Examinations and Grades

Chapter 8 – Academic Regulations

Examinations and Grades

8.50.10 Academic Records. In accordance with the procedures and guidelines cited in section 6.12.21, the Office of Enrollment Services shall keep complete records of the registration and scholastic achievements of undergraduate and graduate students who are enrolled for academic credit in a college or school of the University. The Office of Enrollment Services shall note on a student’s record, semester-by-semester academic distinctions earned.

8.50.20 Reading Days are scheduled following the final day of classes to enable students to prepare for final examinations. Classes, examinations, and laboratories will not be scheduled during this period. Counseling, advising and optional review sessions in preparation for final examinations may take place on a voluntary basis for both students and faculty.

8.50.30 Course Syllabi. All instructors shall make available a syllabus in the first week of class, or first day of class for fully-online accelerated programs (8.51.24), to students enrolled in each of their courses. Syllabi components should clearly communicate classroom policies, essential aspects of the course, and expectations of student participation. #15-16-30

8.51.10 Examinations. On the premise that examinations offer the teacher a valuable teaching aid, an essential means of testing the student’s grasp of the course subject matter, and an opportunity for self-evaluation of the effectiveness of teaching methods, it is recommended that members of the faculty plan examinations with all three of these purposes in mind.

8.51.11 Students who plan to be absent from classes or examinations for religious holy days that traditionally preclude secular activity (see 6.20.11 for how such information is made available) shall discuss this with the appropriate instructor(s) in advance of the holy day. The instructor(s) shall then make one of the following options available:

a. the same quiz, test, or examination to be administered either before or after the normally scheduled time;

b. a comparable alternative quiz, test, or examination to be administered either before or after the scheduled time;

c. an alternative weighting of the remaining evaluative components of the course which is mutually acceptable to the student and instructor(s).

8.51.12 In accordance with 38 U.S.C. 3691A(a-c), students who may be absent from classes or examinations due to an unexpected United States Armed Forces (i.e., active duty, inactive duty, training, or state service) and / or National Guard duty assignments / period of service shall not: 1) receive a failing grade, 2) have their grade point average reduced, 3) have their absence characterized as unexcused, or 4) have a financial penalty assessed if withdrawal or leave of absence occurs from
receiving orders for service. Further, if students take a leave of absence from a course(s), a grade of incomplete must be assigned and an opportunity to complete the course / term after the duty assignment / period of service must be provided.

Students who may be absent from classes or examinations for such aforementioned duty assignments /periods of service shall discuss any known attendance or scheduling conflicts with the appropriate instructor(s) at the beginning of the semester or as soon as they arise. For students with absences occurring for duty assignments / periods of service not expected to extend beyond the end of an
academic term or not requesting leave of absence or withdrawal, the instructor(s) shall make one of the following options available:

a. the same quiz, test, or examination to be administered either before or after the normally scheduled time;
b. a comparable alternative quiz, test, or examination to be administered either before or after the scheduled time;
c. an alternative weighting of the remaining evaluative components of the course which is mutually acceptable to the student and instructor(s). #23-24-14

8.51.13 Students who expect to be absent from classes or examinations for University sanctioned events shall discuss this with the appropriate instructor(s) at least one week in advance of the sanctioned event(s). The instructor(s) concerned shall then offer the student an alternative listed in section 8.51.11. For these purposes University sanctioned events shall be those events approved for class excuses by the Provost and Vice President for Academic Affairs, a Vice President, a Dean, or the Director of Intercollegiate Athletics. No event shall be regarded as University sanctioned until the Provost and Vice President for Academic Affairs has been notified. Disagreements over the validity of an event being categorized as University sanctioned shall be mediated by the Provost and Vice President for Academic Affairs. If agreement cannot be reached, the Provost and Vice President for Academic Affairs shall decide the matter and that decision shall be final. #23-24-14

8.51.14 Students who have state or federal service obligations required by law (e.g., jury duty) shall discuss this with the appropriate instructor(s) in advance. Students shall discuss any known attendance or scheduling conflicts with the appropriate instructor(s) at the beginning of the semester or as soon as they arise. The instructor(s) shall then make one of the following options available:

8.51.15 When serious illness, accident, personal tragedy, traumatic loss (death of family member or other significant human relationship), or other serious matters prevent students from attending classes, taking examinations, or meeting deadlines, the instructor(s) concerned shall offer the student one of the following options:

a. the same quiz, test, or examination to be administered either before or after the normally scheduled time;

b. a comparable alternative quiz, test, or examination to be administered either before or after the scheduled time;

c. if neither option a. nor b. is possible, faculty shall develop a fair and equitable alternative after discussion with the student. #23-24-14

