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POLICY TITLE
COVID-19 Special Grading Policy
POLICY NUMBER
1-004
Responsible Unit:
Office of Academic Affairs and Workforce Development
Responsible Official:
Vice Chancellor for Academic Affairs and Workforce Development
Policy Classification:
Academic Affairs
Effective Date:
04/08/2020
Last Reviewed Date:
Origination Date:
04/08/2020
I. POLICY STATEMENT AND RATIONALE
The purpose of this policy is to provide guidance to Southern University at Shreveport
(SUSLA) faculty, staff, and students regarding the awarding of final grades during an academic
semester that has been interrupted or impacted by the COVID-19 pandemic and is being
implemented in accordance with and pursuant to the COVID-19 Academic Guidelines
(Attachment A) issued by the Southern University System. The policy establishes a flexible
grading system that individual students may choose after final grades for the spring 2020
semester are made available. This policy offers a response to the challenges faced by students,
while maintaining academic integrity and quality instruction. This policy establishes grading
guidelines that will facilitate student academic progress. The Faculty, Academic Advisors,
Department Chairs, and Academic Deans, the Registrar and other support staff will provide
guidance to students as they consider these grading options and assess their impact on their
academic progression.
II. POLICY SCOPE AND AUDIENCE
This policy applies to full-time faculty, adjunct faculty, staff, and students.
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III. POLICY COMPLIANCE
This policy will impact how the final grades are recorded on a transcript of a student in
response to the COVID-19 Academic Guidelines issued by the Southern University System.
The policy will impact students enrolled for the full-term of the spring 2020 semester and the
B Term spring 2020 semester.
IV. POLICY DEFINITIONS
Academic Semester/Session Interrupted or Impacted by the COVID-19 Pandemic
Any academic semester or session during which the delivery of the program of education is
modified due to the COVID-19 pandemic or a civic order associated with the pandemic.
Student Grade Election Procedures
The procedures which a student must use to have grades awarded by their professors changed
to a different grade of “P”, “I”, or “W.”
Grades Available Due to Student Grade Election Procedure
A letter grade of “P” will result in a student passing the course. A “P” grade is not factored
into the student’s grade point average.
A letter grade of “W” will appear if a student decides to withdraw from a course. Students
must be re-take and pass the course if they wish to earn course credit.
A letter grade of “F” is considered a failing grade.
V. POLICY IMPLEMENTATION PROCEDURES
The policy was created in accordance with and pursuant to COVID-19 Academic Guidelines
issued by the Southern University System on April 3, 2020. The policy was developed by the
Vice Chancellor for Academic Affairs and Workforce Development in consultation with the
faculty, chairs, Divisional Deans, and faculty senate on April 7, 2020. As an Administrative
policy, the policy was implemented by the Chancellor on April 8, 2020. The Vice Chancellor
for Academic Affairs and Workforce Development will be charged with implementing and
enforcing this policy.
VI. POLICY RELATED INFORMATION
Final grades are due on Friday May 15th. The last day for Southern University at Shreveport
(SUSLA) students to drop a class has been extended to Monday June 1, 2020, after they have
seen their final grades and in order to support a more informed decision on the overall effect
of the semester on their transcript. After students have reviewed their final grades in May,
they will have several other options concerning their courses:
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Students passing a course at mid-term is eligible to receive an incomplete “I” grade. Normal
guidelines for “I” grade completion state work must be completed six weeks into the
consecutive full semester. This requirement will be waived. Any student requesting an
incomplete “I” grade will have until December 16, 2020 to complete all necessary coursework.
Students who desire to receive an I” grade must make the request of their instructor. The
instructor will then complete the Incomplete Grade paperwork (See Attachment B) which
details the remaining assignments the student must complete. The form is then submitted to
the registrar’s office. The Incomplete Grade paperwork is an electronic form which can be
completed and submitted by email to the Registrar’s Office. The course will appear on the
transcript with a grade of “I” until the course work is completed, and the instructor submits the
“Change of Grade” (See Attachment C) form with the appropriate letter grade. The form
makes it clear that it is the student’s responsibility to satisfy all requirements for changing the
“I” grade to a satisfactory permanent grade, and should this not be done, the “I” grade will
automatically become an “F” on the transcript.
Deadline for submission of request to receive an “I” grade is Thursday, April 30, 2020,
the last day of classes and before final exams.
To provide additional flexibilities for students, students may request a Pass/Fail option (See
Attachment D) which will be recorded on the transcript as “P” or “F”. As with the “W” and
“I” grades, students are strongly encouraged to seek consultation with their Advisors,
Department Chairs and Divisional Deans before selecting this option. The Pass grade is
reserved for final grades of “C” or better, with the exception of programs where a “D” grade
is acceptable for the particular course.
