Credits Earned over Co-op Terms
Students must register for each cooperative education experience, a work portfolio course and, if appropriate, a language course, during pre-term registration and/or before leaving campus for the work term. Failure to register or failure to successfully complete the cooperative education course makes students ineligible to earn credits during that work term. A full-time work term must be no less than ten weeks in duration. Work advisors must sign off on the student’s desired job before he or she may begin work. Work registrations will not be processed until all administrative holds, if any, are cleared from the student account.
Evaluation of Academic Performance: Grades
The registrar’s office provides students with a credit report or transcript, by request. This report includes letter grades and narrative evaluations from faculty. The letter grade is calculated to represent numerically a student’s quality of performance. In addition, letter grades determine student status: good standing, academic probation, suspension, and dismissal. Antioch College uses the standard 4.0, plus/minus grading system. Each letter grade is associated with a grade point, which is established to determine a student’s grade point average. The grade point average is calculated at the end of each quarter.
AU—Indicates the attendance of students who wish to audit a class for personal interest with no intent to seek a degree or credit. An Audit Request Form is available in the registrar’s office. College employees may obtain an Audit Request Form from Human Resources. Dead¬line: The request form must be submitted by the last date to register for intended term of enrollment.
P/NP— For a course designated by the College as “Pass/No Pass,” the grades of “P” or “NP” must be assigned. Based upon designated courses and based upon certain language proficiency ex¬pectations and assessments, all passing work (A to C) is given the uniform grade of P and will receive attempted and earned credit. Work below C- is considered not passing, and is given a grade of NP and does not receive attempted or earned credit. An NP grade generates no attempted or earned credit and is not calculated in the GPA. A P grade generates attempted and earned credit, but is not counted in the GPA calculation. Upon review of transfer credit, the “P” grade may be converted to a “C” or 2.0 equivalency. No Pass (NP) or No Credit (NC) indicators on a transcript under transfer review are not considered transferable. M—Temporary indicator assigned to a student whose work is somehow implicated in a breach of academic integrity. Deadline: Based on the issue of integrity, once the academic honesty policy has been fully implemented, the faculty member can submit the final grade through a Grade Change Form submission to the regis¬trar. This process can be delayed up to six months. If a final grade is not submitted by the deadline of final grade submissions at the end of the next study term, the M indicator will automatically convert to an F grade.
NG—The “no grade” indicator is a temporary indicator re¬served for those occasions when teachers find they are missing a piece of work from a student, which they believe the student did, in fact, complete. The NG indicator also serves as a place holder on the student’s transcript until the teacher is prepared to submit the final grade or due to the death, dismissal, departure or permanent incapacitation of the instructor of record or in relation to any situation in which there is no possibility of ever obtaining information regarding course grades, credits, or narrative evaluations from the instructor of record. Furthermore, this indicator is also used when faculty fail to submit a grade that the student earned in the course. It is the responsibility of the student to contact the instructor so that a Grade Change Form can be submitted to the registrar’s office. Deadline: A final grade must be submitted by the end of the fifth full week of the next term. The indicator will automatically convert to an F grade in the event a Grade Change Form is not submitted to the registrar by the deadline.
I—An “incomplete grade” is a temporary indicator assigned when a written request has been initiated and submitted by the student, approved by the faculty member and submitted in the Registrar’s Office by the last day of the study or coop term reflective of the request for incomplete. Verbal approvals for incompletes are not acceptable. The incomplete grade is not automatic or appropriate for students who have not managed to complete coursework in a timely manner. A grade indicator of incomplete (I) may be assigned when a student, due to a documented serious illness or other similar incapacitating circumstances, is unable to complete all course requirements within the term and receives the instructor’s permission to complete certain requirements at a later date. The student must be passing the class with a grade of a C or better before consideration of granting an incomplete grade. No faculty member is required to issue an incomplete. It is the student’s responsibility to request an incomplete in writing, complete any work or expectations identified by the faculty member, and ensure that the grade has been changed. Requests for Incomplete Grade Forms are available in the registrar’s office. Deadline: Faculty may change incompletes by submitting a Grade Change Form by the deadline identified on the request form or by the end of the fifth full week of the next study term, whichever date comes first. If no grade is submitted by the earliest deadline, the incomplete grade will automatically convert to an F. Visiting professors, adjunct faculty, and resident faculty scheduled for a leave during the next academic term may not award incompletes. W—A withdrawal indicator is used in two capacities:
- When one or more, but not all, classes are dropped in a quarter. Deadline: This code reflects a withdrawal/drop after the add/drop deadline by the end of the 8th week of the quarter. A student is unable to with¬draw from a class after the seventh full week of a quarter. Work completed through this point in the term is sufficient to warrant an actual letter grade.