In the event of a traumatic loss, absences may be excused for up to two consecutive weeks. The Dean of Students Office may, at the student’s request, notify instructor(s) of bereavement absences. Faculty requesting confirmation of the traumatic loss
and recommended bereavement leave should consult with the Dean of Students Office. #21-22-1

Disagreements over the seriousness of an illness, accident, personal tragedy, traumatic loss, or other serious matter may need to be mediated by the concerned instructor’s department chair, dean, or eventually the Provost and Vice President for Academic Affairs. Either students or their instructors may seek such mediation. If an agreement cannot be reached, the Provost and Vice President for Academic Affairs shall decide the matter and the decision shall be final. #16-17-30, #21-22-1, #21-22-6

8.51.16 Requests for make-up of examinations or other work, for reasons other than those in 8.51.11 and/or 8.51.13, must be made within 7 calendar days of the absence. The provisions of 8.51.11-13 are not meant to affect instructors’ prerogative to honor or not honor the request. #15-16-30 #23-24-14

8.51.17 Examinations given during the semester (not final examinations) may be administered at a time other than the regularly scheduled class hours provided students are notified in advance by the instructor in the course syllabus. Examinations given at a time other than the regularly scheduled class hours may not be scheduled to begin earlier than 6:00 p.m. and may not occur on Saturday or Sunday (see 8.39.10). #15-16-30 #23-24-14

8.51.18 Final examinations are not required by the university, but any final examination, with the exception of take-home examinations, must be administered according to the final examination schedule prepared by the Office of Enrollment Services. Any change must be approved by the Office of Enrollment Services. Take-home examinations may be turned in as early as the first day of finals, but students shall have up to the date and time identified in the final exam schedule. Faculty members cannot administer an examination during the last five days classes are in session in lieu of a final examination, but must instead postpone such an examination to be administered according to the final examination schedule. Given university time and space constraints, the Office of Enrollment Services needs to know when a course section will not need a scheduled examination room. Faculty must notify their chairperson or academic supervisor about sections in which they will either administer a take-home examination or no final examination. The department chairperson or academic supervisor must then notify the Office of Enrollment Services of all sections that will not require final examination rooms. #10-11–23 #15-16-30 #23-24-14

8.51.19 Except for final exams, all work for courses, including term papers, shall be completed by the final class meeting. #15-16-30, #21-22-6 #23-24-14

8.51.20 In short courses and Summer Session courses (see 8.32.12), the final exam shall be administered during the last regularly scheduled class session unless otherwise approved by the scheduling office. The amount of time allocated to the final exam shall be no less than one hour. #01-02–27

8.51.21 A minimum of 5 calendar days shall be allowed for each final examination period. Exam periods shall be scheduled for a maximum of 2 hours (see 8.70.23). #01-02–27 #15-16-30, #19-20-8

8.51.22 The examination schedule of the final day of examinations shall be rotated so that no faculty member or group of faculty members shall be continually penalized by having to submit grades within 48 hours.

8.51.23 Large-class examinations shall be scheduled early in the examination period.

8.51.24 For online courses taught in the fully-online accelerated calendar, final projects and/or final exams shall be scheduled by faculty according to the learning outcomes of the class and best pedagogical practices for online learning. The calendar of due dates for assignments and assessments shall be in the syllabus and available to students on the first day of class. No final exam or final project shall be due after the last day of the session. #14-15–08

8.51.25 There shall be at least one Reading Day between the last day of classes and the beginning of the final examination period (see 8.70.22). #01-02–27, #18-19-24

8.51.26 A student scheduled for two final examinations at the same hour shall report the conflict to the instructors as soon as possible after the schedule of exams has been posted but not later than 2 weeks before the last scheduled class day. The instructors shall, in turn, report to the Scheduling Officer. If conflicts are not resolved by the Scheduling Officer, the student shall take examinations in the order in which the classes meet in the regular class schedule. #15-16-30