A Pass/Fail course has zero quality points. This grading structure does not raise or lower the
grade point average. However, this grading structure can have an impact on certain types of
financial aid. Students considering this option should speak to their appropriate financial aid
advisor. Students are strongly encouraged to seek consultation with their Advisors, Department
Chairs and Divisional Deans before selecting this option.
Deadline for submission of request for a Pass/Fail is Monday June 1, 2020.
Once students receive their final grades, they may decide to drop a course. To drop a course,
students will need to make an electronic request (See Attachment E). The request will be
forwarded to the appropriate department chair. After the department chair discusses the
decision with the student, if approved, the request will be forwarded to the appropriate dean
for final approval. The form will be routed to the Registrar’s Office. The course will appear
on the transcript with the “W” designation.
Deadline for submission of request to drop a course is Monday June 1, 2020.
Once students review their final grades, students may make the decision to keep an assigned
grade for the course. If so, the student will not be required to perform any action. Students are
strongly encouraged to seek consultation with their Advisors, Department Chairs and
Divisional Deans before selecting this option.
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VII. POLICY HISTORY AND REVIEW CYCLE
This policy was created in response to the impact of the COVID-19 pandemic. The policy
became effective on April 8, 2020. The policy is temporary and is subject to an annual review
cycle.
VIII. POLICY URL
This section identifies the Southern University at Shreveport (SUSLA) website where the
SUSLA policies are archived www.susla.edu.
Withdrawal, Add/Drop, Incomplete, and Pass/Fail forms found at www.susla.edu/registrar.
POLICY APPROVAL
This policy was approved by:
_______________________________________________ _________________________
Rodney A. Ellis, Ed.D. Effective Date of Policy
Chancellor, Southern University at Shreveport
_______________________________________________ _________________________
Ray L. Belton, Ph.D. Effective Date of Policy
President-Chancellor, Southern University and A&M College System
______________________________________________ ________________________
The Honorable Attorney Domoine D. Rutledge Effective Date of Policy
Chairman - Southern University System Board of Supervisors
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SOUTHERN UNIVERSITY SYSTEM
COVID-19 ACADEMIC GUIDELINES
As we manage the day-to-day operations of our campuses, we acknowledge the fact that the
COVID-19 pandemic has contributed to a significant disruption in the normal activities for our
students, faculty and staff. We commend them for their successful transition to various forms of
remote delivery of instruction and student support services. We are committed to ensuring that
our students receive quality instruction and support as we demonstrate flexibility in our processes
to meet the needs of our community of scholars. Consequently, the Southern University System
has established academic guidelines that will assist the faculty and staff in making decisions that
will facilitate student academic progress. These student-centered guidelines will apply to all of
the institutions of the Southern University System:
1. All courses will be graded using the normal grading system. A campus policy should be
established that permits a student to request a Pass/Fail (P/F) option or a withdrawal after
final grades have been posted for individual and/or all courses. This policy should be
developed in consultation with faculty, chairs, deans, registrar, students and other relevant
administrators.
2. Withdrawal dates and the time needed to satisfy a grade of Incomplete should be extended.
The maximum time the Southern University System will allow a student to satisfy a grade of
Incomplete is up to the end of Spring Semester 2021. Individual campuses have the flexibility
of setting shorter completion times.
3. Advisement is encouraged for all students who decide not to receive a grade through the
normal grading system to understand the implications of that decision.
4. In the Southern University System, calculations of Pass/Fail (P/F) will not be used in
determining scholarship eligibility.
5. Any Pass/Fail (P/F) grades earned during the COVID-19 pandemic should be noted on the
student’s transcript through an approach that is uniform.
6. All campuses should establish guidelines for withdrawals, incomplete and pass/fail within the
parameters of the Southern University System Guidelines.
7. Each campus will establish a communications model that will provide guidance to students as
they consider these options. Campus policies will be published no later than April 8, 2020.
Effective Date: April 3, 2020
Attachment A
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Attachment B
SUSLA Request for an Incomplete I Grade Form
(This document will be converted for use as a Dynamic Form)
3050 Martin Luther King, Jr. Drive Phone: (318) 670-9229
Shreveport, Louisiana 71107 FAX: (318) 670-6344
www.susla.edu registraroffice@susla.edu
Policy Governing Incomplete Grade
An Incomplete grade (I grade), may be requested by a student who has done satisfactory work in a course but has
not completed all course requirements due to extenuating circumstances beyond the student’s control.
