Faculty-initiated grade changes
The grade assigned by the course instructor at the end of a term is the student's grade for that course. Only in exceptional cases will this final grade be changed. Such requests should be initiated by the instructor concerned through an electronic grade change request or Faculty Initiated Grade Change Request Form obtained from the Registrar's Office. Requests for a change of grade must be approved by the department chair or area coordinator (if applicable) and dean of the college or school. If the department chair, area coordinator, or dean disapproves the faculty initiated grade change request, the request will be reviewed by the Academic Affairs Committee of the IU South Bend Faculty Senate (AAC) and a recommendation from the AAC will be forwarded to the Vice Chancellor for Academic Affairs for a final decision.
Grade change requests arising from clerical errors will be considered only if accompanied by detailed explanations of how the errors occurred. Work completed after the end of a course is not an acceptable reason for a grade change. If the student is unable to finish the assigned work by the end of the term, the instructor should consider whether or not a grade of I (incomplete) is appropriate. Errors in judgment will be considered only if any reevaluation done by the faculty member applies to the whole class.
Student-initiated grade changes
If a student disputes his/her final course grade, the student must discuss the matter with the faculty member assigning the grade no later than the end of the next regular semester. Grade appeals submitted for semesters beyond that deadline and up to 3 years after the grade was originally assigned will only be considered in extremely serious and documented circumstances (e.g., prolonged hospitalization, military deployment) that prevented the student from filing the petition or the faculty member from responding within the stated time period. Grade appeals after the end of the next regular semester and up to 3 years will only be considered for grade changes to W, FN, or FNN. Grade appeals will not be accepted beyond the 3-year period.
If the faculty member disagrees with the student's case for changing the grade, the student may appeal to the Chairperson of the Department that offered the course. If the Chairperson of the Department disagrees, the student may appeal to the Dean or Program Director of the area that offered the course. If the faculty member, Chairperson, Dean or Program Director all disagree with the student's request, the student may then appeal to the Academic Affairs Committee of the IU South Bend Academic Senate. That Committee then makes its recommendation to the Vice-Chancellor for Academic Affairs, who makes a final resolution.
In those instances where either the faculty member, Chairperson, or Dean or Program Director supports the student's appeal, the student and the person supporting the appeal must submit a written appeal to the Academic Affairs Committee of the IU South Bend Academic Senate. If the course instructor is unable to submit the support documentation, the next level (department Chair, Dean) is acceptable. That Committee will review the appeal and make a recommendation to the Vice-Chancellor for Academic Affairs, who makes a final resolution. (approved by the Academic Senate 2/24/95, revised 4/19/2019).
Administrative late withdrawals
On an individual basis, student initiated grade change requests resulting in a grade of W (withdrawal) may be processed administratively by the Registrar. To be considered for an administrative late withdrawal, the student must receive favorable recommendations from the faculty member, the faculty member's department chair or area coordinator (if applicable), academic dean and meet all of the criteria listed below. The Registrar will consider the circumstances of the late withdrawal, student's academic record, student's history of previous withdrawals, and/or recommendations from the academic dean or Vice Chancellor for Academic Affairs. Administrative withdrawals will be reported to the AAC and Vice Chancellor for Academic Affairs on a monthly basis and are subject to review.
Administrative late withdrawal criteria
- The student initiated grade change request must be for the student's first semester of enrollment only. Requests for late withdrawals after the student's first semester must be reviewed by the AAC
- The request must be for all courses in the semester. Student's requesting selective withdrawals will have their request(s) reviewed by the AAC
- The request for the student initiated grade change must be from F to W. Other grade change requests must be initiated by the faculty or reviewed by the AAC
- The request for the student initiated grade change from F to W must be accompanied by supporting documentation and must be for reasons other than poor academic performance