Grading Practices and Standards  R-7252 

7200     ACADEMIC STANDARDS AND PROGRESS
7250     Grading Practices and Procedures                                                                        

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1.0 Academic Symbols (Cal. Code Regs., tit. 5, §§ 55023,55024)

1.2  Credit/No Credit
Symbol	Definition
P (formerly CR)	Pass (At least satisfactory. Units awarded not counted in GPA.)
NP (formerly NC)	No Pass (Less than satisfactory or failing. Units not counted in GPA.)

1.3  Non-Evaluative Symbols
The following are the only non-evaluative symbols that may be used in regard to incomplete student work or lack of complete records in credit courses.
Symbol	Definition
I	Incomplete
IP	In Progress
RD	Report Delayed
W	Withdrawal
MW	Military Withdrawal

 1.3.1 Incomplete "I" Symbols

1.3.1.1 An incomplete symbol "I" may be assigned when, in the judgment of the instructor, the student was unable to complete the work of the course for unforeseeable, emergency and justifiable reasons.

1.3.1.2 The condition for removal of the "I" and the grade assigned in lieu of its removal shall be stated by the instructor in a written record which shall be given to the student with a copy filed in the Records Office.

1.3.1.3 A final grade shall be assigned when the work stipulated has been completed and evaluated, or when the time limit for completing the work has elapsed.

1.3.1.4 An "I" may not be made up later than one (1) year from the end of the semester in which it was assigned. A student may petition for a time extension due to unusual circumstances.

1.3.1.5 The "I" symbol shall not be used in calculating grade point averages, but excessive "I"s, as defined in R-2231 of the Los Rios Community College District Administrative Regulations, shall be used as factors in progress probation and dismissal procedures.

1.3.2 In Progress "IP" Symbol

1.3.2.1 The "IP" symbol shall be used only in those courses which extend beyond the normal end of the academic term. It indicates that a substantive grade must await the completion of the course.

1.3.2.2 The appropriate final evaluative grade and unit credit shall be assigned and appear on the student's record for the term in which the course is completed. The student must re-enroll in the same course until course completion.

1.3.2.3 If a student enrolled in an "open entry--open exit" course is assigned an "IP" at the end of an attendance period and does not re-enroll during the subsequent attendance period, the appropriate faculty will assign an evaluative symbol (grade) in accordance with section 1.1 (above) of these regulations. This grade shall be recorded on the student's permanent record for the course.

1.3.2.4 The "IP" shall not be used in calculating grade point averages.

1.3.3 Report Delayed "RD" Symbol

1.3.3.1 The "RD" symbol may be assigned only by the Records Office where there is a delay in reporting the grade of a student beyond the control of the student and shall be replaced by a permanent symbol as soon as possible.

1.3.3.2 The "RD" shall not be used in calculating grade point averages.

1.3.4 Withdrawal "W" Symbol

1.3.4.1 No notation ("W" or other) shall be made on the academic record of a student who withdraws from a course during the first four (4) weeks or thirty percent (30%) of a course whichever time frame is shorter.

 

1.3.4.1.1 For courses longer than thirteen (13) weeks, the shorter time frame is the first four (4) weeks.

1.3.4.1.2 For courses shorter than thirteen (13 weeks, the shorter time frame is the first 30% of the course.

 

1.3.4.2 A student who withdraws from a course between the time period identified in section 1.3.4.1 and the first seventy-five percent (75%) of the elapsed time of the course shall receive a "W". The appropriate faculty shall be notified.

 

1.3.4.3 The academic record of a student who remains in a course beyond the first seventy-five percent (75%) of the elapsed time of the course shall reflect a grade other than a "W" according to section 1.1 of these regulations. However, under extenuating circumstances, and after consultation with the appropriate instructor, a student or a student's representative may petition for a "W" grade to be recorded.

1.2.3.3.1 Extenuating circumstances are verified cases of accidents, illnesses, or other circumstances beyond the student's control.

1.3.4.4 The "W" shall not be used in calculating grade point averages, but excessive "W's," as defined in section 6.2 of these regulations, shall be used as factors in progress probation and dismissal procedures.

 

1.3.4.5 A "W" shall not be assigned, or if assigned shall be removed, from a student's academic record, if a determination is made pursuant to California Code of Regulations, Title 5, section 59300 and following (See P-2423, R-2423) that the student withdrew from the course due to discriminatory treatment or due to retaliation for alleging discriminatory treatment or that the student withdrew because he or she reasonably believed that remaining in the course would subject him or her to discriminatory treatment or retaliation for alleging discriminatory treatment.

 

1.3.4.6 The maximum number of times a student may withdraw from the same course and receive a "W" symbol is four (4). A student may enroll in the course after having received four (4) "W" symbols where the student does not withdraw prior to the date specified in section 1.3.4.1 above, the student shall receive a grade other than a "W" according to section 1.1 of these regulations. In the event the faculty does not assign a letter grade because a student has withdrawn, any subsequent "W" after the fourth one shall revert to an "F".

