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 occured. 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 obtain a Student Initiated Grade Change Request Form from the Office of the Registrar, prepare a personal statement documenting the reason(s) for the change of grade and discuss the grievance with the faculty member assigning the grade no later than the end of the next regular semester. The student should provide copies of applicable, supporting documentation as part of the appeal process. After the student has met with the faculty member and has received their recommendation of Yes or No, they will need to obtain recommendations from the faculty member's department chair or area coordinator (if applicable) and dean. Completed Student Initiated Grade Change Request Forms, personal statements and supporting documentation need to be returned to the Office of the Registrar for review by the AAC. The AAC will review the appeal and forward a recommendation to the Vice Chancellor for Academic Affairs for a final decision.
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