8.51.27 A student scheduled for three final examinations in one day shall report the conflict to the instructors as soon as the Common Examination schedule is posted. On the day of the examinations, the student shall take two examinations in the order in which these classes occur in the week of the student’s class schedule (Lecture has priority over Recitation and Laboratory). It is the responsibility of the student to arrange a time with the instructor of the third class not later than 7 days prior to the last class day to take the final examination at a time that would not result in the student taking three final examinations in one day. The instructor of the class occurring third shall make reasonable accommodation for the student to take the examination in a timely fashion even should it result in the student having two examinations on another day during finals. #15-16-30

8.51.30 Final Examinations and Athletic Events. The University of Rhode Island shall not schedule intercollegiate athletic contests and compulsory practice sessions for the Reading Day(s) and Final Exam Days, except that home contests or contests requiring local travel may be scheduled for non-exam Saturdays or Sundays. #11-12-10

8.51.31 Participation in conference-scheduled competitions, conference championships, and NCAA championships is permitted on the Reading Day(s) and Final Exam Days. The Athletics Advisory Board must be notified in advance on a timely basis when such participation will occur and what the off-campus travel requirements will be. #11-12-10

8.51.32 Participation in special tournaments or other major athletic competitions not controlled through University scheduling that occur, or require off-campus travel, on the Reading Day(s) and Final Exam Days require approval of the University President if recommended by the Athletics Advisory Board. A request for such participation shall be forwarded in a timely manner to the Board for its consideration. If the Board agrees to recommend that the President waive the provisions of section 8.51.30, then the Board shall also provide the Faculty Senate Executive Committee with appropriate documentation and explanation for making the recommendation. The explanation to the Executive Committee should be forwarded simultaneously with the recommendation to the President. The Athletics Director, the Athletics Advisory Board Chair and the Faculty Senate Executive Committee shall be informed of the President’s decision within 48 hours of receipt of the recommendation. #11-12-10, #21-22-6

8.51.40 Security of Examinations. The instructor shall have the primary responsibility for security of examinations and shall exercise this responsibility diligently. This responsibility shall extend through the preparation, duplication and administration of examinations. #03-04–15

8.51.50 Final Examination Repository. The Library shall assume the responsibility of housing and maintaining a file in which instructors may place copies of any examinations they have given.

8.52.10 Grading Criteria. Instructors shall inform students in writing within one week after the beginning of the class of the criteria upon which grades will be determined including such information as the number and types of tests which will be given, the number and types of papers which will be assigned, the weight of homework assignments, etc. With appropriate written notification, these criteria can be changed by the instructor up to the end of the late add period. After that time changes may be made only with the approval of the instructor’s chair/dean/director. #09-10–12

8.52.20 Instructor’s Records. Instructors shall keep accurate records of all marks which are used in determining a student’s grade and shall retain such records for at least two semesters from the date on which the grade was submitted. Instructors, teaching assistants, etc., who are going on leave or who are leaving the employ of the University shall deposit copies of such grading records in departmental (or college) offices. #06-07–32

8.52.21 All papers, exams, reports, etc., submitted by students in fulfillment of course requirements and not returned to students shall be retained by instructors for at least two semesters (not including Summer Session) after the end of the semester in which the items were submitted. Unless informed otherwise in writing, students shall normally have the right to examine such exams and papers, etc., under conditions and stipulations determined by the course instructor. #06-07–32

8.53.10 Grades. Student grades are defined as follows:

A – Superior
B – Good
C – Fair
D – Low grade, passing
F – Failure
I – Incomplete
S – Satisfactory, course taught on S-U basis
S* – Satisfactory, course taken by a graduate student under the Pass-Fail grading option
U – Unsatisfactory, course taught on S-U basis
U* – Unsatisfactory, course taken by a graduate student under the Pass-Fail grading option, not calculated into graduate GPA #13-14-2
P – Passing, course taken under the Pass-Fail option
NW – Enrolled – No work submitted
NR – Enrolled – No grade reported #06-07–22

NC – Not completed, not calculated in GPA Informational Report #22-23-08

8.53.11 Grades shall be given quality point values as follows:

A = 4.00 points
A- = 3.70 points
B+ = 3.30 points
B = 3.00 points
B- = 2.70 points
C+ = 2.30 points
C = 2.00 points
C- = 1.70 points
D+ = 1.30 points
D = 1.00 points
F = 0 points
U = 0 points
U* = not calculated in GPA #13-14-2

NC = not calculated in GPA Informational Report #22-23-08

8.53.12 Enrolled – No Work Submitted. In those instances when a student enrolls in a course through the registration process and (1) never attends the course, or (2) stops attending early in the semester, the instructor may record a grade of NW, no work submitted. The grade will not affect the student’s attempted or earned credits and will have no effect on a student’s QPA.

