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Policies and Procedures

Audit Policy | Cancelled Courses | Exam Scheduling Policies | Fee Payment | Grade Grievance Policy | Grade Replacement Policy | Incomplete Grades | Faculty Procedure to Remove an Incomplete  |
FNN and Fn and F Grading | Submitting Final Grades I Grades Submitted Late| Nondiscrimination Policy | Pass/Fail Option | Satisfactory/Fail Courses (S/F) I Student Code | Student ID Number


Audit Policy

Courses may be taken on an official audit basis. No credit will be given for the courses, but the audited courses will be indicated on the student’s transcript with a grade of NC. Any work required of auditors must be agreed upon by the instructor and the auditor. Any department or division has the option to exclude auditors from a particular course. All auditing students must obtain the instructor’s written permission to audit on an Audit Form, available in divisional offices or the Office of the Registrar. Auditing students pay full fees and must register during registration. Changes from audit status to credit status and vice-versa can be made only with the permission of the instructor and no later than the deadlines listed on the academic calendar.

Click here for additional information on auditing a class.

Cancelled Courses

The university reserves the right to cancel courses when enrollments are insufficient. Students officially enrolled in classes that are cancelled must withdraw from the class according to regular withdrawal procedures.

Exam Scheduling Policies

The Week Before Final Exams

No examinations are to be given during the seven calendar days prior to the last scheduled day of class. Two-hour final examination periods are scheduled to be held after the last day of class in the fall and spring semesters. Summer session final examinations are to be administered on the last class meeting day.

Changes to the Exam Schedule

For any deviation from the published final exam schedule, students are to be notified by the instructor no later than six weeks prior to the beginning of the final examination period.

Multiple Exams on the Same Day

In the event a student is scheduled to take more than two final examinations on the same day, the student may exercise the following options:

  1. Take all final exams as they are scheduled.
  2. Consult with the instructors or the departments giving the final examinations to determine if any make-up examinations are (or can be) scheduled. If no make-up examination is available, then the student must notify the instructor (or department) of the course which is to be the third examination of the day. If this notification occurs at least thirty (30) calendar days prior to the date of the conflict, that instructor (or department) will then be obligated to adjust the student’s final exam schedule.

Fee Payment

University policy requires timely payment for all charges owed to Indiana University, including but not limited to, tuition, fees, library fines, and parking fines. Failure to make payments on time will subject you to an additional charge. Any payment due to the university that is not received by the due date is subject to a late payment fee. Timely payment of your account with approved financial aid, personal check (unless restricted), credit card, or cash will ensure that you avoid the late fee assessment and keep your account in good standing.

Your registration may also be cancelled by the Office of the Bursar for nonpayment. However, it is your responsibility to formally withdraw from classes.

Grade Grievance Policy

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.

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 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, dean, or program director supports the student’s appeal, the student and the person supporting the appeal must submit (to the Office of the Registrar, Administration Building 166) a written appeal to the Academic Affairs Committee of the IU South Bend Academic Senate. That committee will review the appeal and make a recommendation to the vice chancellor for academic affairs, who makes a final resolution.

Grade Replacement Policy

This option is not available to graduate students.

The grade replacement option discussed in this document is subject to the following considerations:
The policy applies only to undergraduate courses taken by an IU South Bend student who has not yet completed a bachelor's degree. If a bachelor's degree has been awarded, in no case may a grade be replaced for a course taken prior to the awarding of that degree.

Replaced grades are merely excluded from the calculation of the cumulative grade point average (GPA). All grades will remain a part of a student's academic record. An X next to the grade on the transcript will indicate that the grade is not included in the calculation of the IU GPA. Each academic unit may use a GPA calculation that does not honor grade replacement.

A student may exercise the grade replacement policy for a maximum of three courses or a maximum of 10 credit hours. A student may exercise the grade replacement policy only once for a single course. Once invoked, a student may not subsequently request reversal of the grade replacement granted to a particular course.

The complete policy is available in the IU South Bend Campus Bulletin.

Incomplete Grades

All Incomplete grades are automatically converted to F’s one calendar year after the Incomplete was recorded. Students receiving a grade of I in a course should not register for the course a second time. Additional information is available online. See the current IU South Bend Bulletin for complete information.

Remember that if a student is attending your class to complete a previous grade of Incomplete, the student's name will not appear on you roster.  In order to award the grade you will need to submit a Removal of Incomplete form.

If you are assigning an Incomplete, be sure to give you department any necessary information on the work the student must finish.  This is usually done by completing a card and turning it in the the department.  Check with your department or school for more information.

