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UIC TA Handbook - Appendix A: University Policy on Grading, Attendance, Testing, and Academic Integrity

GRADES

Grades are submitted online in the Portal https://my.uic.edu. See the Grading Manual: A Handbook for Faculty at http://registrar.uic.edu/uic_faculty_staff/grades/grading_manual.html, for more information.

A - 4 grade points per credit hour
B - 3 grade points per credit hour
C  - 2 grade points per credit hour
D - 1 grade point per credit hour (not accepted as degree credit at the graduate level)
F -  0 grade points per credit hour (failure; not accepted as degree credit)

S - Satisfactory (no grade points; not calculated in GPA)
U - Unsatisfactory (no grade points; not calculated in GPA)
I - Incomplete (no grade points; not calculated in GPA)
DFR - Deferred (no grade points; not calculated in GPA)

The grades listed above are the only grades eligible for an instructor to assign and submit for a course. 

When a course is finalized though the governance approval process, the grade mode is established. 

  • The majority of courses are designed for a standard grade mode, which means only grades of A-F can be assigned.
  • S and U may be used only as final grades in graduate thesis and research courses numbered 598 and 599, in graduate and undergraduate courses carrying zero credit, and in other courses for which they have been specifically designated, such as Independent Study courses. 
    • Note:  S/U is not the same as CR/NC (see Auxiliary Symbols below).
  • There are a few courses that allow the instructor the choice of either standard grade mode (A-F) or S/U, but they are probably only at the graduate level (some departments allow this for their Independent Study course).
  • I - Incomplete. An incomplete grade may be given only if, for reasons beyond the student's control, required work has not been completed by the end of the term. Incomplete grade with an approved extension of time to complete the final examination or incomplete coursework. Undergraduates who fail to complete their work within one term (one calendar year for those not in residence) will have their I changed to F (F by rule). Graduate students will not have their grade changed to F, but will have the I as a permanent part of their academic record after one calendar year.
  • DFR - Grade temporarily deferred. Deferred grades may be used for thesis courses, continuing seminar, sequential courses, and certain courses that require extensive independent work beyond the term. The use of this grade is restricted to courses that extend for more than one term. It should not be used in cases when incomplete coursework needs to be completed. In these cases, an I should be assigned. Specific examples of situations when a DFR is appropriate are:
    • Graduate Students: Thesis courses (labeled 598 and 599), research-oriented courses and seminars, most independent study courses, and 400- and 500-level sequential courses.
    • Undergraduate Students: Thesis courses, honors courses, study abroad, and independent study courses that extend for more than one term.
       

NOTE: Upon completion of a course sequence, a final grade should be reported for each term for which a DFR was assigned. Use a Supplemental Grade Report to report the final grade. Please include course number, term of registration, and the credit and grade (S or U).
 

A DFR must be assigned on the Final Grade Roster at the end of each term during which the deferment is in effect. No credit is earned until the DFR grade is converted to a permanent grade.

Auxiliary Symbols

NR - Not Reported
         Recorded when a grade is not submitted by the instructor following end-of-term grade roll
NV - Not Valid
         Recorded when submitted grade is not consistent with the grade mode assigned to the course
W -  Officially withdrew from a course without GPA penalty
CR - Credit
        Used only in courses students have approved under the Credit/No Credit Option
        Note: CR was formerly designated as P (Pass)

NC - No Credit
         Used only in courses students  under the Credit/No Credit Option
         Note: NC was formerly designated as F (Fail)

S* -  Satisfactory
        Course does not apply toward earned hours or graduation
        Note:  S* is distinct from S (i.e. “S” without asterisk)

NOTE: The auxiliary symbols The other auxiliary symbols cannot be assigned by an instructor, and are recorded on the student’s record via administrative action.