1.3.5 Military Withdrawal "MW" Symbol

1.3.5.1 The "MW" shall be assigned only for students who are members of an active or reserve military service, and who receive orders compelling a withdrawal from courses.

1.3.5.2 Upon verification of such orders, this symbol may be assigned at any time after the period established in Title 5 regulations during which no violation is made for withdrawals. The "MW" shall not be counted in progress probation and dismissal calculations. "W's" incurred during the period of January 1, 1990 and the effective date of this paragraph, and which meet the definition of "MW" may be changed to "MW's". (Cal. Code Regs., tit. 5, 55024)

1.3.5.3 In the case of students who are members of an active or reserve military service, and who receive orders compelling a withdrawal from courses, a community college district shall, upon petition of the affected student, refund the entire enrollment fee unless academic credit is awarded.

2.0 Pass/No Pass (Formerly Credit/No Credit) Options

2.1 Each College of the District may offer courses on a pass/no pass grading basis in either of the following categories:

2.1.1 Courses wherein all students are graded on a pass/no pass basis; (Cal. Code Regs, tit. 5            § 55022)

2.1.2 Courses wherein each student may elect, by no later than the end of the 5th week of regular semesters or thirty percent (30%) of the elapsed time of special sessions or course shorter than a regular semester, to be evaluated on the basis of pass/no pass or by letter grade.

2.2 A student may elect one course per semester to be graded on a pass/no pass grading option. The College may set a maximum limit of pass/no pass courses which can be taken by the student.

2.3 Units earned on a pass/no pass basis shall not be used to calculate grade point averages; however, units attempted for which "no pass" (formerly no credit) is recorded shall be considered in probation and dismissal procedures as covered in section 6.2 of these regulations.

3.0 Credit by Examination

3.1 Course credit is allowable based on the following provisions: (Cal. Code Regs, tit. 5, § 55050)

3.1.1 The student must be a duly-registered student in good standing and not on probation;

3.1.2 the examining instructor will be responsible for determining the scope and form of the examination;

3.1.3 the units granted by examination may not be used to satisfy the twelve (12) unit residence requirement for an associate degree;

3.1.4 a maximum of fifteen (15) credit units of catalog courses will be allowed by special examination;

3.1.5 credit by examination will be indicated by the symbol of "P" (formerly "CR"), and the student's academic record shall be clearly annotated to reflect that credit was earned by examination.

4.0 Repetition of Courses (Cal. Code Regs., tit. 5 §§55040-55046)

4.1 Definitions

4.1.1 "Course repetition" occurs when a student who has previously received a grade as defined in California Code of Regulations, Title 5, section 550213 (see section 1.1 above), in a particular course re-enrolls in that course.

4.1.2 "Extenuating Circumstances" are verified cases of accidents, illness, or other circumstances beyond the control of the student.

4.1.3 "Substandard grade" is defined as D, F, or NP (formerly NC) (as defined in Cal. Code Regs., tit. 5, § 55012

4.1.4 "Satisfactory grade" is defined as an A, B, C or P (formerly NC) (as defined in Cal. Code Regs., tit. 5 § 55023).

4.1.5 "Activity Courses" include courses where the student meets course objectives by repeating a similar primary educational activity and the student continues or builds on skills or proficiencies by supervised repetition and practice within class periods. ESL courses, foreign language courses and non-degree-applicable basic skills courses are not "activity courses."

4.1.5.1 Activity courses include, but are not limited to:

4.1.5.1.1 Physical education courses, and

4.1.5.1.2 Visual or performing arts courses in music, fine arts, theater or dance.

4.1.6 Enrollment in a course resulting in a "W" as defined in 1.3.4 is not counted toward the maximum course repetitions allowed for a substandard grade.

4.2  Except as specified in sections 4.3, 4.4, and 4.5 repetition of courses taken at regionally accredited colleges will not be allowed.

4.3 Repetition of Courses where substandard grade has been recorded (Cal. Code Regs., t. 5, § 55042)

4.3.1 Where a student has received substandard grade in a course taken at a College, a student may repeat that course up to a maximum of two times in an effort to alleviate substandard academic grade. Once a student has received a satisfactory grade in a course, he or she may not repeat that course again under this section 4.3 and any further repetition must be authorized under another subsection. The College may designate courses that require prior approval for repetition.

4.3.2. Except as provided in section 4.4, the grade and credits earned in the final enrollment shall be used exclusively in determining the the grade points earned for that particular course.

4.4 Repetition Absent Substandard Grades (Cal. Code Regs., tit. 5 § 55041)

4.4.1 Students may repeat a course where repetition is required for a student to meet legally mandated training requirements as a condition of continued paid or volunteer employment. These repetitions are not limited (Cal. Code Regs., tit. 5, § 55041).

4.4.2 The Colleges shall identify courses in their catalogs that are repeatable up to a maximum of three times beyond the first enrollment on the basis that the course content differs each time it is offered.

