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 Committee Members  Jennifer Batten, Co-Chair - Physical Sciences  Kristin Roberts, Co-Chair - Computer Information Systems  Ron Ralya – Counseling and Career Center

Recent History: Grading Policy 7.10  During the February 2013 AGC meeting changes to the Grading Policy were approved, but not by an overwhelming majority.  The WP and WF grades were eliminated, leaving faculty no options but to assign grades (A-E or I) to students after 70% of the course was complete.  Several dissent forms were submitted concerning the lack of options for faculty to help students in extenuating circumstances and an unclear Incomplete grade policy.  At issue is the clarification of the I grade and the 70% time limit for a student to withdraw from a course.  The Provost has asked that a team be called upon to review the "I" and "70% Withdrawal Date" and propose some clarification.  During the February 2013 AGC meeting changes to the Grading Policy were approved, but not by an overwhelming majority.  The WP and WF grades were eliminated, leaving faculty no options but to assign grades (A-E or I) to students after 70% of the course was complete.  Several dissent forms were submitted concerning the lack of options for faculty to help students in extenuating circumstances and an unclear Incomplete grade policy.  At issue is the clarification of the I grade and the 70% time limit for a student to withdraw from a course.  The Provost has asked that a team be called upon to review the "I" and "70% Withdrawal Date" and propose some clarification.

Current GRCC Course Withdrawal 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, 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.

Withdrawal Policies at Other Colleges and Universities  GVSU - W grade (no time frame given on website) or W with Extenuating Circumstances approved by faculty, chair and Director of Student Academic Success  Ferris - 4 types of W grades: W -Withdrawal, AW -Administrative Withdrawal, WF- Withdrawal Failing, and AWF -Administrative Withdrawal Failing  Delta CC- Students can withdraw until 4/5 of the class is complete.  MSU - Students can withdraw any time up to the final exam.  WMU – Student initiated W and Hardship Panel approved W (dates not clear on web site)  WCCC- Students can withdraw up to two week prior to finals.  GVSU - W grade (no time frame given on website) or W with Extenuating Circumstances approved by faculty, chair and Director of Student Academic Success  Ferris - 4 types of W grades: W -Withdrawal, AW -Administrative Withdrawal, WF- Withdrawal Failing, and AWF -Administrative Withdrawal Failing  Delta CC- Students can withdraw until 4/5 of the class is complete.  MSU - Students can withdraw any time up to the final exam.  WMU – Student initiated W and Hardship Panel approved W (dates not clear on web site)  WCCC- Students can withdraw up to two week prior to finals.

Proposed Change to the Course Withdrawal Policy  Allow students to self-withdraw until the last regular class day.  Students would not be allowed to withdraw during the week of final exams or on the last day of class for courses that do not meet during the 14-week fall and winter semesters.  Allow students to self-withdraw until the last regular class day.  Students would not be allowed to withdraw during the week of final exams or on the last day of class for courses that do not meet during the 14-week fall and winter semesters.

Current GRCC Incomplete Grade Policy A student may request an “I” (Incomplete) from an instructor. The “I” will be assigned only when the student: 1.Has done satisfactory work in the course; and in the instructor’s judgment, can complete the required work without repeating the course. 2.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. 3.All incomplete course work will be finished by the date indicated on the Incomplete Grade Form, but not to exceed one calendar year. 4.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 A student may request an “I” (Incomplete) from an instructor. The “I” will be assigned only when the student: 1.Has done satisfactory work in the course; and in the instructor’s judgment, can complete the required work without repeating the course. 2.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. 3.All incomplete course work will be finished by the date indicated on the Incomplete Grade Form, but not to exceed one calendar year. 4.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

State Colleges/Universities and Incomplete Grade Policies College Extenuating circumstances required Student must be passing the course Time limit to complete work Formal agreement involving administration Consequence for not completing work Portion of course that must be completed GRCC yes1 yearyesE grade Deltayes 1 term near end Kelloggyes 1 year I remains Wayne County CC yes 2 termsyesE grade Ferrisyes 1 term, excluding summers F grade75% GVSUyes 1 term, excluding summers F grade WMUyes 1 year E grade MSUyes 12 weeks UMyes 4 weeks E grade70%

Proposed Clarification on Incomplete Grades Proposed Additions to the Policy:  Statement indicating the Incomplete grade is only applicable in extenuating circumstances such as: “The grade of "I" is a temporary designation that is assigned for illness, injury, birth of a child, death of a family member, jury duty or other necessary absences, generally beyond the control of the student, which prevents completion of the course requirements”. ~ Ferris State University  Statement regarding the portion of the course (either in units of time or points) that must be completed before and I grade can be assigned.  Statement regarding the fact that students should be able to complete the course work without attending the class in which the I grade was assigned during subsequent semesters. Proposed Additions to the Policy:  Statement indicating the Incomplete grade is only applicable in extenuating circumstances such as: “The grade of "I" is a temporary designation that is assigned for illness, injury, birth of a child, death of a family member, jury duty or other necessary absences, generally beyond the control of the student, which prevents completion of the course requirements”. ~ Ferris State University  Statement regarding the portion of the course (either in units of time or points) that must be completed before and I grade can be assigned.  Statement regarding the fact that students should be able to complete the course work without attending the class in which the I grade was assigned during subsequent semesters.

Proposed Clarification on Incomplete Grades Proposed Rewrite of the Current Policy: If the proceeding preceding conditions are met, it is recommended that the instructor electing to give an “I” should grade complete an Incomplete Grade Form at the time course grades are due. This form should 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 should 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 an official grade change, the “I” will default to a grade of “E” one year from the end date of the class. Proposed Rewrite of the Current Policy: If the proceeding preceding conditions are met, it is recommended that the instructor electing to give an “I” should grade complete an Incomplete Grade Form at the time course grades are due. This form should 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 should 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 an official grade change, the “I” will default to a grade of “E” one year from the end date of the class.

What to do next? Please have a discussion with your department and send any comments/feedback to the committee by November 25th. The next AGC presentation from this group is December 10 th. Jennifer Batten - Kristin Roberts – Please have a discussion with your department and send any comments/feedback to the committee by November 25th. The next AGC presentation from this group is December 10 th. Jennifer Batten - Kristin Roberts –