Faculty Procedure to Remove an Incomplete

  1. Paper Form Procedures
  2. Pick up a Removal of Incomplete Form from the recorder in your department or school.
  3. Complete the form and return it to the Office of the Registrar (please do not give the form to the student to deliver).
    1. Be sure to submit the form by the deadline when Incomplete grades automatically change to failing grades (approximately 13 months after the end of the term in which the Incomplete was awarded). It is still possible to change the grade after that conversion has occurred, but it will require a formal appeal to the Academic Affairs Committee.
    2. If the student is completing the work for another instructor by attending your class, provide the appropriate grade information to the original instructor. He or she is responsible for filing the Removal of Incomplete Form with the registrar’s office.
    3. If the original instructor is no longer with the university or is unavailable (i.e., on sabbatical), provide the necessary information to the department chair. He or she will file the form on behalf of the original instructor.
  4. The dean of the student’s school may authorize the change of an Incomplete to a withdrawal by completing a Removal of Incomplete Form.
  5. The Office of the Registrar will notify the student of the new course grade and update his or her student record.
  1. eGrade Change Request Procedures
  2. Log into your OneStart Account.
  3. Click on Faculty Systems on the left side of the screen.
  4. Click on eGrade Change to go into the system.
  5. Select the correct Term for the grade you would like to change.
  6. *If you have taught on multiple campuses, make sure you select the correct term and campus combination. Once you are done click continue.
  7. Select the course for which the grade has changed. *Rosters with an approved and posted status are able to be revised. All others will not allow access to change grades. Once you have verified that you have the correct course and student you can click continue to go on. If you do not see the students name listed on the roster he/she may have added the course late. If this is the case you would then need to follow the procedures to complete the paper form.
  8. A list of students with a grade for that class will be displayed. Select the radio button next to the correct student. *If there is not a button displayed you will need to follow the precedures to complete a grande change form by paper. Once this is done click continue.
  9. Then select the new grade from the Select Grade drop down menu and select a reason for the grade change from the Select Reason for Grade Change drop down menu. *This is a required field. Once you are done you will click continue.
  10. Any notes that you may have can be typed into the Rationale for Grade Change text box. *This is a required field.
  11. Once you have input all of the proper informaiton you may click submit to finalize the request. Once the request is finalized, the instructor and student will receive an email message notifying them that the change in SIS is complete.

FNN and FN and F Grading

In compliance with University Faculty Council Policy (FN Non-Attendance, March 1999), faculty members are required to differentiate students who fail a class because they quit attending from those who failed the class on merit.

FN - The grade of FN should be given to those students who attended your course and their lack of attendance is the basis for a failing grade.  If you enter a grade of FN, a last date of attendance must also be entered into the Last Date Attend field.  Give your best date for when the student either last attended or participated in the course.  This may be the last quiz or assignment that was turned in or, if you take attendance, a more exact date.  The system will not let you enter a date in this field that is not within the term begin and term end dates.  The grade of FN will be treated on the transcript in the same way we handle the grade of F.  The student will not see the FN.

Should you award an FN grade, please record the date you provided on the roster in your own records, such as your grade book.  Use of the grade will provide documentation required by the auditors to comply with federal financial aid regulations.

FNN - If the student never attended the class, enter a grade of FNN.  It is not necessary to enter a Last Date of Attendance with the FNN grade.  The grade of FNN will be treated on the transcript in the same way we handle the grade of F.  The student will not see the FNN. 

F - You should, of course, still award an F to any student whom you have determined has "earned" it, whether as a result of poor academic performance or spotty attendance.

Submitting Final Grades

The Office of the Registrar relies on timely submission of grades so that we are able to provide the grades to students as soon as possible. According to the guidelines established by the University Faculty Council, final grades are due to the Office of the Registrar 48 hours after the examination.

Final grades are submitted by faculty through an on-line process.

  1. Grades submitted via Oncourse CL: Must be approved/saved/submitted no later than 8:00 pm to guarantee overnight posting to SIS, with availability the next morning on OneStart.
  2. Grades submitted via Onestart must be approved/saved/submitted no later than 10:00 pm to guarantee overnight posting to SIS, with availability the next morning on Onestart.

*Note: Once grades have been submitted, grade changes may be made only via faculty IUSB eMail, eGrade Change or submission of the Grade Change Form to the Office of the Registrar.  Removal of Incompletes, however, may be done electronically via eGrade Change, or by submitting the Grade Change Form.  After the Corrected Grades period, all grade changes must be submitted via appeal to the Academic Affairs Committee.

Grades Submitted Late

Grades not turned in by the deadline will result in grades on "NR" being sent to the student.  Late grades may also result in a student not being allowed to return for the next semester, not being allowed to compete in intercollegiate athletics, or not able to receive financial aid.  We will notify students with the grades of any late rosters,, but that will not occur for 2-3 weeks after the end of the term.  To save yourself phone calls from concerned students, parents, and school recorders, please get your grades in on time.

