Policies

Grading Policy

Department responsible: Registration & Records
Owner: Registration & Records
Pertains to: All Students
Description: The following section outlines the Hamline University Grade Definitions and Grading Information.
Details:

Grade Definitions and Grading Information    

Grade   Honor Points Definitions    
     
A 4.0 Excellent
A- 3.7  
B+ 3.3  
B 3.0 Good
B- 2.7  
C+ 2.3  
C 2.0 Fair
C- 1.7  
D+ 1.3  
D 1.0 Barely Passing
D- 0.7  
F 0.0 Failing-no credit
HP * High Pass
P * Pass-(Equal to a C- grade or better), internships,credit by examination, and student teaching courses.
N * No credit
W * Withdrawn
EX * Term registered, final grading into later term.
I * Incomplete-indicates further work is to be completed. Unless finished by the terms of the incomplete contract, the grade becomes F or N.
AU * Audit
     
* Not computed in GPA.
Grades must be a C- or higher to apply to major, minor, or certificate requirements. Graduation requirements are not considered complete until all courses have final grades (no incompletes; no ungraded courses).


Auditing Courses

Full-time students may audit courses without extra charge with permission of the instructor involved. Such auditing must be recorded with the Registration and Records office. A $100 fee is charged for part-time and special students choosing to audit. An audit registration form is available in Student Administrative Services or at www.hamline.edu/registrar/forms. A final grade of AU is assigned to the student’s permanent record. No credit is earned. An audit is irreversible; once registration is entered on an audit basis, it cannot be changed to a credit basis.

Faculty Initiated Grade Change

Faculty members may apply to change a student’s initial grade up to a year after the grade was initially due. The requested change is pending approval of the respective Dean’s office. The faculty initiated grade change form (Application for Change of Undergraduate Grade) can be download via the Faculty Services tab in Piperline under the “Hamline Faculty Document Menu.” Faculty log-in is required to access the form.

Student Initiated Grade Change and Appeal

Grade Change
Students may request of their instructors course grade changes based on a claim of clerical mistake, oversight, omission, or arbitrary and capricious grade assignment and must do so within 30 calendar days of the date the grade was issued. The grade change procedure is not to be used to challenge grades on individual assignments. It is the responsibility of the student to determine whether the grade change request must be made sooner than this deadline in situations where prerequisite course requirements are involved in the student’s course sequence.

Students must meet with their instructor to request a grade change. To start the grade change request process, the student must contact the instructor to request a face-to-face meeting, and the instructor must respond in a timely manner to schedule the meeting. If the instructor or the student is no longer on campus, or if the student has a compelling reason why a face-to-face meeting would not be feasible, the instructor will engage in timely written communications with the student about the grade change request.

A decision regarding a requested grade change will be made by the faculty member within three weeks, or, if the request was submitted on a date outside the dates of a full semester (as defined by the program offering the course), within three weeks after the start of the academic semester following the receipt of the grade change request. By the applicable deadline, the faculty member will notify the student of the decision regarding the grade change, and, if the faculty member decides to change the course grade, the faculty member will also notify the Registrar. The Registrar will send confirmation of the grade change to the faculty member and student.

Grade Appeal
No grade appeal may be filed unless a grade change has first been sought and a decision reached. The grade appeal procedure shall be utilized if a student has been unsuccessful in achieving a grade change and wishes to pursue the matter further. As with grade change requests, the appeal procedure is only for course grades and is not to be used to challenge grades on individual assignments. In addition, the appeal procedure may be used only when the student contends that the course grade was assigned on an arbitrary or capricious basis. “Arbitrary or capricious” implies that:

The student has been assigned a course grade on the basis of something other than his or her performance in the course; or

The course grade is based upon standards that are significant, unannounced and unreasonable departures from those standards articulated in the course description or standards otherwise clearly conveyed to the students in the course.

Grade appeal process

  1. The student must first communicate with the instructor and request a grade change under the grade change process identified above.

  2. If the student is unsuccessful in achieving a grade change and wishes to further pursue the matter, he or she must submit a completed Grade Appeal Request Form, with all materials supporting the grade appeal, to the department chairperson or designated academic administrator (or Dean, if the department chairperson or designated academic administrator was the instructor).

    Students can download the Grade Appeal Request Form at hamline.edu/registrar/forms. The student is to complete Part 1. Department chair or dean will complete Part 2. Both forms, completed and signed, are required.
  3. The student must request the grade appeal no later than six months following the end of the academic term in which the course was taken, or within 30 calendar days of notification from the instructor as to the decision on the grade change request, whichever is later. Any application for a grade appeal after this deadline will not be accepted.

