Grades & Grading Policies

Academic Record Symbols

From MCCCD Board Policy/Administrative Procedure 4230

1.  Evaluative Symbols

(Satisfactory or better—units awarded not counted in GPA. Has the same meaning as "CR" as that symbol was defined prior to July 1, 2008.) Students must make application to the Admissions and Records Office before 30 percent (see college calendar) of the class has elapsed.

NP     No Pass

From MCCCD Board Policy/Administrative Procedure 4232

(Less than satisfactory or failing—units awarded not counted in GPA. Has the same meaning as "NC" as that symbol was defined prior to July 1, 2008.) In the Probation and Disqualification procedures, "NP" grades are punitive.

2.  Non-Evaluative Symbols

I         Incomplete

Incomplete academic work for unforeseeable, emergency, and justifiable reasons at the end of the term may result in an "I" symbol being entered in the student's record. The condition for the removal of the "I" shall be stated by the instructor in a written record. This record shall contain the conditions for the removal of the "I" and the grade assigned in lieu of its removal. This record must be given to the student with a copy on file with the Admissions and Records Office until the "I" is made up or the time limit has passed. 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 passed.

The "I" may be made up no later than one semester following the end of the term in which it was assigned.

The "I" symbol shall not be used in calculating units attempted nor for grade points. The student, with instructor's concurrence under extenuating circumstances, may request an extension of the time limit for making up the "I" by petitioning to the Committee on Exceptions.

IP          In Progress

The "IP" symbol shall be used only in those courses that extend beyond the normal end of an academic term. It indicates that work is "in progress," but that assignment of an evaluative symbol (grade) must await its completion. The "IP" symbol shall remain on the student's permanent record in order to satisfy enrollment documentation. The appropriate evaluative symbol (grade) and unit credit shall be assigned and appear on the student's permanent record for the term in which the course is completed. The "IP" shall not be used in calculating grade point averages. 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 in that course during the subsequent attendance period, the appropriate faculty will assign an evaluative symbol (grade) in accordance with subdivision (a) of Section 55023 of Title 5 of the California Code of Regulations to be recorded on the student's permanent record for the course.

RD        Report Delayed

The "RD" symbol may be assigned by the Admissions and Records Office only. It is to be used when there is a delay in reporting the grade of a student due to circumstances beyond the control of the student. It is a temporary notation to be replaced by a permanent symbol as soon as possible. "RD" shall not be used in calculating grade point averages.

W         Withdrawal

Withdrawal from a class or classes shall be authorized by the following conditions:

1.  Students who withdraw from class during the first 10 percent (see college calendar) of the term of the course will have no entries made on their permanent record.

2.  Students who withdraw from class between 10 percent and 75 percent (see college calendar) of the class term will have a "W" entered on their permanent record unless an individual instructor designates an earlier date.

WARNING: An individual instructor may require that students commit themselves to taking an earned grade before 75 percent of the term has elapsed. The instructor must have specified in a written syllabus at the beginning of each term this date—falling between 30 percent and 75 percent of the term—after which students would be assigned the grade earned instead of a "W." The instructor must also have filed his or her syllabus with the registrar for the early withdrawal date to be effective.

3.  After 75 percent (see college calendar) of the term, students shall receive one of the following grade symbols: A, B, C, D, F, P, NP, IP, RD or I.

4.  Under extenuating circumstances students may be authorized to withdraw from class(es) after the 14th week or 75 percent of the term, whichever is less. Requests for authorization to withdraw under these conditions must be submitted to the Committee on Exceptions.

5.  The "W" shall not be used in calculating grade point averages, but excessive "W"s shall be used as factors in probation and dismissal procedures (Section 55024 of Title 5 of the California Code of Regulations).

6.  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 Sections 59300 et seq (Title 5 of the California Code of Regulations) 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.

MW     Military Withdrawal

From MCCCD Board Policy/Administrative Procedure 4231

Military withdrawal denotes withdrawal without penalty. This grade is not considered for progress probation. This grade is used when an active duty military or reservist has received orders to transfer as in accordance with Section 55024 of Title 5 of the California Code of Regulations.

Credit by Examination

A notation shall be added to the transcript when a course is taken by examination.

Grade Point Average

One question you will consistently hear as a student is, "What is your grade point average?" Grade point average, otherwise known as GPA, has important and far-reaching effects on your academic standing. Therefore, it is important to be able to calculate your GPA.

To calculate your GPA you will need a current and complete transcript or an accurate record you have kept yourself. This record needs to include all the courses you have taken, the grades you have received in those courses, and the number of units of each of those courses. It will also be helpful if you have a calculator handy.

Calculating GPA

The first thing you will need in order to compute your GPA is the total number of graded units you have completed. To do this you will need to add up the units of courses for which you received a letter grade (A, B, C, D or F). This will give you your total letter-graded units.

Although most courses are letter graded, there are some courses that are only offered on a Pass/No Pass (P/NP) basis. These courses do not influence your GPA at all, but may effect your financial aid. After you have added your total number of letter-graded units, you will need to calculate the total number of grade points. To do that you will need the following information:

For every letter-graded course you have taken, multiply the number of units the course is worth by the corresponding number of grade points you earned as dictated by the grade you received (see Table 1). For example, if you got a "C" in a five-unit math course, your grade points for the course would be:

5 (number of units) x 2 (grade points for "C" grade) = 10 points

Continue in this manner for all letter-graded courses you have taken and then add those numbers to get the total number of grade points you have completed. The final step in calculating your GPA is to divide your total number of grade points by your total letter-graded units. GPA = total grade points / total letter-graded units.

