2017-2018 Faculty Handbook

Grades

Grades are a necessary part of the instructional process. Good communication between the student and the instructor will usually prevent most misunderstandings about grades. Final grades must be completed for all students.

The college adheres to all federal and state laws and rules pertaining to the privacy rights of students, Family Educational Rights Privacy Act, which contains strict policies about the privacy of student grades. Grades must not be posted, displayed or shared in any fashion to infringe on the privacy of the student. Under no circumstances should the instructor discuss a student’s grades with anyone other than the student, unless directed to do so by a college official/administrator, or given written permission by the student.

Grade Change Policy

Final grades for students are important permanent records. Great care should be given in the recording of grades. When an obvious error or oversight has occurred, a grade change should be made immediately. Grades will be changed only when requested in writing by the instructor and approved by the instructional supervisor.

Grade changes are to be submitted on the Official Change of Grade Form http://pr.cf.edu/files/SA-AR15_Official_Change_of_Grade.pdf which requires the signature of the instructor and the initials of the instructional supervisor. Errors in grades must be corrected as soon as discovered. If the grade change is to correct an error, an explanation will be given with the instructor’s signature. The transcript will show only the corrected grade.

The following examples illustrate grade changes that are not in accordance with college policy:

F to W Passing grade to I
N to grade F to I
N to W or I Audit to grade
I to W Grade to audit

In special circumstances (i.e., computer error, etc.), if a student appears on the roll incorrectly at the end of the semester and an I is to be issued, an Official Change of Grade Form changing the grade from I to W must be submitted at the time the grade is submitted. This situation does not require the Course Completion Arrangement Form.

Any grade change that is not in accordance with college policy is to be accompanied by a completed Request for Grade Change Outside of College Policy form (http://inside.cf.edu/forms/index2.html) and will include a written explanation from the instructor who is initiating the grade change and authorization of the instructional supervisor or vice president. The form will become a part of the student’s record and the Office of Admissions and Records will also keep a copy of the form in the same manner as grade change records are kept.

Posting/Submitting Final Grades

General

  • Post all grades by the time/date listed on the college calendar (typically by noon on due date). Grades cannot be submitted after the grading file closes.
  • Only the instructor may post grades for a class.
  • Place a grade in the Grade column for each student.
  • If the Grading Type column indicates Audit, the only grade you can enter in the Grade column is X.
  • If the Grading Type indicates Withdrawn, the grade of W will already be entered in the Grade column for that student.
  • Complete an I Grade contract for every student being granted a temporary grade of incomplete.

Posting/Submitting Grades

Use Internet Explorer for posting grades vs. Firefox or Google Chrome

  1. At http://inside.cf.edu/ go to myCF.
  2. Enter your CF faculty ID and password
  3. If you have changed your password and do not remember it, key in your CF ID, click on I forgot my password and a new password will be emailed to you. If you are unable to sign on to myCF, contact the IT Help Desk at 352-854-2322, ext. 1378 or ITHelp@cf.edu.
  4. On the Home page, click on the Update Email link to review your email address. This is the address to which your grade entry messages will be sent. Update your address if it is incorrect.
  5. Click on the Faculty tab.
  6. Click on View  Course List under the Grade Entry heading.
  7. A list of classes will be displayed. Click on a course.
  8. Select the final grade for each student. When the grade is F, N, or I, enter the student's last date of attendance. For students who never attended class, the last date of attendance is the first day of the class date.
  9. Click the Save button located at the bottom of the student list.

Go back to the Grade Entry Page after submitting to confirm that the process has been accepted. (You should receive a confirmation email.)

Filing Grades

  • Send a copy of the grade posting screen (electronic preferred) to your department staff assistant.
  • Send I Grade contract to your department staff assistant (NOTE: indicate date given or mailed to the student.) Also send a copy to Admissions/Records.
  • Do not send copies of grade books to Admissions and Records (follow department procedures).

Grade Books

Grade books or electronic grade book printouts must be returned to the appropriate departmental office at the end of each academic semester and when employment is terminated. In addition, each instructor should leave a forwarding address, telephone number and email with the departmental office should questions arise regarding grades. Departmental office staff should ensure that faculty grade records are left readily accessible in a secure place for academic administrators in case emergencies arise or grades are questioned. If using an electronic grade book, backup copies on disk and hard copy must be maintained and updated frequently. Faculty is recommended to keep gradebooks for 7 years. Consult the Teaching, Learning & Engagement website quick links (http://inside.cf.edu/departments/opd/TLIsite/e_gradebooks.htm) for additional information.