- When a student has sub¬mitted a request for leave or withdrawal from the College during a term of enrollment. A student who is granted leave will be withdrawn from all enrolled courses and W’s will be recorded on the official transcript.
- This indicator may also be used for an audited course that was not completed successfully.
Deadline: Requests for a leave or withdrawal must be submitted by the end of the tenth week of the quarter.
Y—The Y indicator identifies an exemption of a course based on placement scores and language proficiency assessments admin¬istered during new student orientation at Antioch College. These assessments must be taken before the start of the first term of enrollment at the College.
T—A “transfer credit” indicator identifies credit that was ap-proved and transferred to Antioch College. This indicator is also used for credit by examination. Only credit for non-remedial courses passed with a C grade or higher is transferable to Antioch College. Grades and grade points will not be reflected on the transcript or used for calculation of the Antioch College GPA.
NS—An NS is designated for any student who has pre-regis-tered for classes for the next term but does not return to campus. This indicator will not be placed on a student transcript, but will be an indicator in the student information system for enrollment reporting purposes. An NS indicator will be placed in the system after the end of the published add/drop period of the relative term.
E—This indicator is applicable to students who repeat a course for which a grade of C- or lower had been earned. The first grade will be excluded (E) and the second grade will be included in calculating the grade point average.
Calculating Your Term and Cumulative Grade Point Average
A term grade point average (GPA) is calculated by multiplying the number of credits attempted in a specific term by the quality grade points to identify total grade points. The sum of the grade points is divided by the total credit hours attempted. Your grade point average may range from 0.0 to 4.0. A cumulative GPA is calculated by dividing the total grade points from each term by the total credit hours attempted from each term.
Report of Grades
Final grades and narratives are available for students to access no later than the Friday of the second week of the following term. Grades and narratives may be available earlier than this date, but no later than the published timeframe. Final grades are not mailed through U.S. postal service or sent through e-mail addresses. Students may view final grades through the comprehensive academic management system (myACCESS) or submit a Request for Transcript at the registrar’s office. Students should allow for up to fifteen business days for the request to be processed. Students will be contacted via e-mail when the transcript request is ready for pick up or has been mailed. Students must present an official campus ID, or state-issued ID (such as a driver’s license), or federal ID (such as a passport) in order to receive their transcript in person. On the request form, a student can request for grades, or narratives or both to be included with or printed on the transcript
Failing midterm grades and attendance notifications are sub- mitted to the registrar at the end of the fifth full week of each term. The purpose of midterm grades is to provide the student, faculty advisor, and academic services with a timely alert that the student’s academic performance by the midpoint of the term is de- ficient. Students who receive midterm grades are strongly encour- aged to discuss their academic performance with the course instruc- tor, faculty advisor and/ or staff in the Office Academic Support Services.
Change of Grade
A change of grade is authorized only:
- If there is an error in the original grade due to miscalcu- lation, transcription error, spreadsheet error, reevaluation of student work or inadvertent exclusion of student work that was completed during the term of the course,
- If coursework has been submitted and graded to remove an approved incomplete (I) based on an established timeline and expectations the instructor outlined on the Request for Incomplete Grade Form.
- As a replacement of an “academic integrity grade” (M) in- dicator, or
- As a replacement of a “no grade” (NG) indicator.