The student is responsible for making satisfactory arrangements with the faculty member for completion of course
requirements.
An Incomplete grade must be removed by the faculty member by the end of first 6 weeks of the following
semester.
If the faculty member fails to resolve the Incomplete grade within specified deadline, the University Registrar will
assign the permanent grade of “F”.
Summer III
STUDENT INFORMATION (to be completed by the student):
Semester:
Fall Spring Summer I or II
Name:
LPN Year:
SUSLA ID#
Last First Middle
Phone: SUSLA Skymail (Email): @ skymail.susla.edu
I request an incomplete grade for the following course:
CRN
Course
Prefix
Course
Number
Section
Number
Course Name
Reason for Request:
Acknowledgement: By my signature, I acknowledge that I understand the terms governing the request for an Incomplete
grade as outlined above.
Student
’s Signature: Date:
F
ACULTY INFORMATION (to be completed by the instructor of record):
Addit
ional Work Required to Complete the Course (these directions should enable your department to complete the
grade, should you not be available):
NOTES:
An “I” grade may not be assigned without completion of the Request for an Incomplete (“I”) Grade.
Faculty must submit this form to the Registrar’s Office by the grade submission deadline for the
semester in which the Incomplete grade is to be issued.
Date: Instructor’s Signature:
Division Dean’s Signature: Date:
Records and Registra
tion
Request for an Incomplete (“I”) Grade
RO: Request for an Incomplete Grade: 07/14:Revised 07/16:07/17:08/19-LR
Registrar’s Office Use Only
Date Changed:
Date Verified:
Processed by:
( )
click to sign
signature
click to edit
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Attachment C
SUSLA Change of Grade Request Form
(This document will be converted for use as a Dynamic Form Faculty Only Access)
Policy Governing Change of Grades
All course grades except “I” grades are intended to be final and permanent when posted by the faculty of record. It is expected that
faculty will arrive at and report final grades as accurately and precisely as the nature of the evaluation of student achievement and
the grading system will permit. It is the faculty’s direct and personal responsibility to ensure that grades are fair and reported
correctly the first time.
Final grades cannot be improved by submission of make-up’ work after grades have been submitted by
the instructor at the end of the term.
If an error occurs in the calculation or recording of a grade, it can be corrected only by the faculty of record completing a Grade Change
Form which must include the items listed in the University Catalog.
The form must have the signature of the instructor and division dean and must be forwarded to the Vice Chancellor for Academic
Affairs for final approval. Requests for grade corrections must be submitted to the Registrar’s Office by the Vice Chancellor for
Academic Affairs within six weeks of the next regular enrollment period.
No grade will be changed after twelve (12) months following the completion of the course in question. This provides ample time to
have a grade formally and successfully appealed. Students must appeal in writing to the Vice Chancellor for Academic Affairs within
six (6) months following the completion of the course.
This form authorizes the Registrar’s Office to make a grade change to a student’s permanent academic record. The information must
be typed and supporting documentation attached
for processing (i.e., roll book information, test scores, exams, etc.).
Division of Allied Health and Nursing
Division of Arts, Humanities, Social
Sciences and Education
Division of Business, Math, Science and Technology
Semester: (Indicate semester and year of grade change)
Summer I:
Fall:
Spring:
LPN:
Summer II:
Summer III:
I hereby request a Grade Change for:
Student’s Name
SUSLA Banner ID or Last Four Digits of SSN
or xxx-xx-
Course Registration Number (CRN)
Course Prefix & Course Number
Course Title
Rationale for Grade Change: __________________________________________________________________________
Required Signatures:
Instructor (type name and sign)
Date
Division Dean (type name and sign)
Date
Vice Chancellor for Academic Affairs and Workforce Development
Date
University Registrar
Date
Grade Posted By:
Date
Date Requested:
Grade Change
Original Grade:
New Grade:
Records and Registration
Change of Grade Form
RO: Change of Grade Form: R
evised:07/14:07/16:07/17:08/19-LR
Early College/Dual Enrollment
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Attachment D
SUSLA Pass/Fail Grading Option Request Form
(This document will be converted for use as a Dynamic Form)
SUSLA COVID-19 Electronic Request to Withdraw Form
Policy Governing Pass/Fail Grading Option
To provide additional flexibilities for students, students may request a Pass/Fail option which will be recorded on the
transcript as “P” or “F”. As with the “W” and “Igrades, students are strongly encouraged to seek consultation with
their Advisors, Department Chairs and Divisional Deans before selecting this option. The Pass (P) grade is reserved
for final grades of “C” or better, with the exception of programs where a “D” grade is acceptable for the particular
course.
