Grade Information

Grading System

The following grading system applies to graduate students:

Grade Definitions

Grade Quality Points Interpretation
A 4.00 Superior graduate attainment
A- 3.67
B+ 3.33 Satisfactory graduate attainment
B 3.00
B- 2.67
C+ 2.33 Attainment below graduate expectations
C 2.00
C- 1.67
F 0 Failure
Z 0 Failure
IP In Progress
NG No Grade
W Withdrawal
Y Administrative Withdrawal
AU Audit
M Military Withdrawal

The grade assigned to the student must reflect the percentage equivalent of the plus, minus, and straight grades earned in a course.

West Chester University does not recognize a grade of D for graduate study. Therefore, any grade below a C- in a graduate course is considered a failure and carries zero quality points.

  • IP (In Progress) is given to indicate work in progress and will be used only for protected courses (theses, practicums, internships, recitals, and research reports); see "Removing 'In Progress' Designation."
  • NG (No Grade) is given when a student fails to complete course requirements by the end of a semester and a time extension is granted by the instructor; see "Removing 'No Grade' Designation."
  • W (Withdrawal) is given when a student withdraws from a course between the end of the first and the end of the ninth class week of the semester or the equivalent in summer sessions.
  • Y (Administrative Withdrawal) is given under appeal when there are nonacademic mitigating circumstances, and there is documentation that the student never, in fact, attended class.
  • M (Military Withdrawal) In accordance with PA House Bill No. 1460:  A grade of "M" will be given for military students and spouses who have to withdraw due to military obligation. PA National Guard and other reserve components called to active duty (for reasons other than for training) and their spouses will receive a grade of M when unable to complete classes due to activation for military obligations. Students are required to notify the Registrar's Office to receive a non-punitive M grade and will be required to provide appropriate documentation. 
  • Z Grade A grade received when a student stops attending a course and fails to officially withdraw from it. The grade is counted the same way that an F would count toward the cumulative average and Academic Standing.

Special Grade Notations: 

** = Accelerated Program Transfer Credit = Course credits are not earned, course is counted in GPA. 

Removing "No Grade" Designation

NG grades will be given when a student fails to complete course requirements by the end of a semester and a time extension is granted by the professor. Students must complete course requirements as stipulated by the professor and not later than the end of the 14th week of the subsequent semester or the NG grade will convert to an F at the end of the semester.

Removing "In Progress" Designation

IP grades indicate work in progress and will be used only for protected courses (these, practicums, internships, recitals, and research reports). Students must complete course requirements as stipulated by the professor and not later than the end of the 14th week of the second subsequent semester or the IP grade will convert to an F. An IP grade may not be replaced with a NG.

Change of Grade Policy

Course grades are awarded by the professor of record and reported to the university registrar.  These grades, other than NG or IP, are considered final, but may be changed at the discretion of the faculty member within 9 weeks from the start of the subsequent Fall or Spring semester. Any change submitted after that date requires approval of the Provost or their designee. Appropriate justifications for changing a final course grade include, but are not limited to:

  1. Computational error
  2. Completion of course work missed during the semester
  3. Other

Deadlines for NG and IP Grade Changes

NG Grades

  1. For undergraduate classes, NG grades must be replaced by a final grade by the end of the 9th week of the subsequent Fall or Spring semester, or they will automatically change to an F.
  2. For graduate classes, NG grades must be replaced by a final grade by the end of the 14th week of the subsequent Fall or Spring semester, or they will automatically change to an F.

IP Grades

  1. For undergraduate classes, IP grades must be replaced by a final grade by the end of the 9th week of the equivalent semester in the following year.
  2. For graduate classes, IP grades must be replaced by the final grade by the end of the 14th week of the equivalent semester in the following year.

Cumulative Grade Point Average

Purpose and Scope

This policy defines the cumulative Grade Point Average (GPA) and identifies which grades it includes. It also clarifies the conditions under which a student’s GPA is sealed upon completion of degree attempts.

Policy Statement 

The cumulative GPA, also called the cumulative index, includes letter grades assigned during a student’s enrollment.  The cumulative GPA is determined by dividing the total quality points (the numerical value of the assigned grade) earned for courses by the total credit hours attempted. The following example is based on a single semester: 

34 (total quality points earned) divided by 15 (total credits) equals a GPA of 2.267.

The GPA excludes the following: 

  • Grades of Pass, Audit, No Grade, and In Progress; 

  • The original course grade when a course is repeated (see Course Repeat Policy); 

  • Grades for courses transferred from other institutions.

A student’s GPA for an undergraduate, graduate, or doctoral credential program is considered sealed when that credential is conferred, and the student’s grades and GPA cannot change.  A new GPA calculation will start when the student begins a new credential program at a higher level (e.g. a master’s degree after completing a baccalaureate degree) or a second credential at the same level (e.g. second baccalaureate degree or certificate). Once the GPA is restarted it will run for subsequent credentials (e.g. a third baccalaureate or master’s degree) at the same level.  
 

