Access to Grades
Grades are accessed by students through Student Center in PeopleSoft. Grades are similarly provided to instructors, department chairs, and academic advisors through Faculty Center in PeopleSoft.
Mid-Term Grading System
Midterm grade reports are issued in the fall and spring semesters to students who receive a U, F, W, or WF
grade, with copies to the academic advisor. Midterm grades provide an evaluation of academic progress
but are no guarantee of either passing or failing grades at the end of the term. Midterm grades are not
recorded on the transcript and do not affect the grade point average. The midterm grades are:
W: Withdrawal (Student has officially withdrawn from course)
WF: Withdrawal Failing
AU: Audit (Student has official registration for audit)
Quality Points Per Unit
0 (Pass - not computed in GPA;
0.00 (Fail computed in GPA)
0 (Withdrawal - not computed in GPA)
0.00 (Withdrawal Failing - computed in GPA)
0 (Audit - not computed in GPA)
The Dean’s List designation is awarded each fall or spring semester to those full-time, undergraduate
students in a first baccalaureate degree program who meet the following criteria for a given semester:
There are two temporary grades, Incomplete(I) and In-progress(IP). These grades will be changed by the
instructor of record to the appropriate permanent grade within the time periods specified by faculty policy.
No grade points are assigned to an Incomplete or In-progress grade until it is converted to a
permanent grade. For courses initially graded Incomplete, a reference to the Incomplete remains on the
transcript with the permanent grade.
Grades to Parents and Guardians
In compliance with the Family Educational Rights and Privacy Act, students’ grades are not automatically
provided to parents. A student who wishes parents to receive grades may complete a Request for Parent
Grade Report form in the Office of the Registrar. When this form is completed, parents will receive grade
reports automatically until the request is revoked in writing by the student.
The pass/fail grading option is designed to encourage a student to explore courses in academic areas outside the major or minor. The breadth of a liberal education may be thereby enhanced. Students who wish to exercise the pass/fail grading option must do so at the Office of the Registrar on or before the last day to add a class.
A student may take, on a pass/fail basis, a total of four academic courses (with a limit of one per term)
and up to 2.00 activity units in the minimum of 32.00 units required for graduation. Any credit-bearing
mandatory pass/fail academic course will count as one of the four courses allowed toward graduation.
Almost all activity courses are mandatory pass/fail. A maximum of one academic course may be taken
pass/fail per term in addition to any mandatory pass/fail course. The pass/fail grade option is only available
to juniors or seniors and no pass/fail courses shall be taken in the department of major or minor. A student
planning to go to graduate or professional school is advised not to use the pass/fail grading option in
Pass/fail registrations are not reported to the instructor. Those students registered for pass/fail receive a P if the instructor submits a grade of C- or higher and receive an F if the instructor submits a grade of D+ or lower.
An instructor may prohibit the pass/fail grading option or may limit the number of students who select the pass/fail grading option. This authority does not apply to instructors of courses with mandatory pass/fail grading.
Courses taken pass/fail will not fulfill university Core Requirements, will not be applied to the Foreign Language Graduation Requirement, and will not be applied to the Upper-Division Graduation Requirement.
All courses counting toward the academic major or minor must be taken for a letter grade unless they are mandatory pass/fail. Graduate students may not select pass/fail grading for any courses applied to the graduate degree.
If a student’s grade is “pass,” credit will be given for the course and included in total units of credit, but will not be included in the calculation of the grade point average. If a student’s grade is “fail,” it will be included in the calculation of the grade point average
The audit allows the student to register for a course without grade or credit.
Full-time students, alumni with a Puget Sound degree, law school alumni who graduated in August 1994 or earlier, and members of the University of Puget Sound Women’s League may audit without tuition charge one class per term with a maximum of two classes per academic year, including Summer Session. Students who do not fit the categories listed above may audit regularly scheduled classes at one-half the regular tuition fee. Audit registration opens on the first day of class and all auditors register on a space available basis and only with the instructor’s permission.