A Pass/Fail course has zero quality points. This grading structure does not raise or lower the grade point average.
However, this grading structure can have an impact on certain types of financial aid. Students considering this option
should speak to their appropriate financial aid advisor.
This form is for Spring 2020 only. This emergency accommodation will allow the listed course(s) to change from
graded to pass/fail when submitted by June 1, 2020.
Name: _____________________________________________________ SUSLA ID# __________________
Last First Middle
Phone: ___________________________ SUSLA Skymail Email: ________________@skymail.susla.edu
NOTE: This request must be submitted from a SUSLA email address. Requests from other email addresses will not be processed.
Enter the subject, course number, section number, and class number for each course that you would like to
change to Pas/Fail grading. Example: Subject (ex: ENGLISH), CRN (ex. 10001), Course Prefix (ex. SENL),
Course Number (ex: 101S), Section Number (ex: 001)
I request the pass/fail grading option for the following course(s):
Subject
CRN
Course
Prefix
Course
Number
Section
Number
Acknowledgement: I understand that by typing my name in the signature box, I am providing my electronic
signature. This certifies my authorization to change the listed course(s) from graded to pass/fail.
Students Signature: ________________________________________ Date: _________________________
3050 Martin Luther King, Jr. Drive Phone: (318) 670-9229
Shreveport, Louisiana 71107 FAX: (318) 670-6344
www.susla.edu
registraroffice@susla.edu
RO: COVID-19 Pass/Fail Grading Option Request Form:04/20
Records and Registration
COVID-19 Pass/Fail Grading
Option Request Form
Registrar’s Office Use Only
Date Changed:
Date Verified:
Processed by:
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Attachment E
SUSLA Add/Drop Form
(This document will be converted for use as a Dynamic Form)
Name:
SUSLA Student ID#:
Check this box if the student is under the advisement of the Center for Student Success (0-31
earned college credit hours).
Instructions: Complete all information before returning this form to the Registrar’s Office by the established deadlines. Students
seeking an override should return this form before the official census date for the semester. See the Southern University at Shreveport
academic calendar for deadline dates and fees. This form must be typed for processing.
Reason/Justification for Adding:
Current Total Semester Credit Hours (SCH): Semester Credit Hours (SCH) with Overload:
Overload Approval: 19 hours constitutes an overload (Fall and Spring) and 10 hours constitutes an overload for a single Summer term. A student
may take up to 21 hours in Fall or Spring and 15 hours (combined terms) for the Summer with approval of the Vice President for Academic Affairs,
the appropriate academic dean and advisor, provided the student has maintained a cumulative grade point average of 3.0 or above prior to the
overload request.
Advisor’s Signature/Date Division Dean’s Signature/Date Vice Chancellor for Academic Affairs
Signature/Date
Reason/Justification for Dropping:
Before submitting this form to the Registrar’s Office for processing, please read the information on the reverse side of this form.
I understand that I must be registered for at least 12 semester credit hours (SCH) to be considered a full-time student. Any changes in my course load
may affect my financial aid, athletic, academic scholarship or veteran eligibility. I accept responsibility for the accuracy of the information on this
form and know I can verify my schedule at any time through my Banner Web account.
Student’s Signature: Date: Phone#
Year: Term: Fall Spring Summer I
Summer II
Summer III
A
D
D
Override Reason
Course
Registration
Number
(CRN)
Course
Prefix
Course
Number
Section
Number
Faculty’s Signature
*1 **2 **3 *4
Class Time Maximum Other
Closed Conflict Hours
Exceeded
D
R
O
P
Course
Registration
Number
(CRN)
Course
Prefix
Course
Number
Section
Number
Faculty’s Signature
Records and Registration
Add/Drop Form
FINANCIAL AID
Do
you receive financial aid? Yes
No
If y
es, a Financial Aid staff member must sign below.
Note: Your financial aid may be affected by
changing your credits.
Form Submission Information
Registrar’s Fax Number 318-670-6344
Cashier’s Phone Number 318-670-9305
Registrar’s Office Use ONLY
Processed by: Date:
Center for Student Success Advisor’s signature
required for students with less than 32 hours.
*Required for ALL override reasons and
ALL overload requests.
**Required for override reasons 2 and 3
and ALL overload requests.
Financial Aid Advisors Signature Date
RO: Add/Drop Form: Revised 06/15:07/15:07/17:08/19-LR
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