Policy
The quality of a student’s performance is measured by a grading system using grades “A” through “F”. The grade for courses is calculated into a student’s GPA using quality points of 4.0 through 0.0. With the exception of A+ and D-, faculty may opt to use either “+” or “-“ designations with grades.
Each program establishes criteria for achieving each grade based on the percentage scores and specific assessment criteria as listed in the course syllabus.
Some programs require the student complete each individual course with a “C” (2.0) or higher to progress in the program. Faculty of these programs may omit the use of “D” grades.
Other grades:
I Incomplete
An Incomplete indicates the student completed most of the course requirements at the passing level and intends to complete the missing work with no extra instruction.
N Audit
No grade point assigned. Does not meet course requirements.
P Pass
No grade point is assigned. Passing indicated by “C” (2.0) or higher. May not meet program requirements.
R Repeat-Included/Excluded
Assigned when a student repeats a course. A course may be repeated no more than twice (defined as the initial enrollment plus two repeats).
V Vanish
No grade point assigned. Considered an unofficial withdrawal for lack of attendance. Instructor initiated.
W Withdraw
No grade point assigned. Student officially withdraws from a course or courses. Student initiated.
Official Record of Student Grades
The official transcript is the only official record of student grades. Posting grades in CANVAS or any other LMS is not the official record of student grades.
Grades may not be posted in classrooms or any other area by faculty. This is a FERPA violation.
Grade Changes
Student grades may be changed by the faculty teaching the course.
Grade Changes must be retained by the Director of Enrollment Services/Registrar or other designated administrative office for six (6) years after the end of the academic quarter per the Washington State Archives retention schedule for Community and Technical Colleges.
Grade Retention
Records maintained by instructor documenting individual students' performance in a course, including scores, grades, and/or comments in regard to exams, papers, projects, and/or class participation providing the basis for the final grade that is assigned must be retained for two (2) years after the end of the academic quarter.
Excludes student scores for tests, exams, and other assessments that are administered to determine level of subject proficiency and/or to authorize students for course credit or possible exemption from taking a course, which are covered by Examination Scores - Proficiency/Placement or Credit by Exam (DAN 20-02-69446).
Examination Scores - Proficiency/Placement or Credit by Exam Records documenting student scores on qualifying exams administered to determine level of subject proficiency, and/or to authorize students for course credit or possible exemption from taking a course must be retained for six (6) years after graduation/date of last attendance, then destroyed. Includes, but not limited to:
- College Entrance Examination Board Advanced Placement Test (AP);
- College-Level Examination Program (CLEP);
- ACCUPLACER placement tests;
- Mathematics Placement Tests (MPT).
Excludes student scores for tests, exams, and other assessments that are administered as part of a course, which are covered by Coursework Grades/Scores/Comments (DAN 20-02-69438).
NOTE: If an instructor leaves the college prior to the designated retention period, their grade book/s must be retained by the Instruction Office or other designated administrative office per SBCTC Grade Retention Policy.
Signed Policy
Procedure
Student Grades
Faculty will submit grades quarterly using ctcLink grade roster by the date provided by the Director of Enrollment Services/Registrar. Grades are A, B, C, D, F. Plus or minus may be used except for A+, D-.
The Director of Enrollment Services/Registrar or designee will audit grade files for missing grades and contact faculty. Instructional Deans will be contacted for missing grades if necessary.
Grades will be posted to the official student record and available online by the fourth business day after the end of the quarter. Students may access grades online by logging into their ctcLink account. Grades are no longer mailed.
Other Grades
INCOMPLETE
Faculty will:
- Complete the CPTC Incomplete Grade form indicating the work the student needs to complete.
- Determine when the incomplete work will be submitted, but no later than the last day of the following quarter. Incomplete grades that are not made up in the designated time frame will be changed to a grade of “F” on the last day of the following quarter.
- Submit the Incomplete Grade form signed by both the student and the faculty member to the Registrar or designee by the grade due date of the current quarter.
NOTE: Incomplete grades can affect a student's ability to receive federal and state financial aid.
AUDIT
- A student may enroll to audit a course on a space available basis and with permission of the course faculty.
- The student will be expected to pay the tuition and fees for the course.
- The student will not be required to complete the terms of the syllabus.
- Registration status changes from credit to audit. Audit to credit are not permitted after the start of the course.
REPEATED COURSES
SBCTC Repeated Course Rule allows a student to enroll in the same course no more than three times; this is defined as two repeats in addition to the original enrollment. Vanish (V) and withdrawals (W) count as attempts for the repeat rule.
- All repeated courses and grades will remain on the transcript.
- Only the highest grade of the first 3 attempts will be included in earned credits and to calculate the GPA.
- The "Repeat-Included" designation identifies the course(s) included in earned credits and to calculate the GPA.
- The "Repeat-Excluded" designation identifies the course(s) excluded from earned credits and to calculate the GPA.
- Financial Aid recipients and students using VA education benefits should check with the Financial Aid and/or with the Veteran’s Business Office regarding funding for repeated courses.
UNOFFICIAL WITHDRAWAL (VANISH)
- Faculty initiated.
- If a student is absent the first two class sessions and/or fails to comply with the established attendance policy for the class or the program, without making arrangements with the instructor, the faculty member must notify the Enrollment Services office using the electronic vanish submission form located on the staff intranet by the ninth (9th) instructional day of each quarter.
- Enrollment Services may drop the course(s) and update the student record as needed.
- If a student stops attending and has not withdrawn from the class by the end of the seventh (7th) week of each quarter, the faculty member will enter a vanish (V grade) with the last date of attendance OR the grade earned into the grade roster by the grade due date.
WITHDRAWAL
- Student initiated.
- Students who wish to withdraw from a course should meet with their program advisor/counselor prior to submitting the Add/Drop form to the Enrollment Services office for processing.
- Failure to withdraw will affect grades, financial aid and possible refunds.
- Withdrawals through the 5th instructional day after the start of a course will be considered a drop and will not appear on the student transcript.
- Withdrawals starting the 6th through the 35th instructional day of the quarter will result in a “W” on the student transcript.
- Students who withdraw on the 36th instructional day through the end of the quarter will be assigned the grade earned at the end of the quarter.
OTHER WITHDRAWALS
- A student may be administratively withdrawn from classes for failure to meet course or program prerequisites.
- Enrollment Services will notify students of an administrative withdrawal to the student's email listed on their ctcLink account or the student's ctcLink Message Center.
GRADE CHANGES
Students may request grade changes by contacting the instructor for their course. If approved, faculty must submit the grade change to the Enrollment Services using the electronic grade change form located on the staff intranet.
NOTE: Enrollment Services will only accept grades, grade changes, or incomplete grade form submitted by faculty members. Neither students nor work study students may turn in grades, grade change forms or incomplete forms.
