Grade Policies & Procedures
Class attendance is required. Illness is usually the only acceptable excuse for absence from class. Other absences must be explained to the satisfaction of the instructor, who will decide whether missed assignments may be made up. A student who is absent from the final examination and who has a passing grade up to that time may be given a grade of I (incomplete) at the discretion of the instructor. The student must contact the instructor within two weeks of the examination date to schedule a make-up examination. Failure to do so may result in a failing grade being awarded in the course.
Grade Appeals Process - General Information
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 are normally initiated by the instructor to correct an error in the calculation or recording of a grade.
If a student disputes his/her final course grade, the following process, which occurs within the School that offered the course, applies. The only valid reasons for requesting consideration of a grade change are:
- Miscalculation of grade (human error).
- Procedural error (e.g., failure to follow announced grading procedures).
- Non-academic reasons (e.g., discrimination that is banned by University policy)
Grade Change Request Process
Student-Initiated Grade Appeal form
- The student must discuss the matter with the Instructor within 14 calendar days of the start of the next academic term (including summer sessions). In the event that the faculty member does not respond within 14 calendar days, the student should proceed to step 2. After discussing the matter with the student, the Instructor must inform the student of his or her decision in 14 calendar days.
- If the issue is not resolved to the student’s satisfaction, the student submits a Grade Change Request form (appeal) to the Office of the Dean of the School that oversees the course within 7 calendar days of being informed of the Instructor’s decision. The form may be obtained at the Registrar’s office or online at Student-Initiated Grade Appeal form. The form must have attached documentation supporting the claim. Student-initiated grade appeals will be considered only if accompanied by a detailed explanation of the issue with supporting documentation. The personnel in the Office of the Dean will initiate the review process appropriate to the school.
- If the school-based review process cannot resolve the matter, the student and the Dean will be informed, and the Dean will initiate a review of the student’s request. As part of this review, the dean will discuss the appeal request with the student, the Instructor, and/or the Program Coordinator. In an appeal to the dean, the burden of proof rests with the student.
- The Dean must notify the student in writing of the outcome/decision (within 14 calendar days of the beginning of the review by the dean). The Dean’s decision is final.
- Exceptions to the specified time limitations will only be considered in an extremely serious and documented circumstance (e.g., prolonged hospitalization, military deployment) that literally prevented the student from filing the petition or the faculty member from responding within the stated time period.
- The total review process from faculty-student discussion to final outcome should take no longer than 45 calendar days.
Approved by Faculty Senate; Circular 11-7D; 2/17/2011
Grade Forgiveness (Academic Bankruptcy)
Overall limit on academic bankruptcy: A student is limited to two semesters of academic bankruptcy in his or her career, whether using part A, part B, or both.
Undergraduate students who have extenuating circumstances as described in the Late Withdrawal Policy, and who were not able to file a “Late Withdrawal” petition by the deadline established in that policy, may petition for Academic Bankruptcy Part A in lieu of late withdrawal. Forms for this purpose are available in the registrar’s office.
- The student must submit documentation of the reasons for failing to complete courses during the semester in question, the reasons for failing to meet the late withdrawal deadline, and a plan for insuring academic success in subsequent terms.
- A three-member committee (composed of the registrar, the director of academic advising or the dean of the student’s school (or his/her designee), and one faculty member) will review each request submitted under this policy and make a recommendation to the vice chancellor for academic affairs. The committee may ask for comments from faculty members who taught the courses the student took in the semester in question. The registrar will be responsible for convening review committees.
- If approved, all grades earned during the term in question will be excluded from the calculation of the student’s program GPA. The grades will remain on the student’s official transcript and will count in the IU GPA.
- A student may use this part of the Academic Bankruptcy policy only once.
Also, see “Late Withdrawal Policy.”
Undergraduate students who have not attended IUS for at least two years, are pursuing their first bachelor’s degree, and are returning to IU Southeast for the fall semester, 1996 or later may request academic bankruptcy. Bankruptcy means that all grades earned during the term(s) in question will not be counted in the calculation of the program GPA. The grades will remain on the student’s official transcript and will count in the IU GPA. Academic Bankruptcy Part B may be requested for no more than two terms of IU Southeast coursework. Two consecutive summer sessions may be considered a single academic term for purposes of this policy. The petition must be submitted during the first semester back at IU Southeast.
This part of the Academic Bankruptcy policy may be invoked only once in a student’s academic career. Academic Bankruptcy Part B Petition forms are available from your academic school or division.
Grade Replacement Policy (Extended X)
The following policy replaces the previous FX policy and takes effect at the start of the fall semester of 2003.
With approval from the student’s dean, an undergraduate student may repeat a course in which he or she received a grade of A, B, C, D, or F (including plus/minus grades) and have only the new grade (A, B, C, D, or F, including pluses/ minuses) count in determining the student’s grade point average. The former course and grade will remain on the transcript with an appropriate notation. Note: A grade of W or I in a repeated course will not qualify to remove the original grade.
The grade replacement policy is subject to the following restrictions:
- The option to replace grades of A, B, C, or D applies only to courses taken since the fall semester, 1996.
- Students must notify their school or division during the semester in which the course is retaken if they plan to repeat a course to replace a grade, and once such a request is submitted, it cannot be withdrawn.
- A student may exercise this option for no more than five (5) undergraduate courses totaling no more than 15 credit hours, including any courses replaced under the previous FX policy.
- A student may use the replacement policy only twice for a given course.
- Academic units retain the right to consider a student’s complete academic record for purposes of admission to an academic program or selection for awards.
- Grade replacement is available for courses taken at any Indiana University campus; however, this policy affects computation of GPA only for courses taken at IUS; student records from other campuses will reflect their grade replacement policies.