The courses listed below may not be audited. Auditors must pay all applicable class instruction fees. Reduced tuition rates are not available to students who successfully petition to change their registration from credit to audit. Continuing Education courses may not be audited without tuition charge.Students wishing to audit may submit their request on an add form anytime during the add period at the Office of the Registrar. Because auditors are allowed only on a space-available basis, audit registrations are not confirmed until the day after the end of the add period. Students registered as auditors may participate in a class within the conditions specified by the instructor. However, the instructor has the authority to withdraw an auditor for non-attendance or when participation or the lack thereof detracts from the progress of other students taking the course and, in the judgment of the instructor, the posting of an audit on the permanent academic record is not warranted. When this happens, the course will not appear on the record. If a student withdraws from a course being audited,
the course will not appear on the record.
Students on study abroad may audit a course only if they are full-time students carrying at least 3.00 units of credit.
These Courses May Not Be Audited:
Independent Study, Directed Research, or Junior/Senior Research courses
Senior Thesis or graduate/undergraduate project courses
Laboratory, Fieldwork, or Clinic courses
Internship, Co-operative Education, or Practicum courses
Any course numbered 495, 496, 497, 498, 499, 695, 696, 697, 698, or 699
EDUC 613, 622
MUS 109, 309, 422
Withdrawal without record on the academic transcript is permissible through the first two weeks of the fall and spring semesters (10 class days) when a student withdraws or is withdrawn by an instructor. Following this period, a Withdrawal grade of W may be assigned through the tenth week of classes when a student completes withdrawal procedures through the Registrar’s Office. If, following the first two weeks, a student is withdrawn without completing withdrawal procedures, or if a student withdraws after the time allowed for a W grade, a Withdrawal Failing (WF) is automatically assigned.
During the Withdrawal Failing period (class weeks 11-15), a student may petition the Academic Standards Committee requesting withdrawal with a W grade. To support such a petition, the student must 1) have completed withdrawal procedures, 2) outline in a statement to the Committee the exceptional circumstances prompting withdrawal, and 3) provide supporting documentation of exceptional circumstances from a health care provider, counselor, Puget Sound advisor, or other university advocate. Additionally, the student may submit a statement from the course instructor regarding the student’s progress in the class and, in the absence of such a statement, the Registrar’s Office may solicit comments or recommendations from the instructor.
The last day of class, as listed in the academic calendar, is the last day a student may withdraw from a
class. Once Reading Period begins, a student is no longer able to withdraw.
Withdrawal from a course past the date for withdrawal without record counts as a “course attempt.”
This means if a student registers again for a course that had been assigned a W or WF grade, the student is repeating that course under the terms of the policy titled “Re-registration for the Same Course.” During the summer session, the withdrawal process described for the fall and spring semesters applies during the following weeks: first week, drop without record; second, third, and fourth weeks, automatic W grade; fifth week and later, WF is the default grade and the Academic Standards Committee may assign a W grade in response to a student’s petition.
A student who remains registered in a class but has a poor record of attendance may be subject to the registration and withdrawal policies that allow an instructor or the Registrar to drop that student. (See the sections titled “Registration and Attendance/Participation,” “Non-Attendance,” and “Withdrawal from a
Course/From the University.”) Students who receive withdrawal grades for all courses in a given semester must petition the Committee for re-enrollment in the University.
Medical withdrawal may be an appropriate response to a medical or psychological condition that prevents a
student from completing the semester’s work.
The Academic Standards Committee may approve a medical withdrawal petition when the following
steps are taken:
A student may return from a medical withdrawal with the permission of the Academic Standards Committee. Permission may be granted with an approved re-enrollment petition to the Committee that includes the student’s personal statement, a health care provider’s statement, and any other statement or documentation required by the Committee. Health care providers may also stipulate conditions under which re-enrollment will be permitted; the student must meet such conditions and any continuing conditions set by a health care provider.
Medical withdrawal petition forms, health care provider forms, and medical withdrawal re-enrollment
forms may be obtained from the Office of the Registrar.
Emergency Administrative Withdrawal Policy
Emergency administrative withdrawal may be an appropriate response to a sudden and catastrophic incident in a student’s life that prevents a student from completing the semester’s work. These rare cases would include family or personal emergencies of a traumatic nature that would severely impede a student’s ability to remain enrolled (e.g. family death, home destruction by natural disaster or fire). The emergency administrative withdrawal policy is not intended to apply in situations of chronic or on-going medical, emotional, or psychological distress nor in cases covered by the medical withdrawal or incomplete grade policies.