Example: You have taken the following courses with the corresponding grades:

Pass/No Pass

MCCCD Administrative Procedure 4232

Courses may be offered in either or both of the following categories:

• Courses in which all students are evaluated on a "Pass-No Pass" (P/NP) basis.
• Courses in which each student may elect at the time of enrollment, or before thirty percent (30%) of the class has elapsed, by making application to the Admissions and Records Office, to take the course on a "pass-no pass" (P/NP) basis.

A student electing to be evaluated on the P/NP basis will receive both course credit and unit credit upon satisfactory completion of the course. In computing a student's grade-point average, grades of "P" and "NP" are omitted.

A passing ("P") grade is granted for performance that is equivalent to the letter grade of "C" or better. A student who fails to perform satisfactorily will be assigned a no pass (NP) grade. The student is held responsible for all assignments and examinations required in the course. The standards of evaluation are identical for all students in the course.

In the progress probation and dismissal procedures "NP" grades are punitive. (See "Academic Progress")

Grade Change Requests

MCCCD Board Policy/Administrative Procedure 4231

• The instructor of the course shall determine the grade to be awarded to each student.
• An instructor may issue a grade change of an evaluative grade (A, B, C, D, F, P or NP) to another evaluative grade for a period of up to three years.
• The determination of the student's grade by the instructor is final in the absence of mistake, fraud, bad faith, or incompetence. "Mistake" may include, but is not limited to, errors made by an instructor in calculating a student's grade and clerical errors. "Fraud" may include, but is not limited to, inaccurate recording or change of a grade by any person who gains access to grade records without authorization.
• A student who is considering a request for change of an evaluative grade should note the following definitions taken from Black's Law Dictionary:
  • Mistake—some unintentional act, omission, or error by the instructor.
  • Fraud—an intentional perversion of the truth for the purpose of inducing another to part with something valuable or to surrender a legal right.
  • Bad Faith—synonymous with fraud, neglect, or refusal to fulfill some duty or contractual obligation, not prompted by an honest mistake as to one's rights or duties.
  • Incompetence—lack of ability, legal qualification, or fitness to discharge a required duty.
• The removal or change of an incorrect grade from a student's record shall only be done pursuant to Education Code §76232 or by an alternative method that ensures that each student shall be afforded an objective and reasonable review of the requested grade change.
• A student who requests a change from an evaluative grade to another evaluative grade must first discuss the matter with the instructor in person, by e-mail, or by telephone within sixty (60) days of the date when the official grades are posted. If the concern occurs in the summer or between semesters and the student is unable to contact the instructor, then the student should contact the Vice President of Student Services or Dean of Counseling and Special Services for directions about how to proceed. Such a request should be made only if the student claims that the grade was based on mistake, fraud, bad faith, or incompetence, and has evidence to substantiate the claim.
• Changes to a student's grade can be made only by the instructor, except in the case of fraud, bad faith, or incompetence, or if the instructor is not available. In the case of a request for change from an evaluative grade to another evaluative grade, if the student wishes to pursue the matter beyond discussion with the instructor, the student must discuss the matter with the department chair in person, by e-mail or by telephone, within ten (10) days after the student's discussion with the instructor ends. The department chair will investigate and address the student's claim in writing within ten (10) days. If the student wishes to appeal the finding of the department chair, he or she must make a request in writing to the Academic Senate president within ten (10) days of receipt of the department chair's written notification. The Academic Senate president will notify the student of a final decision within ten (10) days of receiving the appeal. If the president of the Academic Senate is involved in the grade dispute, then another full-time Academic Senate Council member will be chosen by lot to address and respond to the appeal in writing. The written notification of the Academic Senate president's final decision will be copied to the superintendent/president in cases where no grade change is recommended.
• A student who requests a change from an evaluative grade to a "W" (Withdrawal) or "No Record" must submit his or her request in writing to the Committee on Exceptions. The Committee on Exceptions will consult with the instructor of record, review deadlines, and examine extenuating circumstances. Approved changes will be submitted to the Admissions and Records Office through a grade change form approved by both the instructor and the Chair of the Committee on Exceptions.
• A student who requests a change from any grade to a "Military Withdrawal" (MW) must submit proof of orders compelling a withdrawal of courses to the Director of Admissions and Records.
• Provisions shall be made to allow another faculty member to substitute for the instructor if the student has filed a discrimination complaint, if the instructor is not available or in the event that the district determines that it is possible that there may have been gross misconduct by the original instructor.
• Wherever possible, the instructor who first awarded the grade will be apprised of all evidence and given every opportunity to rebut the evidence or to submit a voluntary change of grade prior to the Academic Senate president's final decision.
• Neither a student request for a change of grade nor the outcome of a grade appeal(s) shall be used as part of an instructor's evaluation, so long as the instructor is not found to have violated any college policies or procedures.
• The instructor who first awarded the grade has the right to representation of his or her choice at all stages of the process.
• In the case of fraud, bad faith, or incompetence, the final determination concerning removal or change of grade will be made by the president of the Academic Senate in consultation with the superintendent/president.
• In all cases, the instructor who first awarded the grade will be given written notice of the change.

Note: If the student believes mistake, fraud, bad faith, or incompetence are absent, he/she may file a grievance. See "Grievance Procedure" or MCCCD Board Policy 5530.