Semester Grading

It is the responsibility of each faculty member to assess student's performances of that at the end of a semester or summer term each student can be assigned a grade in accordance with the grading system of the University, which will properly show the extent of each student's achievements in the course. The faculty member determines the appropriate grade, subject only to the appeal process (see VI-B-5c). Each instructor and each department must assume responsibility for maintaining grading standards. Each faculty member must assign grades at the end of the term or semester, as noted in the West Texas A&M University Catalog. Final grades are determined only at the end of a semester or term. At the end of the of the term or semester, the faculty member will submit grades through WTClass for each class. Public postings of student grades is prohibited. Use of the WTClass gradebook allows students private access to their grades. For information regarding cheating/ plagiarism, see Categories of Academic Dishonesty. Quoted below are suggested meanings and values for grades.

Hours Description 

“A” 4 Excellent

“B” 3 Good

“C” 2 Average

“D” 1 Passing

“F” 0 Failing

“E” — Incomplete (prior to 1987)

“I” — Incomplete

“P” — Pass grade for developmental courses (prior to fal l2002)

“S” — Pass in CLEP, SAT, ACT and other specially approved courses

“IP”— Thesis/Dissertation in progress

“U” — Fail grade for developmental courses (prior to fall 2002)

“X” — Drop a course

“XF” - 0 Drop a course failing (after midterm)

“N” 0 No grade

When a grade of incomplete (“I”) is given by a faculty member, a Contract for Removal of Incomplete form must be completed and signed by the faculty member and the student. This form is to be turned into the Office of the Registrar. If the incomplete (“I”) is not changed to a letter grade (“A,”“B,”“C,”“D” or “F”) by the date listed on the form, the incomplete (“I”) will automatically be changed to a failing grade ("F"). When the instructor does not turn in grades by the deadline, the registrar will assign a grade of "N" to all students in the course. The instructor will then have to complete an individual grade change form for each student enrolled in the course in order to have the final grade recorded on the student’s official transcript. 

Grade Changes- Changes in grades after the grade has been reported are initiated by the faculty member at the Office of the Registrar on a Grade Change form. These changes, except for grades "I" or "N", require review and approval of the appropriate direct supervisor. Grade Challenges Procedure for Students Who Challenge Semester Grade I. ACADEMIC APPEALS COMMITTEE (Provost/EVPAA) The Academic Appeals Committee hears appeals involving disputes over final course grades. Membership consistsof: 1.Chair: Faculty member (appointed by the Provost/EVPAA from among the elected members).



  1. Before a grade-challenge hearing can be scheduled with the committee, the student must make the initial appeal to the faculty member of that particular course; or if the faculty member is no longer with the University, the student must appeal to the head of the department that offered the course. If no resolution is reached at the department head level, the student may appeal to the dean of the college in which the course was offered. If at this point the problem has not been resolved to the satisfaction of the student, the student may file a formal appeal with the Academic Appeals
  2. A student desiring a hearing before the Academic Appeals Committee must file a written request for an appeal hearing with the dean of the college in which the course was The dean will forward the appeal to the EVPP.
    • Deadlines to file a formal grade challenge:
    • If the grade being challenged was given during the spring semester, spring intersession, or a summer session – October 1
    • If the grade being challenged was given during the fall semester or winter intersession – March 1
    • The student must understand that the act of filing the written request is construed as authorizing all committee members to have access to all records, including academic, civil and medical records where relevant and appropriate, that may have a bearing on
  3. The written request for an appeal hearing must be accompanied by a statement from the student outlining the basis for the appeal, copies of any evidence and supporting documents that will be introduced at the hearing, and the names of any witnesses who will be present. The faculty member also has the right to provide evidence or bring witnesses to the
  4. Upon receipt of the appeal, the EVPP shall notify the chair of the Academic Appeals Committee, who will, within three (3) working days, appoint the panel to hear the The chair will set a date for a hearing within 10 working days and inform the student, faculty member, the faculty member’s department head, and the appropriate dean of the time and place for the hearing. All parties will be given five (5) working-days’ notice of the hearing and the opportunity to confirm their attendance.
  5. Failure of the student to appear without justifiable cause terminates the right to appeal. The faculty member may waive the right to appear at the hearing, and a faculty member who has not waived the right to appear, but nonetheless fails to appear without notice, will be deemed to have waived the right to No hearing may take place in the absence of the faculty member unless the faculty member has specifically waived the right to appear or has failed to appear without notice.
  6. The burden of proof shall be upon the student to prove his/her case by a preponderance of The student and the faculty member shall have the right to have counsel present, to present such witnesses and documentary evidence as may be pertinent and to cross-examine witnesses. Legal counsel, if present, may offer counsel and advice, but may not participate in the hearing.
  7. All parties shall be afforded the opportunity for reasonable oral
  8. Upon request, sufficiently in advance by either party, the chair shall cause testimony presented at the hearing to be A copy of the recording may be obtained from the chair at the expense of the requesting party.
  9. Immediately after hearing an appeal, the panel will go into closed session to deliberate and render a decision that is approved by at least three members of the
  10. The student and faculty member will be informed of the panel’s decision orally at the conclusion of the A formal letter to all interested parties, with a copy to the EVPP, will confirm the panel’s decision.
  11. If the panel finds that due to an arbitrary, capricious or prejudiced action, a student received an unearned grade, the panel will recommend to the faculty member that the grade be changed. If the faculty member is no longer at the University, the department head or dean of the college will facilitate changing the
  12. Either party will have the right to appeal the decision of the panel to the Written notice of the appeal by either party will be given to the committee chair, who will notify the other party and the EVPP within three (3) working days. All documents and any recordings of testimony at the hearing will be forwarded to the EVPP who will review them and render a decision within five (5) working days.
  13. There will be no further appeal from the decision of the EVPP.
  14. In the event that the faculty member loses the appeal at either level, he/she will be given the opportunity to change the student’s grade. If the faculty member refuses to change the grade, the EVPP will direct the Registrar to change the grade, without prejudice to the faculty member.