Academic Records & Grading

Student Records

The Registrar’s Office is responsible for maintaining all official academic records for students and applicants for admission to programs. TCCTC is committed to maintaining the confidentiality of educational records in accordance with the Family Educational Rights and Privacy Act of 1974 as amended.

All currently enrolled and former students have the right to review their academic records to determine their content and accuracy. Students may not review documents submitted by or for students as part of admission, nor may they be released to third parties. A student wishing to review their academic record should make an appointment with the registrar.

Grading is at the discretion of the instructor and may be based on any combination of class participation, attendance, examinations, and/or written assignments. Both ongoing and testing or appraisal evaluations are essential. Grading should be fair and held to rigorous performance standards. The basis for grading should be articulated in the course outline and discussed at the first class session. Study for college credit is typically recorded with the following grade point designations:

  • Excellent
    A (94-100) (4.00)
    A- (90-93) (3.67)
  • Good
    B+ (87-89) (3.33)
    B (84-86) (3.00)
    B- (80-83) (2.67)
  • Average
    C+ (77-79) (2.33)
    C (73-76) (2.00)
    C- (70-72) (1.67)
  • Passing
    D (63-69) (1.00)
    D- (60-62) (0.67)
  • Failing
    F (below 60) (0.00)

In addition to letter-grades, the following designations are used:

  • Dropped Course (DRP)
  • Course Repeated (CR)
  • Class Cancelled (CC)
  • Continuing Education Unit (CEU)
  • Audit (AU)
  • Awaiting Grade (AWG)
  • Incomplete (I)

Students may petition the instructor for permission to receive a grade of incomplete at the end of a semester. An incomplete is granted when students are unable to complete course requirements for reasons beyond their control and when arrangements have been made with the registrar and instructor before the end of the semester. It is the instructor’s responsibility to decide if an incomplete should be given. It is the responsibility of the student to develop a contract to meet the instructor’s requirements for making up an incomplete. An incomplete may only be given for extenuating circumstances as approved by the instructor (e.g., illness, family loss or changes in work schedule; whether business or ministry).

Students with incompletes in two or more classes will not be allowed to enroll in a new semester or term without the permission of the registrar. These students are required to meet with an academic advisor to form a plan for completing the previous semester’s work.

An incomplete must be made up during the next semester in which a student is enrolled. When requirements have been met, the instructor will submit a change of grade form to the Registrar’s Office. If a student has not completed the required coursework before the end of the next semester the incomplete automatically becomes a grade of F unless arrangements are made with the instructor to extend the incomplete for another term.

Student communication is a key factor in determining incompletes. All students are required to communicate with their instructors regarding missed classes, incomplete or outstanding work just after or prior to their emergency.

(CDs and MP3 downloads of missed classed are available to students for order/purchase in the main office.)

  • Pass/Fail

Many weekend workshops are graded on a Pass/Fail basis. Academic credit is awarded but no grade points are given. To receive academic credit or CEUs for seminars or workshops, the student must write a paper of at least 500 words detailing what they learned and how the new knowledge can be applied. These papers should be submitted to the Registrar’s Office no later than seven days following the completion of the workshop or seminar. Student teaching and internships are also graded on a Pass/Fail basis.

  • Withdrawn (WD), Withdrawn/Passing (WD/P), Withdrawn/Failing (WD/F)

Withdrawal designations may not be given by faculty but are recorded by the registrar, provided the student has followed appropriate procedures and met the deadline date for dropping the course.

Grade-Point Average (GPA)

The GPA is computed by dividing the number of grade points earned in a given course by the number of credits attempted. Credits with grades of I, WD, WDP or WDF are not included in computing the GPA. Credits with grades of F are included in computing the grade-point average.

Change of Grade
Any change of grade on the official grade report must be made by the instructor, who submits a Change of Grade form to the Registrar’s Office.

Transcripts and Grades for Graduate Students
Only courses in which a student earned a grade of A or B may be received from other colleges and seminaries.

Grade Reports
Semester grade reports showing courses, hours earned, and grades received in all subjects are mailed within a month of the final meeting of the last course scheduled during that semester. All courses in which a student is enrolled will appear on the student’s transcript including courses that are repeated or dropped. The GPA will include all grades except those graded Pass/Fail. (Grade reports will not be mailed to students who have outstanding fees or library materials.)

Any student who appeals a final grade in any subject should first contact the instructor of the class and then the Registrar’s Office. If the grade is to be changed, the instructor will notify the registrar by means of a change of grade form stating the reason for the change. Grades may not be contested more than three months after the date of issue.

Forgiveness Policy
Under TCCTC’s Forgiveness Policy, degree-seeking students may improve their GPA by repeating a course in which a grade of D or F was received, and by submitting a written request that the repeat grade be the only one counted in the final calculation. Only two such requests are available to any student during the student’s undergraduate career.

To repeat a course (under the forgiveness policy) students are required to submit a written request to the Registrar’s Office by the midterm date of the term in which the course is being repeated. Prior to the midterm date the student may also cancel the request. No change will be allowed after the midterm date.

Students may repeat courses in which they received a grade of D or F without using the forgiveness policy. In such cases both the original and repeat grades will be used in the computation of GPA. Credit for only one attempt will apply toward graduation.

A course taken on a letter grade basis must be repeated on the same basis for the forgiveness policy to apply. A student will not be allowed additional credit for a course repeated in which the student originally made a grade of C- or better unless the course is specifically designated as repeatable to allow additional credit.

Dean’s List
Undergraduate students who are registered for at least 12 semester hours of letter grade (A-F) courses are eligible for the dean’s list. The required GPA is 3.5 in any department for any given term.

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