For more detailed information on the grade replacement policy, contact the Office of the Registrar.
Late Withdrawal Policy
Students who have extenuating circumstances relating to extended illness or equivalent distress that prevent them from completing their classes and that cause them not to meet the deadline for withdrawing from classes may complete a “PETITION FOR LATE WITHDRAWAL” (obtained from the Registrar’s Office).
- The deadlines for filing a “Late Withdrawal” petition are: March 15 for the immediately preceding fall semester; September 1 for the immediately preceding spring semester, and November 1 for the immediately preceding summer session(s). No requests for late withdrawal from terms before the immediately prior term will be accepted. Any requests after the established deadlines must be made through the Academic Bankruptcy Policy Part A process described above.
- A desire to avoid a low grade is not an acceptable reason for requesting a late withdrawal.
- Approval is not automatic and will be based on the criteria described in the policy above. Students will be expected to provide appropriate documentation.
- The vice chancellor for academic affairs or his/her designee will act on late withdrawal requests according to the dates, rules, and guidelines established with this policy.
- A completed withdrawal form, if approved, will be dated and processed as of the date it was originally submitted by the student to the Office of the Registrar.
Probation, Suspension, Readmission
IU Southeast Undergraduate Academic Probation and Suspension
Undergraduate Academic Probation and Suspension Policy (APSP) is designed to:
- Inform students of the academic performance expectations,
- Provide a structure for consistent intervention when students are not performing well, and
- Connect students with the staff and resources that can help facilitate their academic success.
The APSP applies to undergraduate students only.
- The APSP states the requirements and processes for good academic standing, probation, suspension, and dismissal that apply at the campus level to all IU Southeast undergraduate students. Students who have been admitted to schools that have higher standard for maintaining good academic standing than those at the campus level (e,g, Arts and Letter, Nursing, and Education) are also subject to those requirements to remain in good standing in their programs.
- Schools with program-specific requirements for good academic standing may place a student on probation or suspend a student from the program for not meeting those requirements, but the student may not necessarily be placed on probation or suspended by the campus if the student has a 2.0 Program semester/cumulative GPA or higher and chooses to pursue and is accepted into another degree program.
- The APSP policy takes precedence over qualification for student financial aid and/or maintaining student visa status.
- Students who are not in good academic standing are strongly encouraged to complete any grades of “I” (Incomplete), assess their academic problems and other factors that are interfering with success, and, if suspended, provide evidence of their ability to perform successfully upon reinstatement to IU Southeast.
A student is considered to be in good standing when maintaining an overall grade point average (GPA) of 2.0 (C) or higher. The Registrar’s Office will review students’ academic standing at the end of the fall and spring semesters. Students may monitor their own academic status by selecting the Self Service tab on OneStart.
Download the full Academic Probation and Suspension Policy (PDF) »
Academic Probation and Suspension Procedures (Probation, Suspension, Readmission)
- A student whose cumulative program GPA falls below 2.0 (C), and who has attempted at least six (6) credits of IU coursework, will be placed on academic probation.
- When a student is placed on academic probation, a letter to this effect shall be sent to the student and an electronic copy will be kept in the Registrar’s office and sent to your school/division. When a student on academic probation raises his or her cumulative GPA to at least 2.0, the student is released from probation.
- Students placed on academic probation must complete a Probation Self-Assessment form and review it with his or her academic advisor. A copy of this form will be mailed with the student's initial probation letter.
- A student who is on academic probation and who fails to make a C average or better during an academic term shall be suspended. A letter to that effect shall be mailed to the student’s residence and an electronic copy will be kept in the Registrar’s office and sent to the student's school/division. The first such occurrence of a suspension shall be for a term of one semester (summer/fall or spring). After the suspension period has lapsed, the student is eligible to enroll at IUS after meeting with an academic advisor.
- A student who has been readmitted after an initial suspension and who is suspended for the second time, shall be suspended for a term of one semester (summer/fall or spring) and must appeal for reinstatement to the dean of the school in which the student's major resides. Reinstatement is not guaranteed after a second suspension.
- A student who has been academically suspended twice before and is still below a 2.0 cumulative Program GPA and who fails to earn a 2.0 semester Program GPA in subsequent semester will be academically dismissed from IU Southeast.
- If a student is suspended after a spring semester, and s/he is registered for the following summer and fall semester, these courses will be administratively cancelled by June 1st. If a student is suspended after a fall semester, and s/he is registered for the following spring semester, these courses will be administratively cancelled prior to the first day of class.
- The director of the ACES may certify and transfer to the bachelor’s degree schools and divisions any student who has completed the entry requirements of his or her chosen school or division.
Appealing the Academic Suspension Decision
Students who fail to meet the academic standards and have mitigating circumstances may appeal the suspension decision. Please be aware that immediate readmission is not guaranteed.
Students who are not in good academic standing are strongly encouraged to complete any grades of “I” (Incomplete), assess their academic problems and other factors that are interfering with success, and provide evidence of their ability to perform successfully upon readmission to IU Southeast.
- Students must complete the Suspension Appeal Form and submit it to the Office of the Registrar. The appeal form must be submitted to the Registrar’s office within two business weeks of Registrar’s office mailing the suspension letter or the Friday before classes start, whichever comes first.
- Student must return appeal form and documentation to:
Indiana University Southeast
Office of the Registrar, UCS 107
4201 Grant Line Road
New Albany, IN 47150
- The Suspension Appeals Committee (SAC), comprised of the registrar, three faculty members and one academic advisor, will review the student’s appeal form, the information regarding mitigating circumstances, and the student’s advising file. The Appeals Committee will then render a decision.
- If a student’s petition for readmission has been approved or denied, a letter will be sent to the student.