4.4.3 The Colleges shall identify activity courses in their catalogs that are repeatable up to a maximum of three times beyond the first enrollment on the basis that the student who repeats it is gaining an expanded educational experience for one of the following reasons:

4.4.3.1 Skills or proficiencies are enhanced by supervised repetition and practice within class periods; or

4.4.3.2 Active participatory experience in individual or group assignments is the basic means by which learning objectives are obtained.

4.4.4 Except for Visual or Performing Arts courses in music, fine arts, theater or dance which are part of a sequence of transfer courses, a student may only enroll in three repetitions of the course that involve a similar primary educational activity regardless of whether the repetitions reflect multiple enrollments in a single course or in multiple courses involving that same primary activity.

4.4.5 Where the College finds, upon a student's petition, that a student received a satisfactory grade the last time that he or she took a course and that there has been a significant lapse of time since that grade was obtained:

4.4.5.1 A College may require a student to repeat a course if the College has a properly established recency prerequisite for a course or program pursuant to Title 5, section 55003.

4.4.5.2   A College may permit a student to repeat a course if the College finds that another institution of higher education to which the student seeks to transfer has established a recency requirement which the student will not be able to satisfy without repeating the course in question.

4.4.6 Grades awarded for courses repeated under sections 4.4.1, 4.4.2 and 4.4.3 shall be counted in calculating a student's grade point average. (Cal. code Regs., tit. 5, § 55041) Grades awarded for courses repeated under sections 4.4.5 shall not be counted in calculating a student's grade point average. (Cal. Code Regs., tit. 5, § 55043)

4.5 Course Repetition Due to Extenuating Circumstances:

4.5.1 A student may petition to repeat a class in which a grade has been recorded (substandard or not) based upon the claim that the student's most recent previous grade is, at least in part, the result of extenuating circumstances. The College shall grant or deny this petition in writing. (Cal. Code Regs., tit. 5 §§ 55045, subd. (b).) A student may repeat a course under this section 4.5 up to a maximum of two times.

4.5.2 When course repetition is allowed pursuant to this section 4.5, the previous grade and credit is disregarded in computing the student's GPA each time the course is repeated.

4.6 When course repetition occurs, the student's permanent academic record shall be annotated in such a manner that all work remains legible, insuring a true and complete academic history.

4.7 Course repetition policies implemented by other accredited colleges will be honored.

5.0 Academic Renewal Without Course Repetition (Cal. code Regs., tit. 5, § 55046)

5.1 A student may have previous substandard grades earned within the District alleviated if it is not reflective of a student's current demonstrated ability according to the following regulations and procedures:

5.1.1 For purposes of academic renewal, "substandard grade" is defined as D, F, NP (formerly NC) (as defined in Cal. Code Regs., tit. 5, § 55023)

5.1.2 The maximum amount of coursework that may be alleviated is thirty (30) units;

5.1.3 A minimum of 12 consecutive months shall have elapsed since the end of the semester or summer session in which the work to be alleviated was recorded; and a minimum of twelve (12) semester units (or its equivalent) with a grade of C or Pass (formerly Credit) or better shall have been attained. The coursework must have been completed at a regionally accredited college.

5.1.4 All work on the permanent record must remain legible, insuring a true and complete academic history;

5.1.5 College procedures related to academic renewal will be published in the College catalog and will be implemented by the Office of Admissions and Records;

5.1.6 Records of academic renewal action shall be kept by the Admissions and Records Office at each College.

6.0 Academic Standing - Standards of Probation (See R-2231)

7.0 Academic Standing - Standards for Dismissal (See R-2231)

8.0 Grade Reports to Students

8.1 Instructors are responsible for providing a mid-term grade to each student. Those students whose performance is substandard (D, F, or NP (formerly NC)) will receive written notice and will be directed to counseling services for assistance. Each campus will be responsible for implementing a workable process.

8.2 Final grades will be available to students through web access.

8.3 The final grade report will indicate the student's academic and progress standing.

9.0 Grade Changes (Ed. Code § 76224; Cal. Code Regs., tit. 5 § 55025)

9.1 In any course of instruction for which grades are awarded, the instructor in the course shall determine the grade to be awarded each student in accordance with section 1.0 of this regulation. The determination of the student's grade by the instructor shall be final in the absence of mistake, fraud, bad faith, or incompetence. Procedures for the correction of grades given in error shall include expurgating the incorrect grade from the record.

9.2 "Mistake" may include but is not limited to, clerical errors and errors made by an instructor in calculating a student's grade.

10.0 Implementation of Academic Standards and Progress

10.1 Each College will implement and publicize the procedures outlined in District Policies/Administrative Regulations, (P-2231);  (R-2231);  (P-7252); and (R-7252).

Adm. Regulation Adopted:        4/19/78
Adm. Regulation Revised:         11/19/80; 1/28/81; 4/21/82; 7/12/83; 3/5/91; 6/3/02; 2/26/07; 4/27/09
Reviewed:
Board Policy:                            P-7252

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