  • W - Withdrawn. Officially withdrawn from the course without academic penalty; no credit is earned for the course. Assigned if the course is dropped after the tenth day of the semester (fifth day in summer) and before the last day of instruction for the term. This grade will remain on the transcript but does not affect the grade point average.
  • CR/NC - he Credit/No Credit option is offered in order to encourage students to explore areas of interest they might otherwise avoid because of the possibility of low grades. It attempts to promote intellectual curiosity and to reduce the anxieties of adjustment and grade competition while still granting credit. The rules governing the eligibility, use, and administration of the Credit/No Credit option differ for graduate and undergraduate students as described below. For all students, the option must be elected by the tenth day of instruction and cannot be revoked after the tenth day of instruction.
    • Graduate Students
      • The courses are not within the student's immediate area of specialization.
      • Such courses account for no more than one-sixth of the total number of course hours taken at UIC and counted toward a degree.
      • The student declares his/her intention to take a course on this basis at the time of registration and has the approval of his/her advisor and the director of graduate study.
    • Undergraduate Students
      • The student must be in good standing as defined by the college.
      • No more than 21 semester hours of credit may be earned under the Credit/No Credit option. If a student withdraws from a Credit/No Credit course before the end of the last day of instruction in the tenth week of the term, the credit hours the course carries will not count toward the total of 21 authorized.
      • No more than one course per term may be taken under the Credit/No Credit option.
      • The Credit/No Credit option may not be used in any course required for the major, including prerequisite and collateral courses.
      • The Credit/No Credit option may not be used for English 160 and 161.
      • A college or school may institute more restrictive policies for any or all of the above provisions.
      • Instructors are not informed that the Credit/No Credit option has been elected and will assign a letter grade in the usual manner. The Registrar retains a record of that letter grade but it is not entered on the student transcript except as hereafter provided.
      • For undergraduate courses taken under the Credit/No Credit option, a CR is recorded on the transcript if the letter grade A, B, C, or D is earned. If the letter grade F is assigned, an NC is entered on the transcript. Grades of I and DFR will be replaced by a CR or NC upon completion of the courses or converted to F if the course completion deadline for an I is not met.  For graduate courses, CR will be recorded if the letter grade of A, B, C is earned.  If the letter grade D or F is assigned a NC is entered on the transcript.
      • Grades of CR and NC are not used in the computation of the grade point average.     Grades of CR and NC are final and cannot be reconverted to letter grades except under the following circumstances: If, during the student's final term prior to graduation, it is found that one or more of the courses needed to satisfy the requirements of a student's major field were completed under the Credit/No Credit option at UIC prior to the declaration of the major or prior to intercollegiate or intercurricular transfer, the student may elect that a sufficient number of "CR" grades be replaced by the originally assigned letter grades to meet major requirements. Only the minimum number of reconversions will be made. If such a minimum can be met by more than one selection of reconversions, the student may indicate a preference. This same policy will apply in the case of any additional restriction instituted by a college or school.

Repetition of Courses

Teaching Assistants are advised to inform students to consult with their college advisor if they ask about repeating a course.  There is a specific policy and limitations at the undergraduate level.

Undergraduate Students

Students may repeat a course to increase their knowledge of the subject matter. There are circumstances under which repeating a course is advisable and to a student’s advantage. There are also circumstances where repeating a course may disadvantage a student and narrow a student’s options. Some colleges require students to discuss any plan to repeat a course with their academic advisor before they register to repeat the course.

Courses with A or B grades may not be repeated. Normally, courses with a C grade may not be repeated. Courses with D or F grades may be repeated once without written permission. In all cases, the original grade for the course and the grade for each repeat will appear on the transcript. The original grade will be calculated into the grade point average.

Graduate Students

Graduate students may repeat a course for credit if:

  • The course is designated in the timetable with the phrase "May be repeated for credit."
  • The course was one in which a D, E, or NC was received. In such cases the course can be repeated only once toward the degree requirements.
  • The course is one in which a student received an I that has become permanent (as specified by policy for graduate students).

With the permission of the Director of Graduate Studies of the student’s program, a course may be repeated for which the earned grade was above a D, if retaking it is to strengthen the student’s grasp of knowledge.  Only the last instance of registration will be counted towards degree requirements.

Attendance

  • The University allows each instructor to establish attendance requirements. Therefore, individual course regulations about class attendance are the prerogative of the instructor. Each instructor must decide whether to excuse an absence from class and determine the conditions under which a student may make up work.
  • The instructor is responsible for making his/her requirements clear to students.
  • The university recognizes a student's responsibility for attending classes as constant. "Excused absences" cannot be given by anyone else in the University. All absences must be explained to the instructor upon request.
  • If the student has been absent due to extended illness or severe personal problems, he or she should notify the Associate Dean or Assistant Dean of Student Affairs. A dean will the notify the individual instructors and the student's college office in an attempt to facilitate student-initiated arrangements for making up required work. All information related to an extended absence will be treated as confidential.

Cancelled Class Sessions

Department offices are responsible for posting a notice at the classroom that a scheduled meeting of that class has been canceled.

Public Posting of Grades/Test Scores

The Family Educational Rights and Privacy Act (FERPA) of 1974, as amended, contains provisions which strictly limit the disclosure of personally identifiable information contained in students' education records. As such, FERPA prohibits the use of identifiers for posting public notices to students regarding their course grades or scores received on a test. Identifiers would include the UIN, student's name, etc., and cannot be defined as "directory" or public information. However, FERPA would not prohibit the posting of grades by a code number, provided that the knowledge of the code number is appropriately restricted to University officials who have a legitimate educational interest.

UIC Student Records Policy

As required by FERPA, the University's Student Records Policy outlines procedures covering the privacy rights of students. The policy requires all members of the faculty, administration, and support staff to respect the confidentiality of the student information to which they have access. They are bound by the conditions outlined in the policy relative to the release of student information. Complete information is available on the Registrar’s website at http://registrar.uic.edu/campus_policies/records_policy.html.

Mid-Term Grades

The Committee of Associate and Assistant Deans are requesting that Instructors in 000- and 100-level courses evaluate student performance by midterm.  Midterm grades will be collected for students enrolled in 000- and 100-level courses.  These grades are not recorded on the student’s permanent record and are advisory grades used for counseling purposes.  See http://registrar.uic.edu/uic_faculty_staff/grades/midterm_grading.html.

