Semester Grades - Spring 2013

Deadlines for Submitting Grades
Turning In Grades
Grade Request Forms
Acceptable Grades
Incompletes
Grading an Independent Study
Failure Forms and Comment Cards
Grades Available in Bearings
Grade Changes
Posting Grades in a Public Place


Deadlines for Submitting Grades

Tuesday, 21 May 2013, 5:00 p.m.: Grades for degree candidates are due in the Office of the Registrar. NO extensions will be granted. Bowdoin gives graduates official diplomas at Commencement, not empty diploma covers. We work Tuesday evening until grades are processed and posted in Bearings, Latin Honors are calculated, various awards/prizes are determined, Phi Beta Kappa materials are prepared, and diplomas are prepared for our calligrapher.

Tuesday, 28 May 2013, 5:00 p.m.: Grades for remaining students are due in the Office of the Registrar.


Turning In Grades

The best way to submit grades is for instructors to deliver them in person. (This ensures we receive them in time and may ask any questions we have then and there.) An instructor who is unable to turn in grades in person may fax them to us at 207-725-3338. The fax's cover sheet should include contact information in case we have questions. Please do not email grades; fax them instead. Please do not send grades by mail--neither through the postal service nor through campus mail.


Grade Request Forms

Grade request forms are sent to each faculty member through department offices. The instructor circles the correct grade to the right of each student's name. Please check carefully to ensure that a grade has been circled for every student on each form. Students who will participate in Commencement even if not graduating are included on the forms with degree candidates; we must receive grades for all of the students on those forms in order to verify students' participation in Commencement.

Instructors should sign grade sheets before submitting them.

For a team-taught course, we only need to receive one grade sheet. 


Acceptable Grades are:

A the student has mastered the material of the course and has demonstrated exceptional critical skills and originality;
B the student has demonstrated a thorough and above average understanding of the material of the course;
C the student has demonstrated a thorough and satisfactory understanding of the material of the course;
D the student has demonstrated a marginally satisfactory understanding of the basic material of the course;
F the student has not demonstrated a satisfactory understanding of the basic material of the course.1

1 Bowdoin College 2012-2013 Catalogue, page 24

Plus (+) or minus (-) modifiers may be added to B and C grades; only the minus (-) modifier may be added to the A grade.1 Students taking courses on a Credit/D/Fail basis have the grades CR, D, and F next to their names. A grade of CR (credit), D, or F (fail) should be submitted for these students. A student must have earned a C- or higher to be given a CR grade. A Failure Form must be submitted to explain each grade of F. Students who dropped a course after the deadline have received a W (withdrew).

Each student on each grade sheet must be given one of the above grades no later than the deadline for submitting grades. From the College Catalogue: "All final academic work, including final examinations, final papers, final lab reports, and final projects, is due at or before 5:00 p.m. on the last day of the final examination period; although instructors may set earlier deadlines, they may not set later deadlines." An INC (incomplete) grade may be given if an Incomplete Agreement Form has been signed (see next section). Instructors may not give a grade of NG (no grade) unless instructed to do so by a dean in the office of the Dean of Student Affairs. If no grade is recorded on the grade form and an Incomplete Agreement Form has not been received in the Office of the Registrar by the grade submission deadline, a grade of F will be recorded.


Incompletes

An INC (incomplete) grade will only be recorded if we have received a signed copy of the Incomplete Agreement Form. This agreement is made and signed by the student, the instructor, and the Dean of Student Affairs.

Students must initiate their request for an incomplete on or before the final class day of the semester (8 May 2013). Students must meet with a dean to receive an Incomplete Agreement Form. The agreement includes a date by which all unfinished work must be submitted. According to College policy, this will ordinarly be no later than the end of the second week of classes of the following semester--in this case, 18 September 2013. If an incomplete form has not been received in the Office of the Registrar by the grade submission deadline (and no grade was submitted on the grade form), a grade of F will be recorded.

Extensions of the deadline by which all work must be submitted may only be granted by the Dean of Student Affairs in consultation with the instructor. If an extension is granted, the agreement form must be amended and redistributed. Therefore, if a student asks for additional time to complete course work, please remember to direct him/her to consult a dean about an extension.


Grading an Independent Study

For an independent study or honors course that will not continue past this semester, the project director assigns a letter grade for this semester's work and assigns a permanent grade (on the separate form provided) for any previous semester of work for which an S grade had been awarded. (The project director simply crosses out the S grade on the grade sheet and writes in a regular letter grade.) An independent study may not be taken on a Credit/D/Fail basis. For an independent study or honors course that will continue into another semester, instructors may choose to submit a grade of S (satisfactory) in place of a regular grade. Permanent grades will then be submitted at the end of the final semester of work on the project.


Failure Forms and Comment Cards

A Failure Form explaining a student's lack of achievement must be submitted for each grade of F. Instructors should use only Failure Forms, not Comment Cards, to explain failing grades. Instructors may complete Comment Cards for other students who, along with their academic advisors, might find the evaluation useful.


Grades Available in Bearings

As grades are submitted and entered in our data base, instructors will be able to view them on Spring 2013 class list(s) in the Student Information side of Bearings. Shortly after 5:00 p.m. on Tuesday, 21 May 2013, degree candidates will disappear from Spring 2013 class lists in Bearings. When grades are fully recorded for degree candidates, degree candidates will be able to view their grades in Bearings. Undergraduate students will be able to view their grades in Bearings by 5:00 p.m. on Friday, 31 May 2013.


Grade Changes

With the exception of correcting clerical errors, approval of the Recording Committee is required to change a recorded grade. In the case of a clerical error, the instructor should submit the change in writing (including a reason for the change) directly to the Office of the Registrar. No special form is required. 

College policies are very clear that grades cannot be changed on the basis of additional student work without prior approval of the Recording Committee. Instructors should be mindful of this policy if a student asks if s/he can do anything to raise a grade after that grade has been submitted.


Posting Grades in a Public Place

Please remember that the posting of grades in a public place by name or traceable identification number is prohibited by the Family Educational Rights and Privacy Act of 1974 (FERPA). Since Bowdoin's student identification numbers are assigned alphabetically by class, they are easily traceable. An instructor who feels s/he must post grades should do so using numbers that have been randomly assigned just for this purpose.