Grading Scale

Instructors must announce, in writing, at the beginning of each semester, specific grading policies for each class. At the end of each semester final grades are assigned and recorded on the student’s permanent record card. Grades assigned at CF are:

Grade Interpretation Grade Point Value
A Excellent (90–100) 4 grade points per semester hour
B+ Very Good (87–89) 3.75 grade points per semester hour
B Good (80–86) 3 grade points per semester hour
C+ High Average (77–79) 2.75 grade points per semester hour
C Average (70–76) 2 grade points per semester hour
D Poor (60–69) 1 grade point per semester hour
F Failure (Below 60) No grade points
FF Violation Academic Integrity No grade points
I Incomplete No grade points
IP In Progress No grade points
S Satisfactory No grade points
SP Satisfactory Progress
(College Prep Only) No grade points
U Unsatisfactory No grade points
W Withdrew from Course No grade points
X Audit No grade points
N No Grade
(College Prep Only) No grade points
NG No Grade (Labs) No grade points

The grading policy for all divisions, with the exception of Health Sciences, Criminal Justice Institute, Educator Preparation Institute and the Associate Degree Nursing program, will adhere to the following scale:

A 90-100%
B+ 87-89%
B 80-86%
C+ 77-79%
C 70-76%
D 60-69%
F Below 60%

Health Sciences Division will use the following scales, depending on program:

A 92-100%
B 84-91%
C 75-83%
D 68-74%
F Below 68%
or
A 94-100%
B 87-93%
C 80-86%
D 70-79%
F Below 70%

The Criminal Justice Institute will use the following grading scale:

A 93-100%
B 86-92%
C 80-85%
F Below 80%

The ADN and Dental Assisting programs will use the following grading scale:

A 90-100%
B 80-89%
C 75-79%
D 65-74%
F Below 65%

Students registered in college prep courses who receive N grades must repeat the same course and complete it with a grade of C or better, or achieve a passing score on the PERT before they can register for other courses.

I Grades

When the grade of I is issued it is the student’s responsibility to meet with the instructor and make the necessary arrangements for completing the course work. An Incomplete I Grade Course Completion Arrangement form must be submitted at the time of grading for each course in which the grade of I is issued. A final date for the completion of all work must be agreed upon and cannot be more than six months past the date of the form. If the course work is completed by the student by the deadline, the instructor will forward a new grade to the Office of Admissions and Records within one week after receiving the completed work from the student. If the course work is not completed by the agreed upon date, the registrar will post the grade listed on the form as the final grade on the student’s permanent record.

Grade Appeal Process Guidelines

Any student wishing to appeal a final course grade must follow, in consecutive order, the steps (levels) shown below:

Level I A student who believes a course grade has been awarded unfairly or in error must discuss the concern with the instructor within 30 calendar days from the time the grade is awarded. (Note: In the event the instructor is not available within 30 days after the grade is awarded, the student may notify the instructor’s supervisor within the 30-day period.)
Level II If the matter cannot be resolved between the instructor and the student, the student may request a meeting with the instructor’s supervisor to initiate a written appeal (i.e., submit a Grade Appeal Form).
Level III In the event the student is not satisfied at the Level II decision, the student has the right to present the concern to the chief academic officer. If the student wishes to exercise this right, then within five working days after receipt of the written Level II decision, the student must deliver a copy of the Grade Appeal Form with the appropriate documentation and a copy of the written Level II decision to the vice president for Academic Affairs.
Within 10 working days from receipt of the Grade Appeal, the VPAA will determine if further review is warranted. If the VPAA determines that it is not, he/she will render a final written decision to the student. If the VPAA determines that further review is warranted, he/she will ask the college president to convene a Grade Appeals Committee.
The committee will make its decision based on the Grade Appeals Form and the attached documentation, the written decision of the instructor's supervisor, and the information presented by the student, the instructor and their witnesses. The Grade Appeals Committee will deliver a recommendation to the VPAA, who then has the right to reject or accept the recommendation. The decision of the VPAA will be final and binding on all parties.

Drop/Add Period and Student Withdrawals

Students may add classes during the official add/drop period published in the college calendar. Instructors must reprint class rolls after the final drop date to have an accurate list of the students who are enrolled in their class. At that point, if a student attends class who is not on the updated roll, that student should be sent to the Enrollment Services Center to clear up their enrollment.

Please view the withdrawal policy before submitting a withdrawal form for a student. Note that upon withdrawing from a class, the student will receive a grade of W.

Students should be alerted to the fact that (1) withdrawals do not count in the CF GPA, but may not be viewed favorably at the university level; (2) a withdrawal counts as an attempt under the forgiveness/withdrawal policy and the course repeat policy; (3) there are increased costs to take the course on the third attempt; (4) students may not withdraw from third attempts (F.S.1009.28); and (5) developmental education students who have completed 12 hours of college credit cannot withdraw from their sole preparatory class while remaining enrolled in college credit course work (F.S.1008.304c). (See http://pr.cf.edu/files/SA-AR12_Withdrawal_Form.pdf.)