8.53.13 Enrolled – No Grade Reported. Assigned by Enrollment Services when the instructor does not submit grade (see 8.54.12). #06-07–22, #21-22-6

8.53.14 – Enrolled – Not Completed. Assigned by Enrollment Services when the instructor does not submit a Change of Grade report to resolve a grade of Incomplete (see sections 8.53.20-8.53-24). Informational Report #22-23-08

8.53.20 Incomplete. A student shall receive a temporary grade of “Incomplete” when course work has been passing but is not completed by the end of the semester due to documented extenuating circumstances beyond the ability of the student to predict and control, such as a serious illness or medical condition, or another compelling reason which justifies the grade. Students in the United States
military or National Guard who have duty assignments / periods of service have specific requirements regarding “Incomplete” grades (see University Manual section 8.51.12). An instructor who issues a grade of “Incomplete” may forward a written explanation to the student’s academic dean. Assignment of the temporary grade of Incomplete is made sparingly and presumes both that the student intends and will be able to complete the coursework in the established time frame, and that the instructor intends and will be able to review the completed work in that established time frame. #15-16-30 #22-23-30 #23-24-14

8.53.21 Resolution of Grades of Incomplete. The student receiving an “Incomplete” shall make necessary arrangements with the instructor to remove the deficiency. In the instructor’s absence, with the appropriate administrator shall manage the process of resolving grades of Incomplete (the instructor’s chairperson in the case of programs with a chairperson, and in the case of programs without a chairperson, the instructor’s college dean or the designee of the instructor’s college dean). This arrangement shall be made prior to the submission of the temporary grade of Incomplete whenever possible, and not later than the following mid semester for the undergraduate student and within one calendar year for the graduate student. This arrangement shall not include plans for the student to officially re-enroll in the course during a future term: official re-enrollment accompanied by a grade reported on a future grade roster shall not resolve
the temporary grade of Incomplete (see 8.53.23). This arrangement shall include a deadline for completion of missing work to which both the student and the instructor (or, in the instructor’s absence, the appropriate administrator) have consented in writing. #22-23-30

8.53.22 Deadline for Submission of Incomplete Work. The final deadline to complete and submit missing work to resolve the temporary grade of Incomplete and thus seize the opportunity to earn a permanent letter grade is the date stipulated in writing in the arrangements made by the student with the instructor or, in the
instructor’s absence, with the appropriate administrator (see 8.53.21). Such date shall be not later than the last day of classes of the last semester in which the student enrolls in degree applicable coursework. If the student does not submit the incomplete work by the stipulated deadline, the instructor retains the right to submit a grade change report to replace the temporary grade of Incomplete with a permanent letter grade reflecting both the submitted and unsubmitted work. #22-23-30

8.53.23 Grade Change Report for Grades of Incomplete and Deadline for Grade Changes. The sole manner by which a temporary grade of Incomplete shall be changed to a permanent letter grade with a quality point value is through submission of the change of grade form by the instructor or, in the instructor’s absence, the appropriate administrator. The grade change from the temporary grade of Incomplete to a permanent letter grade as a result of a special examination or the completion of other work shall be reported by the instructor or, in the instructor’s absence, the appropriate administrator (see 8.53.21), via the change of grade form to the Office of Enrollment Services within 72 hours of such examination or completion (see 8.56.11), unless the exam is taken and/or the work is submitted during the final exam period of a semester or term, in which case the grade change shall be reported by the deadline for grade submission for that semester or term, as listed in the
University academic calendar. #22-23-30

8.53.24 Final Resolution of Grades of Incomplete. Permanent letter grades submitted via the change of grade form shall replace the temporary grade of Incomplete (“I”) on the transcript. A grade of Incomplete that is not resolved through the report of a grade change by the student’s official date of graduation shall result in a grade change to the permanent, non-punitive grade of “NC” (not completed). Grade changes for grades received before graduation will not be permitted after graduation unless the change is based on clerical or procedural
errors and the change is received and posted to the student’s record by the last day of classes of the semester following the term in which the student graduates (see 8.56.12). #22-23-30

