End of Semester Memo: College Policies

December 3, 2017

Please bookmark the College's website, if you have not done so already. It is the best place to initiate any inquiry about College policies, and is visited frequently by students, faculty, staff and deans.

Please also note somewhere nearby the telephone number of 924-8864, which rings at the desks of the College Information Specialist. It is a phone number where you usually avoid voice mail. You can also contact specific deans, whose numbers are listed online.

As we approach the end of the semester, I take this occasion to call your attention to some guidelines from the Faculty that exist to make the end of the semester more equitable for students and more orderly for faculty, staff, and students. By way of general reminder, all College students have an Association Dean. Refer any students in need of assistance or in regard to the points below to the Monroe Hall staff, who can schedule appointments for them with their Dean.

WITHDRAWING FROM A COURSE is no longer an option as the deadline has passed. Students now must finish the course on time or pursue with the instructor the possibility of an Extension of Time/Incomplete.

INCOMPLETES

Students are expected to finish courses on time. When this does not happen, a student (using the Extension of Time Form) may request an incomplete grade from the instructor. Having received the endorsement of the instructor, the student returns the form to Monroe Hall. All course requirements must be completed by the deadline listed on the College calendar. Once the student completes the work, the grade may be changed online. Faculty should log in to their SIS Faculty Center, navigate to the grade roster for the class in which the student was enrolled, and click on "Change Grade". All incomplete grades automatically convert to an "F" 30 days after the end of the semester.

ANY OTHER ARRANGEMENT BETWEEN STUDENT AND INSTRUCTOR IS UNAUTHORIZED AND POTENTIALLY THE SOURCE OF AGGRAVATION NO ONE NEEDS. When instructors make individual and unauthorized arrangements with students, we are unable both to maintain equity for all students AND to conduct our end-of-semester assessment of satisfactory academic progress.

FINAL EXAMINATIONS

Final exams are to be given only at the time announced on the UREG web site. Under no circumstances should class time be used for the administration of final examinations, nor may examinations be given early. An instructor may, however, give the examination on a "take home" basis during the examination period. The deadline for requesting a postponement of an examination under certain circumstances (such as a congested examination schedule) was Wednesday, November 29.

GRADES

Please note that once you post a grade a student may never do extra work to raise the grade. See the Grade Change Policy for more information.

Reporting Grades

Grades are submitted electronically through SIS or entered into COLLAB and uploaded to SIS.

Please log into SIS to verify that the SIS GRADING ROSTER (distinct from the CLASS ROSTER) accurately reflects your class's enrollment. If you notice a discrepancy, you will need to contact the College Registrar. Students needing to add a class will do so through the Dean's Office using a Late Schedule Correction Form.

Timely Submission of Grades

Grades are needed to process students for graduation and because the Association Deans have to assess and notify students of unsatisfactory academic progress and potentially blocked registrations, WE NEED TO HAVE ALL OF THE GRADES REPORTED PROMPTLY IN SIS. Every time there is a class with missing grades, it holds up the review of grades ("academic audit") for every student in the class and leads to extra and unnecessary effort on everyone’s part. Please report the grades as soon as possible and no later than 48 hours after the final examination.

ALL final grades are due by December 18 at 5:00 PM in SIS but we encourage grade submission 48 hours after the final exam. Faculty with questions about moving grades from Collab to SIS should contact collab-support@virginia.edu for assistance.

Changing Grades

No grade may be changed without the approval of the dean after it has been submitted to the University Registrar. The dean is not authorized by the faculty to change a grade submitted to the University Registrar except when an instructor certifies that, because of errors in calculation or transcription, an incorrect grade has been submitted.
 
Extra work to raise a grade, once submitted, is not permitted. The College limits the time in which a grade change is approved to the fall or spring semester following the one in which the grade was received, except when there is indication that the student violated the integrity of the course.

See Grade Changes

Grade changes due to errors in computation or transcription can now be made using the SIS. For directions click here.

Thank you very much for your co-operation in these matters.
Rachel Most, Associate Dean