Grade Reports

Grade reports are available to graduate students soon after the end of a semester or summer session on RamPortal. Students are reminded to check their reports against grade requirements and other regulations, as well as for accuracy, and to have their grade reports available when consulting with advisors.

Grade Appeals

Scope of the Policy

The Grade Appeals Policy applies to questions of student evaluation. Students wishing to appeal a final course grade or doctoral comprehensive exam grade must provide clear evidence that the final course grade or doctoral comprehensive exam grade was based on prejudiced or capricious judgment, or inconsistency with official University policy. Refer to the Academic Integrity Policy for cases where the grade appeal involves a grade given for a violation of academic integrity including plagiarism, fabrication, cheating, academic misconduct, facilitating academic dishonesty or breach of standard of professional ethics. Grades awarded by the faculty member of record can only be changed by that faculty member, unless the Provost directs otherwise following the procedure outlined below. 

Grade Appeals Procedure

  1. A student must initiate a written appeal to the faculty member within 20 class days of the regular term following the final posted course grade. A class day is defined as any day when classes are officially in session (see note #1 for definition of a class day).  The written appeal must clearly specify the policy violation, evidence of prejudice, or evidence of capriciousness. The burden of proof rests upon the student. The appeal must be sent to the instructor who awarded the grade in question. If the appeal is based on an interpretation of departmental or University policy, the student's academic advisor should also be notified. The student and faculty member should mutually attempt to resolve the appeal within five (5) class days following receipt of the written appeal. If the faculty member is the department chairperson proceed directly to Step 3.
  2. If the appeal is not resolved at Step 1, the student may submit a written appeal within five (5) class days to the chairperson of the department offering the course (or their designee).  All evidence should be presented to the department chairperson. The department chairperson (or their designee) will submit a written response to the student within ten (10) class days following receipt of the written appeal. A copy of the response is provided to the instructor.
  3. If the appeal is not resolved at Step 2, the student may submit a written appeal to the dean of the college or school offering the course (or their designee). The appeal must be made within five (5) class days following the receipt of the written response from the department chairperson. The dean (or their designee) will submit a written recommendation within ten (10) class days following receipt of the written appeal.
  4. If a mutually acceptable resolution is not achieved at Step 3, the student may submit a written appeal to a Grade Appeals Board within five (5) class days following the receipt of the written response from the dean (or their designee). The request for an appeal must be submitted to the Vice Provost (for undergraduate appeals) or the Dean of The Graduate School (for graduate appeals), who will convene a Grade Appeals Board as soon as possible, after the receipt of the written appeal.

Grade Appeals Board

Membership on the board will include the following:

  1. The Vice Provost or Dean of The Graduate School (or their designee), who serves as nonvoting chairperson. 
  2. A dean not involved in the appeal. 
  3. Two faculty members from different departments, not involved in the appeal. 
  4. Two undergraduate students or graduate students, not involved in the appeal. 


Attendance

  1. Both parties (student and faculty member) have the right to be assisted by external advisors, who may be attorneys, and who may be present at the hearing. The board chair must be notified in advance about the attendance of external advisors.  External advisors may only consult and interact privately with their advisees and may not address the board directly.
  2. Witnesses may be called on behalf of either the student or the faculty member.
  3. Resource persons or expert witnesses may be called at the request of the board.

Procedure

  1. Preparation for the Hearing - All parties must be informed of the complaint in writing by the chairperson of the Grade Appeals Board within ten (10) class days after the receipt of the complaint. Copies of documents and correspondence filed with respect to the complaint will be provided to the parties through the chairperson. Thereafter, neither new evidence nor new charges will be introduced before the board. The board chair will notify in writing all parties of the exact time and place of the hearing and will provide existing University policies relevant to the appeal at least five (5) class days before the beginning of the proceedings.
  2. Hearing Procedure - During the hearing, both the student and the faculty member are accorded time for statements, testimony of witnesses, and presentation of documents or other information already in evidence. Civil behavior, from all parties, is expected and required at the Grade Appeal Hearing.
  3. Recommendation of the Grade Appeals Board - The Grade Appeals Board will deliberate in executive session and render a recommendation by majority vote within three (3) class days of the close of the hearing. The board chair may participate in the deliberations but not vote. The board chair will notify, in writing, the student, faculty member, chair of the department offering the course, and the dean, within three (3) class days of the board's final recommendation. The notification will include the basis for the recommendation. The board chair will transmit the recommendation in writing, to the Provost (or their designee).

The Provost (or their designee) makes the final decision based upon a recommendation from the Grade Appeals Board and will notify all parties within ten (10) class days. The Provost has the authority to direct the Registrar to change an existing final course grade or doctoral comprehensive exam grade. A written statement of the decision and relevant materials is placed in the student’s academic file.

Notes

  1. For undergraduate students a class day is defined as any day when classes are officially in session, fall or spring semesters. For graduate students a class day is defined as any day when classes are officially in session.
  2. If the professor is not on contract or in residence on the campus, they have the right to appoint a faculty proxy.
  3. Both the student and the faculty member are entitled to the "right of challenge for cause" once at each level, with the sole exception being the chairperson of the Grade Appeals Board.