Grades

Final Examinations

Final examinations are given at the end of each semester at the hours specified in the Semester Policies and Procedures. Final examination schedules are also available on the Mount’s Web site and in the Conlan Center.

Students may not be excused from examinations or make any change (time or day) in the schedule without the written approval on a Change in Examination Schedule form. Forms to request a change in the examination schedule are available in the Academic Departments. The Change in Examination Schedule form, with all required signatures affixed, must be presented to the instructor before a make-up examination is given. A change in the examination schedule may be made for serious reasons ONLY (e.g., serious illness of a student, serious illness or death in a student’s family, when more than two exams are scheduled on the same day, etc.).

Grades

The final grade assigned by the instructor at the end of the semester is based on the student’s achievement during the term and the final examination. Each grade (except "P" or "S") is assigned a specific number of quality points per credit hour. A student’s grade point average is determined by dividing the total number of quality points by the total number of credit hours attempted (excluding courses graded "P" or "S") during the semester. The grade point average of a student is computed on courses taken at the Mount and on approved courses taken through the Greater Cincinnati Consortium and overseas consortium programs.

Grading System

The grading system, with quality points assigned each grade, is as follows:

Students who receive a grade of "F" or "FA" must repeat the course to obtain credit.

Pass/Fail System

A Pass/Fail system is offered to encourage students to explore new areas of knowledge without concern for effects on their grade point average.

Degree seeking students who have completed 48 semester hours may register for one course per semester if the course has been designated in the Semester Policies and Procedures as being offered on a Pass/Fail basis. The course must be an elective; that is, it must not be taken to satisfy core curriculum requirements or requirements in the student’s major or minor field. Students need to specify "PF" as the preferred grading option on their registration form. Selecting a class for "P/F" needs to be done in person in Student Administrative Services, Conlan Center. Exceptions are made for permitting "P/F" courses to satisfy major or minor requirements if the course/credits are only graded on a pass/fail basis. Non-degree seeking students may register for courses offered on a Pass/Fail basis without 48 semester hours previously earned.

Students must be in good academic standing to register for Pass/Fail, and must complete all course requirements satisfactorily (i.e., earn a D or higher in the course).

If a student wishes to change from Pass/Fail to the grading system or vice versa, the changes in day or evening classes must be made in Student Administrative Services during the first five weeks of class for a traditional semester course. For accelerated and summer sessions, students must declare the "PF" grading option or preferred change to a letter grade during the first quarter of the course. Pass/Fail credits are counted in the maximum credits allowed for a semester or term of study.

Grades of "P/F" or "S/U" will be assigned. Although credit is given for a "P" (or "S") grade, it does not affect the student’s grade point average. A grade of "F" (or "U"), however, does calculate in the grade point average.

Credit hours for course work with a "P" or "S" grade are counted toward the residency hours and total hours earned required for graduation. However, credit hours earned for "P" or "S" grades (which are not calculated into the grade point average) do not count toward the minimum 45 semester hours for graduation with honors.

Incomplete Grades

A student must initiate a request for an "I" (incomplete) grade with an instructor by the last week of classes for traditional semester courses or before the last scheduled date of accelerated classes. The completed form must be submitted by the student to the Office of the Registrar prior to exam week or the final scheduled accelerated class meeting .  An "I" (incomplete) grade is only assigned by an instructor for a student who has made significant academic progress in the course, but for a serious reason has not fulfilled all requirements.  This petition may be approved or denied by the instructor. “I” Grade Petitions are available in each academic department. 

If a student is unable to finish some required assignments or examinations, the student should petition the instructor for an "I" (incomplete) grade.  The remaining specific assignments or examinations yet to be completed must be listed on the petition with an agreed upon completion date.  The completion date must be chosen with regard to the "I" to "F" grade conversion schedule given below.

The specified student course work must be completed and submitted to the instructor no later than the completion date agreed upon by the student and instructor.  If an "I" grade is not changed by the time specified in the grade conversion schedule, the "I" grade will automatically convert to an "F" (failing) grade.

Change of Grade

If for a serious reason an instructor must change a student’s grade, the instructor must submit a Change of Grade to the registrar and give a rationale for the change. Only instructors are authorized to change grades.