Indiana University Code of Student Rights, Responsibilities, and Conduct

The Indiana University Code of Student Rights, Responsibilities, and Conduct, provided to students upon initial registration, contains the rules and regulations by which Indiana University students must abide. This book includes information on student rights and responsibilities, complaint procedures, misconduct, disciplinary procedures, and due process. A copy of the code is also available on the Web at: http://www.dsa.indiana.edu/Code/

The Office of Student Judicial Affairs will adjudicate violations of the code. The goals of this office are:

  1. To promote a campus environment that supports the overall education of the university;
  2. To protect the university community from disruption and harm;
  3. To encourage appropriate standards of individual and group behavior;
  4. To foster ethical values and civic virtues;
  5. To foster personal learning and growth while holding individuals and groups accountable to the standards or expectations established in the Indiana University Code of Student Rights, Responsibilities, and Conduct.

The following is a partial list of university policies contained within the code:

Academic misconduct
Cheating, plagiarism, violation of course rules
Personal misconduct on university property
Classroom disruption
Possession of firearms or other weapons
Physical/verbal abuse of any person
Unauthorized possession or use of alcoholic beverages
Unauthorized possession or use of illegal drugs
Personal misconduct not on university property
Altering academic transcripts
Battery
Drug trafficking
Sexual assault
Unauthorized use of a computer off the campus to obtain access to information on campus
Participation in group violence

Please reference the entire code for a complete listing. It is the responsibility of the student to know of the prohibited actions such as cheating, fabrication, plagiarism, academic, and personal misconduct, and thus, to avoid them. All students are held to the standards outlined in the code.

Nondiscrimination Policy

Indiana University and IU South Bend pledge to continue their commitment to the achievement of equal opportunity within the university and throughout American society as a whole. In this regard, IU South Bend will recruit, hire, promote, educate, and provide services to persons based upon their individual qualifications. IU South Bend prohibits discrimination based on arbitrary considerations of such characteristics as age, color, disability, ethnicity, gender, marital status, national origin, race, religion, sexual orientation, or veteran status.

Pass/Fail Option (P/F)

An undergraduate student may enroll in up to a maximum of eight elective courses to be taken with a grade of P (Pass) or F (Fail) during the program. The Pass/Fail option may not be taken when otherwise restricted by division regulations. See the current IU South Bend Bulletin for complete information. Applications for the Pass/Fail option are available at your academic division office. Completed applications must be turned in to the Office of the Registrar by the deadline listed on the academic calendar.

Click here for additional information about the Pass/Fail Option.

Satisfactory/Fail Courses (S/F)

Some Indiana University courses are offered on an S/F (Satisfactory/Failure) grading basis. S/F courses are noted as “S/F GRADED” in the schedule. In such cases, all students enrolled in the course will receive a grade of S or F, not regular grades of A, B, C, or D. S grades cannot subsequently be changed to a regular letter grade. Click here for additional information about Satisfactory/Fail courses.

Student ID Number

To help maintain the privacy of students’ Social Security numbers (SSN), the Student Information System (SIS) uses a random primary identifier for student records called the University ID (UID). The UID replaces the student identification number (often the Social Security number) as the key to student records.

While the Social Security number is no longer the record key, it remains the only absolute, unique identifier for a student. The Social Security number is important to uniquely identify an admissions application, registration and course enrollment documents, transcripts, certification requests, and permanent academic records. The SSN is also necessary to determine eligibility and as an identifier for federal grants and loans, and other federal financial aid programs.

In accordance with the Privacy Act of 1974 and Indiana Code 4-1-8, applicants for admission and enrolled students are advised that the requested disclosure of their Social Security numbers is voluntary. The applicant or student has the right to refuse disclosure of this number or request its removal from records without penalty. Note, however, that refusing to disclose the Social Security number would make a student ineligible for participation in federal financial aid programs.

How Do I Find My University ID Number?

Currently enrolled students may obtain their University Identification number (UID) via the Self-Service tab in OneStart. The OneStart navigation is listed below:

  1. Log in to OneStart.
  2. Click on the "Self-Service" tab. (If you don’t see the "Self-Service" tab, click the "More" tab, then click the tab labeled "Self-Service".)
  3. Locate the Personal Info section.
  4. Click on the link labeled "University ID Number/Personal Info Overview".
  5. Click  on the link labeled " View My Current Information, including University ID number".

If you require technical assistance with OneStart, contact the IT Help Desk (helpdesk@iusb.edu).