A change of grade requires a faculty signature on a grade change form. Upon receipt of the grade change, the original grade, incomplete (I), academic integrity (M) or no grade (NG) indicator will be replaced by the final grade and calculated in the student’s term and cumulative grade point average. Petitions for exceptions to this policy must be made in writ- ing to the registrar. Supporting documentation must be included.
Grade Mediation: Appealing a Grade
Students may appeal grades and narrative evaluations on procedural grounds. That is, they may question whether the grade was awarded fairly, according to clear standards, and in a manner consistent with stated polices at Antioch College. An appeal begins with a conversation between the student and instructor. If this discussion leads to no conclusion, the student, after consultation with their faculty advisor, should contact the VP of Academic Affairs. The VP of Academic Affairs or Registrar may advise the student on the merits of the case and shall, at the request of the student, mediate between student and instructor. This mediation must occur within one term after completion of the course. A meeting of all parties or separate meetings of the VP of Academic Affairs with each party may be arranged. Sometimes the VP of Academic Affairs may recuse her/himself and refer the case to the Associate Dean of Academic Affairs or another academic administrator.
If this mediation does not lead to a result agreeable to the parties, either or both may request a mediation hearing before the Academic Policy and Review Committee (APRC). The VP of Academic Affairs (or her/ his designee) shall convene APRC. The hearings shall be recorded during the presentation and discussion of evidence with all parties present. APRC shall meet in executive session for deliberation, which will include a comprehensive review of the documents of the case. After deliberation, a recommendation is presented, which will reflect an equitable review in the interest of both parties as it seeks to determine if grading procedures were somehow faulty and if a remedy is feasible. The recommendation of APRC will be deemed final and shall be recorded in the student record in the Registrar’s Office.
Each study term, the Dean’s List recognizes students with a term grade point average of at least 3.5 and who have no grades of C-, D+, D, D-, or F. This recognition appears on students’ official academic transcripts. Students with unresolved I’s, NGs, Ws or WDs, as well as those with unresolved violations reported to the dean of community life, will be excluded from placement on the Dean’s List.
Faculty members evaluate student learning based on a set of standards and learning objectives. Assessment is a continuous process requiring the active participation of the student and the instructor. Evaluation is an integral part of both learning and teaching and an essential ingredient of the Antioch College experience. In addition to submitting grades, faculty members generally provide narrative evaluations detailing appraisals of each student’s performance in a course; consult your faculty advisor or instructor for exceptions. Faculty members are asked to hold the narrative evaluations for incompletes until they have been resolved.
Narrative evaluations for introductory language courses will be written after students take the OPI and complete the Language 140 course. Similarly, narrative evaluations will be written for Language 240 courses in the intermediate sequence. In the advanced sequence, narrative evaluations will be written for every course according to the guidelines indicated below. Students may obtain a narrative evaluation for any course upon request to the instructor. Guidelines for these requests will be provided in the syllabus at the beginning of each course.
The narrative evaluation includes:
- A description of the course objectives and related learning outcomes (i.e. the basis on which credit is granted or withheld).
- An appraisal of how the student achieved or failed these objectives; the extent to which the requirements were fulfilled.
- The instructor’s assessment of the quality of the work, and his or her judgment of how well the student has understood the material.
Narrative evaluations are a part of the student’s permanent aca- demic record on file in the registrar’s office. When transcripts are requested, the student may elect to have some or all of these narra- tive evaluations available to accompany the official transcript. Narrative evaluations for incompletes must be submitted at the time the course grade is changed by the instructor.
Narrative evaluations are not required in the following instances:
- Audits: A student that is auditing a course.
- Failing Grade: A student that receives a failing grade in the course (F grade).
- Overall Student Enrollment of More than 25: A student enrolled in a class that has an overall enrollment 25 or more students. If a student would like to have a narrative for the course, it is the student’s responsibility to contact the instructor of record to request a narrative evaluation. This request must be provided to the instructor of record no later than week 5 of the following term.