrawal deadlines that are closer to the current 70% deadline and keeping the current policy would be better aligned with community standards. • Some students use the W grade as a means to manage their GPA, which gives them a false sense of accomplishment. Expanding the W period may increase this problem. • Increasing the W period would allow more students to simply quit rather than complete a course, which is not good for the students or the completion agenda.

7. TWO Proposed Rewrites of Withdrawal Process (W) Policy • Potential Change 2: Keep the withdrawal date at 70% of course completion, but add a hardship clause through expansion of the current medical withdrawal process.* • Possible Benefits: • This policy would be aligned with many of our major transfer institutions. • As students go through this process they must consider the consequences of a W grade and their financial aid situation. • W grades would be more difficult to obtain, which may lead to more students completing classes that they would have otherwise dropped. • This policy change would be easy implemented as the process for a medical withdrawal is already established. • The Medical Withdrawal Process can be found at: *http://www.grcc.edu/counselingadvisingretentionservices/requestformedicalwithdrawal

8. TWO Proposed Rewrites of Withdrawal Process (W) Policy • Potential Change 2: Keep the withdrawal date at 70% of course completion, but add a hardship clause through expansion of the current medical withdrawal process. • Possible Drawbacks: • Students would have to go through a process that requires the completion of several steps before a W grade is granted. • It is likely that more students will receive failing grades. • Students who withdraw cannot continue to attend class.

9. Round Table Discussion • Please provide written feedback on the questionnaires at the tables. • Please also send feedback to Jennifer Batten (jbatten@grcc.edu) or Kristin Roberts (karoberts@grcc.edu) by 1/4/14. • We will be back at AGC on 1/14/2014 for the vote on these proposals.