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Southern Polytechnic State University
Policy and Procedure Manual
P&P Number: 304.0

Original Date: November 1987
Last Revision: March 1994
Current Revision: March 2002

Course Syllabi, Grading, and Final Exams

Overview

This P&P includes the following main sections:

Background
Course syllabi and drop date
Grading system
Cumulative grade point average
Additional information on SPSU's grading policy
SPSU's policy on final exams

Background

Southern Polytechnic State University believes that students deserve a certain level of uniformity in the procedures used in courses throughout the institution. As well, the Board of Regents has policies regarding grades. Thus the purpose of this P&P is to describe university procedures with respect to three specific items: course objectives, grading, and final examinations.

Course Syllabi

All faculty members, both part-time and full-time, normally will distribute syllabi to their students no later than the end of the drop/add period for the semester or by the second meeting of the class. Syllabi also must be on file in the program office.

These syllabi should contain clear course objectives, against which student performance should be measured. The syllabi also should clearly set forth information about turning work in, the penalty for failure to meet deadlines, grading procedures, weighting of various assignments for grading purposes, and any penalty for excessive class absences.

Note:

Each semester, faculty will make available to their students an evaluation of academic progress in the class on or before the drop date. The evaluation must be in the form of graded/evaluated class assignments, examinations, papers, essays, or projects returned to the students on or before the drop date.

Grading System

According to the policy of the Board of Regents, all institutions in the University System of Georgia are on a 4.0 grade point average system. The following grades are approved for use by institutions in determining the grade point average (GPA):

Grade	Description	GPA	Quality Points
A	Excellent	4.0	"
B	Good	3.0	"
C	Satisfactory	2.0	"
D	Passing	1.0	"
F	Failure	0.0	"
WF	Withdrawal after deadline	0.0	"

The following symbols are approved by the Board of Regents for use in the cases indicated, but they will not be included in the determination of the grade point average.

Symbol	Description and Use
I	This symbol indicates that the student was doing satisfactory work but, for non-academic reasons beyond his/her control, was unable to meet the full requirements of the course. The requirements for removal of an "I" are left to the respective institutions; however, if an "I" is not satisfactorily removed after two semesters of residence, the symbol "I" will be changed to the grade "F" by the appropriate official. (See section below on SPSU's grading policy--Removal of an Incomplete.)
W	This symbol indicates that a student was permitted to withdraw without penalty. Withdrawals without penalty will not be permitted after the mid-point of the total grading period (including final examinations) except in cases of hardship as determined by the appropriate official of the institution.
V	This symbol indicates that a student was given permission to audit this course. Students may not transfer from audit to credit status or vice versa.
K	This symbol indicates that a student was given credit for the course via a credit by examination program approved by the institution's faculty (CLEP, AP, Proficiency, etc.)

Cumulative Grade Point Average

The cumulative grade point average in each institution of the University System of Georgia will be calculated by dividing the number of hours scheduled in all courses attempted in which a grade of A,B,C,D,F, or WF has been received into the number of grade points earned on those hours scheduled.

The cumulative grade point average will be recorded on the student's permanent record.

Institutional credit shall in no way affect the cumulative grade point average.

Other averages may be computed by the institution for internal uses as may be required.

Institutions are permitted to use other than the Uniform Grading System for the purpose of grading student progress in developmental studies.

Additional Information on SPSU's Grading Policy

In addition to the grading policies described above, SPSU has the following policies concerning grades:

Grade Issues	Policy Description
Grade of "F"	This grade "F" is assigned for a student whose academic scholastic performance is unsatisfactory. If the course is required or if the student desires credit for the course, the course must be repeated at Southern Polytechnic State University with a passing grade before credit can be allowed, except as noted below.
Classes with Labs	For subjects including both class and laboratory work, both portions are considered essential and the grades on each will be combined at the end of the semester and reported as one. Failure in either class or lab may result in failure of the entire course.
Academic Dishonesty	A grade of "F" is assigned if a student is removed from class under the provisions of the section on Academic Dishonesty in the General Catalog.
Withdrawal After Deadline	If a student withdraws officially after the end of the fifth calendar week of the semester, a grade of "WF" in a course is recorded and counted in the student's scholastic average as a failing grade.
Removal of an Incomplete ("I")	An incomplete must be removed during the next semester in which the student is in residence. Otherwise, the registrar shall convert the "I" to an "F". If the course is required, the student must repeat it. At the end of the second semester of nonattendance following the semester the "I" was given, if the "I" has not been removed, then the course must be repeated if it is required. The "I" grade remains on the student's record, but it is not reflected in the student's scholastic average. To change a student's grade from "I" to another grade, the instructor fills out the appropriate form obtained from the program or school office and submits it to the program head, who then submits it to the appropriate dean. Students with extenuating circumstances who are unable to satisfy requirements to remove an "I" from their record, can, in their next semester in residence, petition the appropriate committee (Undergraduate Student Status Committee or Graduate Programs Committee) for an extension. The committee will consider each request on its own merit.
"IP" In Progress	The "IP" grade is used in conjunction with selected institutional credit courses and only to indicate satisfactory progress at the end of a semester when course requirements extend an additional semester or semesters. The "IP" grade will not be counted in the student's scholastic average.
Grade Changes	Grades that have been assigned to students by an instructor may be changed no later than the end of the second semester after that in which the grade was awarded. Grade changes must be initiated by the instructor. Grades included in the provision are "A", "B", "C", "D", and "F". If the instructor determines that there are valid grounds for changing a student's grade, he or she obtains a form for grade change from the program, completes it, and submits it to the program head, who then submits it to the appropriate dean.
Reporting of Final Course Grades	Each program head is responsible for ensuring that all faculty in the program report final grades in a timely fashion to the Registrar's Office of the university. The program office should keep hard copies of the final grade sheets for at least three calendar years.

SPSU's Policy on Final Exams

Issue	Policy Description
Scheduling of Examinations on the Last Two Class Days	For courses in which students take a final examination, professors will not give tests or quizzes that have a value exceeding fifteen percent of the final grade on the last two class days of an academic semester, as defined by the official academic calendar. On these final two days, professors in classes without a final examination may give tests or quizzes exceeding fifteen percent of the final grade.
Program Final Examinations	Final exams should be given during the final exam period, not during regular class sessions at the end of the term. Any deviations from this policy must be approved in writing by the dean. If the faculty believe that a class should not include a final exam, such exceptions must be approved in writing by the dean of the respective school. In all cases, students should be informed of such information in a timely fashion.
Exemptions from Final Exams	The faculty of the program will determine whether students who have an average of "A" in a course may be exempted from final examinations. The program faculty will also decide which courses this exemption applies to, and students in courses that allow the exemption of the final exam will be notified by the faculty member.
Administration of Final Examinations	A schedule of final examinations will be prepared and distributed by the Registrar' Office. All final examinations will be administered at the assigned time according to the published schedule. Prior written approval must be obtained from the vice president for academic affairs in order to change the time for administering a final examination from the published schedule. Examination schedule conflicts are to be resolved as follows: The course with the highest catalog number will reschedule the exam. If two courses share the same numerical description, then the program designation first in alphabetical order reschedules the exam. Students must inform instructors of exam conflicts at least one week before the exam. If a student is scheduled to take three or more final examinations on the same day, the student may request his/her instructors to reschedule the exams. The procedure described above to resolve schedule conflicts applies. The courses with the two lowest catalog numbers are not rescheduled.

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