To change a student grade for any acceptable excuse.
2.1 A change of grade is normally initiated either by the student or the faculty or the department.
2.2 A change of grade can be from any grade to any other grade, eg, from D to C.
2.3 The need to initiate a change of grade procedure is normally due to an error in entering a grade, eg, in the case of an (I) turned into IF automatically by the system on the set date where the faculty did not enter the grade before the set date.Â Another reason is where either the faculty or the department realizes that a mistake in entering a grade has taken place. Once the decision is taken in consultation between the faculty and the chairperson to change the grade then the change of grade procedure is initiated.
3.1 A change of grade form is printed from ADREG system either by the Admission and Registration staff or by the faculty or the chairperson of the department.
3.2 The chairperson forms an ad hoc committee to look into the change of grade to make sure that a genuine reason exists to necessitate the change of grade. No minutes are kept for this committee.
3.3 If the ad hoc committee agrees then the form is filled and signed by the course instructor, then the signed by the chairperson, then signed by the Dean of the college.
3.4 Once the form is signed by the instructor, the chairperson and the Dean of the college, then the change of grade process is done on the ADREG system as follows:
3.4.1 The chairperson enters the change of grade in ADREG with the reason for the change.
3.4.2 The Dean of the college approves the change of grade on ADREG.
3.4.3 The Dean of Student Affairs approves the change of grade on ADREG but only after he receives the signed hard copy of the change of grade form.
3.4.4 The Registration supervisor receives a hard copy of the signed change of grade form and places it in the change of grade file and the student file and acknowledges the change of grade in ADREG.
3.4.5 Once the registration supervisor acknowledges the change of grade in ADREG, then the change of grade is implemented in the student transcript.