  4. The department chairperson or designated academic administrator (or Dean, if the department chairperson or designated academic administrator was the instructor) will consider the appeal and may request additional information if needed for consideration of the grade appeal.
  5. The department chairperson or designated academic administrator (or Dean where applicable) will make his or her best effort to communicate with the instructor regarding any grade appeal and allow for input from the instructor.
  6. A decision will be made by the department chairperson or designated academic administrator (or Dean where applicable) within three weeks of receiving the Grade Appeal Request Form, or, if the request was submitted on a date outside the dates of a full semester (as defined by the program offering the course), within three weeks after the start of the academic semester following the receipt of the grade appeal submission. This time line and the proceedings under this policy may be adjusted at the discretion of the department chairperson or designated academic administrator (or Dean where applicable) in the circumstances where the student has alleged a violation covered by the Discrimination and Harassment Policy in the award of a final grade.
  7. The department chairperson or designated academic administrator (or Dean where applicable) will provide notification of the decision to the student, the instructor, the Dean, and the Registrar, and will provide the student a copy of the Grade Appeal Request Form with the department chairperson’s or designated academic administrator’s section completed.
  8. If the student wishes to appeal the initial grade appeal decision, he or she may request, in writing, a review by the Dean of the department in which the course was taught. If the department chairperson or designated academic administrator was the instructor of the course and the Dean decided the initial grade appeal, the student may appeal by requesting, in writing, a review by the Provost's Office. The written request in either event must include a copy of the Grade Appeal Request Form, as completed by the person who decided the initial appeal, and all documents submitted with the form. The request must be received within 30 calendar days of the date that the student was notified of the initial grade appeal decision. The Provost shall make a decision within 30 calendar days of receipt of the appeal materials. This decision is final.

  9. The Provost's Office will notify the student and the instructor of the final decision and provide the student a copy of the Grade Appeal Request Form with the Dean’s section completed. The Dean, or the Vice President of Academic and Student Affairs, will notify the Registrar of any course grade change.

Incompletes

Regularly scheduled courses, independent studies, and internships are to be completed within one term. With an instructor’s approval, a student may take an incomplete (“I”) in a course. An “I” will be given only in unusual circumstances that are beyond the control of the student. An “I” cannot be granted for failing or uncompleted work (a substantial portion of the work must have already been completed). An instructor must update an “I” to a final grade within four months after the end of the registration term (or by August 31 if the student intends to graduate in the summer). Otherwise, the “I” will convert to an “F” grade.

If an “I” has been converted to an “F,” the student may complete the necessary coursework, at the instructor’s discretion, within one year in accordance with the grade change policy. The student may not complete coursework after that time.

Note: All instructors enter “I” grades via Piperline before a term’s grading deadline. However, for undergraduate students, the instructor must also file an agreement for an incomplete (completed between the undergraduate student and the instructor) with his/her department chair before the final grade deadline for the term. The form is available at www.hamline.edu/registrar/forms.

Pass/No Pass Grading Option

Students are allowed one P/N course for every academic year at Hamline. Students must declare their intent to take a course P/N by the official drop/add date of that term.

The card must be signed by the student’s advisor, the course instructor, and delivered to the Student Administrative Services office by the published deadline. Once declared, the P/N decision is irreversible.

A grade of P is given only for courses that would otherwise be graded C- or higher. Not all courses may be taken on a P/N basis (first-year seminar, for example). Instructors are under no obligation to offer a P/N option in a class. Courses required in a student’s major should not ordinarily be taken P/N and some departments do not allow P/N options to majors. Students on academic probation may not take a course P/N. Internships and student teaching do not count in the student’s one-per-year limit.

Repeat of D, F, or N Grades

Only those courses in which grades below a C- were received may be repeated for credit/GPA purposes. All grades earned remain permanently on the transcript record; however, only the grade and credit recorded for the last time the D, F, or N graded course is taken are used in the calculation of the cumulative GPA and credits earned. Students incur normal tuition charges for repeated courses. When a repeated course is a transfer course, the repeated grade is not counted in the Hamline GPA.

Grade Reports, Transcripts, and Records

Grade reports are available for students to view on the university’s secure website (Piperline at www.hamline.edu/piperline). Midterm grades are reported for fall and spring terms only and are not part of a student’s permanent record. Final grades are available approximately two weeks after the last day of the term.

Students’ records are confidential and information is released only at the request of the student or of appropriate institutions and officials. For the protection of current and former students, all transcript requests must be submitted in writing and personally signed. No transcript will be released until all financial obligations to Hamline have been met. A transcript request should be submitted at least three days in advance of the date on which it is needed, one week in advance during registration and commencement periods. For more information, see www.hamline.edu/transcript. Once students are awarded their undergraduate degrees from Hamline, no changes can be made to their official academic records.

Transcripts and other documents submitted from other institutions and agencies are the property of Hamline University and will not be reissued to applicants, students, alumni, or other parties.