NOTE: Due to 2009 Florida legislation regarding the repayment of Bright Future funds, student recipients should be alerted to speak with an advisor in the Enrollment Services Center before withdrawing.

Reduction of Withdrawals (W)

College of Central Florida faculty are committed to helping students be successful by being student-focused. Suggested strategies that may be followed to enhance the reduction of withdrawals include (but are not limited to):

  • verifying that all students have the proper prerequisites for the course
  • counseling with and encouraging students from the beginning of the semester
  • watching attendance patterns and contacting students, either by telephone or correspondence, after several absences or when a pattern of consistent absences occurs
  • providing frequent opportunities for evaluation of student progress and giving timely feedback on the student’s performance
  • continuing to encourage and finding ways to motivate students throughout the semester
  • being available and offering individual help to students during office hours
  • referring students to the Learning Support Centers, Academic Foundations (for college prep students), mathematics laboratories, etc., at any campus or center where available for additional assistance when appropriate
  • filing an Early Alert referral for students with attendance, academic or behavioral issues. Faculty may access the Early Alert Referral Form from their MyCF/Faculty page.

Early Alert Referral Program

CF's Early Alert Referral Program was developed to assist in the overall effort to identify students not making satisfactory progress and/or exhibiting behaviors that may lead to academic or behavioral difficulties. As part of our collaborative retention efforts, this online referral system was developed to link instructional faculty with the Office of Student Services. Once a student is identified, the staff from the Office of Student Services/Office of Retention and Student Success will contact and work with the student in an effort to increase their chances of becoming academically successful at CF.

Faculty and staff can access the Early Alert referral form from CF.edu/go/assistance.

Here are some reasons for a faculty or staff referral:

  • attending class, but not making satisfactory progress
  • class disruption, disrespect, etc.
  • consistently late to class
  • continually submits sub-standard work
  • failure to turn in assignments
  • high rate of absenteeism
  • low test/quiz performance
  • missed tests, quizzes, or major examinations
  • not participating in class
  • student language barriers
  • personal

Students can also self-refer if they are having difficulty in a class or difficulty adjusting to college in general. Students may self-refer either by submitting a form, by visiting the Office of Student Services/Office of Retention and Student Success in the Bryant Student Union, Room 205, or by calling 854-2322, ext. 1362, for an appointment.

Early Alert Referral Form

To locate the Early Alert Referral Form, log into MyCF and click the faculty tab. Scroll down to Early Alert Referral Program and click on Early Alert Referral Form.

Grade Forgiveness Policy

The grade forgiveness policy permits a student to repeat a course in an attempt to improve a grade of D or F earned in the course. Only the last grade earned in a repeated course will be computed into the student’s GPA. On the transcript, “repeated” shows the initial attempts and “replaces prior course” indicates the last attempt. The student will be limited to three attempts (two repeats) per course with a grade being issued for the third attempt [F.A.C. 6A-14.0301 1(b)]. Withdrawals and audits count as attempts after the add/drop period. Withdrawals will not be used to increase a GPA.

  1. Grade forgiveness is limited to courses where a grade of D or F was earned. [F.A.C. 6A-14.0301 2(a).] Courses with a grade of C or better will not be granted grade forgiveness.
  2. Grade forgiveness is limited to the first two attempts at a course. [F.A.C. 6A-14.0301 2(b).]
  3. A student will be permitted a maximum of two withdrawals per course. Upon the third attempt, the student will not be permitted to withdraw and will receive a grade for that course. [F.A.C. 6A-14.0301 1(b).]
  4. A student enrolled in the same undergraduate college credit course for the third attempt shall pay tuition at 100 percent of the full cost of instruction (out of state fee rate), and shall not be included in calculations of full-time equivalent enrollments for state funding purposes. Students may petition to waive the additional fees due to financial hardship. [F.S. 1009.285.] Petitions must be submitted to the Enrollment Services Center prior to the end of the add/drop period for the semester in which the student is enrolled in the third attempt.
  5. A student may have only three attempts per course including the original grade, repeat grades and withdrawals at any point in the semester. A fourth attempt may be allowed only through an academic appeals process based on major extenuating circumstances. [F.A.C. 6A-14.0301 3.]
  6. The student should check with the Office of Financial Aid about the possible financial consequences of repeating a course prior to withdrawing from the course.
  7. If the student plans to transfer to another institution, he or she must check with that institution regarding acceptance of “forgiveness” courses in the computation of the student’s GPA.
  8. Courses that are designated as repeatable, such as choir, music or journalism, or are individualized courses of study, may not be eligible for grade forgiveness. [F.A.C. 6A-14.03012(d).]