8.53.30 S/U Courses. Certain courses do not lend themselves to precise grading (e.g., research, seminar). For these courses, only a Satisfactory (S) or Unsatisfactory (U) shall be given to all students enrolled. To qualify as an S/U course, the course must be approved by the Faculty Senate after recommendation by the Curriculum and Standards Committee and/or the Graduate Council. S/U courses shall be so labeled in the University Catalog. An S/U course is not to be counted as a course taken under the Pass/Fail grading option. Courses numbered below 100 that are graded on an S/U basis shall not be included in the calculation of a student’s quality point average or credits earned. Courses numbered above 500 that are graded on an S/U basis shall not be included in the calculation of a student’s quality point average. #13-14-2 #14-15-6, #17-18-23

8.54.10 Reporting of Records. All grades shall be reported to the Office of Enrollment Services in the student information system not later than 48 hours after the end of the final examination period, with the provision that an extension of time may be allowed in individual cases by approval of the dean of the college on written request of the instructor. If the final examination period ends within 48 hours of December 25, the deadline for submitting grades shall be extended at least one working day after December 25. In the computation of time limits, Sundays and Holidays shall be excluded. #15-16-30

8.54.11 Failures shall be reported on the appropriate form to the student’s academic dean.

8.54.12 The Office of Enrollment Services shall prepare for the instructor a roster listing every properly registered student in every section. The instructor shall submit to the Office of Enrollment Services for each student whose name appears on the roster a letter grade (A-F), an incomplete, or an “S” or “U” if applicable. If the instructor does not submit a grade (as listed in section 8.53.10), the Office of Enrollment Services shall be authorized to use the designation “NR” (Not Reported) on the end-of-semester grade reports and on the permanent record. Courses receiving the designation “NR” shall not be included in the computation of the student’s quality point average.

8.54.20 Reporting of Records: Academic Progress for First Year Students. Reports of S (Satisfactory), S- (Marginal), or U (Unsatisfactory) shall be made to the Office of Enrollment Services no later than the beginning of Week 6. The Office of Enrollment Services will prepare for the appropriate instructor a roster listing every properly registered first year student in every section. The instructor shall submit a report to the Office of Enrollment Services for each student whose name appears on the roster. These reports will be available online to students, advisors, and University College. These reports are intended to alert students to their academic status and to aid in advising, but will not become part of students’ permanent academic records nor figure in their quality point average. #12-13–24, #21-22-6

8.55.10 Failure in Courses. Failures shall be included in the computation of quality points. A failed course or one in which a C- or any D was earned by an undergraduate student may be repeated. The original grade shall be included in the calculation of the student’s QPA unless the course is repeated under the specific conditions of the Second Grade Option defined in 8.33.32.

8.55.11 A student may repeat a failed elective course but is not required to do so.

8.56.10 Changes in Records. No grade (including that of NW) shall be changed after it has been reported to and recorded by the Office of Enrollment Services except in the following circumstances. First, a grade may be changed upon written request by the instructor. Second, following an appeals case an instructor’s department chairperson or immediate administrative supervisor shall act on the advice of the appeals committee (see 8.26.13) and change a grade over the instructor’s objection. Third, in the event that the original instructor can no longer be consulted (e.g., having died or moved to an unknown address), the instructor’s chairperson/supervisor can act in the missing person’s stead and initiate a grade change, including the removal of inappropriate NW grades. This shall only happen, however, if an appeals committee has recommended such action in writing. All grade changes must be authorized by the appropriate dean. (See sections 8.26.10 through 8.26.13 for appeals procedures). Grade changes for grades received before graduation will not be permitted after graduation unless the change is based on clerical or procedural errors and the change is received and posted to the student’s record by the last day of classes of the semester following the term in which the
student graduates (see 8.56.12). #05-06–31 #Informational Report #22-23-08

8.56.11 The removal of an “Incomplete” as a result of a special examination or the completion of other work shall be reported to the Office of Enrollment Services within 72 hours after such examination or completion (see 8.53.20).

8.56.12 Grade changes for grades received before graduation will not be permitted after graduation unless the change is based on clerical or procedural errors and the change is received and posted to the student’s record by the last day of classes of the semester following the term in which the student graduates.

8.57.10 Dean’s List. Undergraduate students who have achieved certain levels of academic excellence shall be honored by inclusion of their names on the “Dean’s List.” Each semester, the Office of Enrollment Services will publish lists of students who have attained the required quality point average. Full-time students qualify for the “Dean’s List” by completing twelve or more credits for letter grades and by achieving a 3.30 quality point average. Part-time students qualify for the “Dean’s List” by completing an accumulation of twelve or more credits for letter grades and by achieving a 3.30 quality point average.