Grades may be changed by an instructor after the end of a semester only if:

1. an error is discovered in the determination of the original grade assignment; or,
2. the automatic “I” (incomplete) to “F” (failure) conversion needs to be corrected.

Grade changes cannot be made which exceed a time limit of one [1] calendar year after the original grade assignment. This includes the grade of “SP” (satisfactory progress) which must be changed to a letter grade within one [1] calendar year after the original grade assignment. Grades cannot be changed in courses that are part of a student’s earned degree once or after the degree is officially noted on the academic record. Grade changes become official when received and recorded by the Registrar’s Office.

Repeated Courses

Course Age Limits

Each academic department regulates the acceptable age limits of courses required in their discipline. Refer to departmental policies in this catalog.

Grade Reports

"Early Warning Reports" and "Mid-Term Warning Reports" are electronically submitted by instructors to identify all students who are not doing satisfactory work. Advisors and students are electronically sent copies of the "Early Warning Report" and/or "Mid-Term Warning Report."

Academic grade reports are issued from the Registrar’s Office to students at the end of each semester or term. Students have full access to their grades via the Web. Grade reports will be mailed only upon receipt of a written request to the Registrar’s Office, Conlan Center.

Transcripts

Transcripts of a student’s complete academic record at the College are obtained only upon written request from the student. An official transcript, one bearing the College seal and the authorized signature of the registrar, is sent directly from the Registrar's Office to the individual and/or institution specified by the student. An official transcript issued to the student is labeled "Student Copy." The College is not permitted by law to issue copies of documents from other institutions.  Information for requesting an immediate transcript electronically can be found on the Mount’s Web site at http://www.msj.edu/view/academics/registrar/transcript-requests.aspx.

No transcript is issued for an applicant whose financial obligations to the College have not been fulfilled.

Academic Grade Appeals

A grade appeal may be initiated by any student who believes that he or she has been evaluated inaccurately or unfairly in the determination of the final course grade. This is a serious charge and the student must bear in mind that the faculty member has both the right and responsibility to render a fair and critical judgment regarding the quality of the academic work performed according to the grading criteria stated in the course syllabus. The student has the burden of proof to show otherwise, and must be able to provide some evidence of the lack of a fair evaluation in order to file an appeal. The following procedure must be followed in filing an appeal.

1. Within 15 working days of the grade being posted on the web, the student must meet with the instructor and try to resolve the grade dispute. The student needs to fully explain to the instructor that they are considering filing a grade appeal and then describe his/her view of how the grade was evaluated inaccurately or unfairly according to the grading criteria in the course syllabus.
2. If a resolution is not reached and a student wants to continue with a formal appeal process, the student shall submit within 10 working days following the meeting with the instructor, a written request to the Division Dean for a meeting with the Dean and the instructor. In advance of the meeting, the student will submit a letter to the Dean describing his/her meeting with the instructor and explaining the student’s view of how the grade was evaluated inaccurately or unfairly according to the grading criteria in the course. The Dean will provide copies to the instructor. The instructor will provide documentation to the Dean prior to the meeting explaining the basis for the grade. If the instructor is a Division Dean, a senior faculty member in the department, appointed by the Vice President for Academic Affairs (VPAA) or an administrator designated by the VPAA will serve in place of the Dean. The student may be accompanied to this meeting by either his/her academic advisor or a member of the full-time Mount faculty to serve in an advisory role to clarify issues, not as an advocate. The Division Dean will convene the group to discuss the issues related to the appeal. 
3. Should the resolution be unsatisfactory to the student or the instructor within ten working days of the meeting in Step 2, either party may submit a letter to the VPAA describing the basis for continuing the appeal. 
4. The VPAA or an administrator designated by the VPAA will collect relevant information and meet with the instructor and student together or separately before making a final decision. 

The final decision made by the VPAA or the designated administrator will be based on a review of the Step 1, 2, and 3 materials that have been submitted and the process that has been followed. There is no further appeal.

No legal counsel will be present during the grade appeal process. The student may withdraw the appeal at any juncture by a written request to the Division Dean who will notify the Vice President for Academic Affairs.