Submitting Grades

Instructors are allowed to submit mid-term and final grades online during specified times. The schedule for the current term is at http://registrar.uic.edu/uic_faculty_staff/grades/submission_schedule.html.

Grade Changes/Supplemental Grade Reports

Instructors may initiate changes to grades on a student's record by submitting a Supplemental Grade Report. For most scenarios, there are two methods to change the grade, online through Faculty Self-Service and using the paper Supplemental Grade Report form.  The paper Supplemental Grade Report Form may be obtained from your department office.

Grades can be changed for the following purposes:

instructors may initiate changes to grades on a student's record by submitting a Supplemental Grade Report.

  • To replace an I (Incomplete) with a final letter grade. Requires instructor’s signature only.
  • To replace a DFR (deferred grade) with a letter grade. Requires instructor’s signature only.
  • To correct a previously submitted erroneous grade. Signatures of both the instructor and the department chairperson are required.
  • To replace an NR (Not Reported) with a final letter grade. The signatures of the instructor, the department chairperson, and the dean of the college are required.
  • To report proficiency exam credit. The signatures of the instructor, the department chairperson, and the dean of the college are required.  The dean's signature, however, is not required if the form is used to indicate the successful passing of a proficiency exam lower than a 300-level course.

In any of the above scenarios, all Supplemental Grade Reports will require the College Stamp or Signature of the student's College at the time the course was taken to denote that they have received and approve such changes. (The online version is automatically routed to the college.) The Registrar will not process any Supplemental Grade Reports that do not include ALL necessary signatures. Please note: that any grade changes from the Supplemental Grade Report submitted will only be indicated in the student academic history and cannot be viewed via Faculty Self Service printable class list summary options online.

Final Exams

  • Final exams are given during the sixteenth week of the semester at the option of the instructor. They may not be given earlier.
  • The instructor is the only individual authorized to permit a student to defer a final exam.
  • No formal instruction of any kind may be given during the final examination period.
  • The instructor has the option of giving combined-section final exams.
  • The final exam schedule is specified for every term at https://registrar.uic.edu/current_students/calendars/final_exam_schedule.html.

Student Grade Reports

Students do not receive a formal grade report but have access to their grades by logging into their Student Self-Service account in the UIC Portal, www.my.uic.edu. After grade roll for the term is completed, at the end of the term, the current term’s grades are added to the records the student can view.

Guidelines Regarding Academic Dishonesty

Academic dishonesty includes, but is not limited to:

  1. Cheating. Either intentionally using or attempting to use unauthorized materials, information, people, or study aids in any academic exercise or extending unauthorized assistance to or receiving unauthorized assistance from another person on any examination or assignment.
  2. Fabrication. Knowing or unauthorized falsification, reproduction, lack of attribution, or invention of any information or citation in any academic exercise.
  3. Academic dishonesty/Plagiarism. Intentionally or knowingly representing the words or ideas of another per­ son as one's own in any academic exercise.
  4. Bribes, Favors, Thefts. Bribing or attempting to bribe, promising favors to or making threats against any person, with the intention of affecting a record of a grade or evaluation of academic performance. Any conspiracy with another person who then takes or attempts to take action on behalf of or at the direction of a student.
  5. Examination by Proxy. Taking or attempting to take an exam for someone else is a violation by both the student enrolled in the course and the proxy or substitute.
  6. Grade Tampering. Any unauthorized attempt to change actual change, or alteration of grades or any tampering with grades.
  7. Non-original Works. Submission or attempt to submit any written work authored, as a whole or in part, by some­ one other than the student.

Academic Irregularities

When there are breaches of academic honesty, it is incumbent upon the instructor to see that the appropriate action is taken. Faculty members may choose to deal with these matter through the Office of the Dean of Students. Through this process, faculty members are able to impose one of the following sanctions:

  • Redoing the assignment
  • Failure on the assignment
  • Failure of the course

Faculty members may also impose one of the sanctions noted above without contacting the Office of the Dean of Students. However, to ensure consistency in dealing with these matters, and to provide the necessary safeguards for faculty who discover academic irregularities, the use is highly recommended.

A faculty member may also choose to file a formal Academic Integrity Misconduct Incident Report available at https://dos.uic.edu/. In doing this, the allegations made by the faculty member will be adjudicated, in most instances, through a student judicial hearing. Both the judicial hearing and the liaison process are components of the Student Disciplinary Procedure which is overseen by the UIC Senate and is administered through the Office of Dean of Students. Sanctions which may be imposed when a student is found guilty of an act of academic dishonesty by a hearing subcommittee include:

  • Developmental Sanction. The student is requested to rewrite the paper or take an equivalent exam or assignment.
  • Failure or Grade Modification.
  • Disciplinary Probation. Implies that repetition of an act of academic dishonesty will result in suspension or expulsion from the University. Probationary status does not become part of a student's permanent record.
  • Suspension. Student may return with probationary status after a specified period of time.
  • Dismissal. Student has the right to apply for readmission after a specified period of time.
  • Expulsion.

Questions regarding any aspect of handling academic irregularities may be addressed to the Office of Dean of Students, Suite 3030, Student Services Building (SSB), 1200 West Harrison Street, (312) 996-4857.