The Academic Standards Committee may approve an emergency administrative withdrawal petition
when the following steps are taken:
A student may return from an Emergency Administrative Withdrawal with the permission of the
Academic Standards Committee. Permission may be granted with an approved re-enrollment petition to the Committee that includes the student’s personal statement, an endorsing statement from the Assistant
Dean of Students, and any other statement required by the Committee.
An Incomplete grade (I) indicates that, although the work accomplished in a course is of passing quality,
some limited portion of the coursework remains unfinished because of illness or other exceptional
circumstance. It is the student’s responsibility to request an Incomplete from the instructor prior to the
last class session or the final examination period and to explain the exceptional circumstance. If the
instructor decides that the request is not consistent with faculty grading policy or that the circumstance
does not warrant an extension of time, the instructor will assign the appropriate final grade rather than an
Incomplete. When an Incomplete is awarded, the instructor is encouraged to use the Incomplete Grade
Notice to the Registrar of Remaining Work form available in the Office of the Registrar. The form identifies
the balance of work remaining and the date the work is due to the instructor (the due date may not be later
than midterm of the next regular semester).
In order to receive credit for a course in which a student has received an Incomplete, it is the student’s
responsibility to complete the work by midterm or by an earlier deadline set by the instructor, to submit
the work to the instructor (or, if the instructor is on leave, to the chair of the department or to the Dean of
the University), and to request a final grade. It is the responsibility of the instructor to grade the work and
to submit a final grade no later than the midterm grade due date of the next regular semester. (Work in
Continuing Education courses in which an Incomplete is assigned is due within five weeks after the last
The instructor must not accept work after midterm unless an extension has been approved. The
faculty member must provide the Registrar with official notification of the completion of the course by
means of a Final Grade Submission form. If no grade is submitted by the midterm date published in the
university’s Academic Calendar (and if no extension was requested), the Registrar records a grade of F on
the permanent academic record.
When an Incomplete is assigned in the last term of study prior to graduation, the degree will not be awarded until the next regular degree granting date after submission of a satisfactory grade by the instructor.
An Incomplete may not be changed to W, WF, or AU. The Incomplete should not be assigned initially when the W or WF would be the correct grade. The Incomplete also is not to be used to collect fees or equipment for which the student is obligated.
An Incomplete grade may not be completed by attending the course when it is offered at a later date.
An extension of time may be requested of the faculty member by the student. If the instructor agrees with
the request, the instructor must submit a Grade Extension Request form to the Registrar. Extensions are
granted only when unforeseen circumstances occurred which precluded completion of work during the
period of time covered by the Incomplete. Verification of those circumstances must be provided to the
instructor and to the Registrar. An extension may not be granted when the circumstances are within the
purview of the student to control, e.g., did not know the due date, was not present on campus, took a trip
to another geographic area, or had a heavy academic or work schedule.
The Registrar (as the Dean of the University’s designee) makes the decision to grant or deny an
extension request and determines the duration of the extension and the date the grade is to be reported by
the faculty member.
An In-progress grade (IP) may be used for specific courses which are approved by the Curriculum
Committee to extend over two or more terms.
In order to receive credit for the course, the student must complete the work within the time specified
for the course. The instructor is expected to assign a permanent grade at the end of the course. If work is
not complete at the end of the course, an Incomplete grade should be assigned (there is no such thing as
an “extension” of an In-progress grade). The unit value of a course with an IP grade is not counted among
the completed units until the permanent grade is assigned.
An IP grade may be converted to W or WF through the period of the original contract constituting the
duration of the course but not after an Incomplete has been assigned.
Faculty may not change permanent grades (A, A-, B+, B, B-, C+, C, C-, D+, D, D-, F, P, W, WF, AU) once recorded in the Registrar’s records unless a documented error was made in assigning the original grade. The error must be reported to the Registrar by mid-term of the next regular term after it was assigned and must be thoroughly documented by the faculty member. If documentation is not supplied, the grade cannot be changed. After permanent grades have been assigned, an instructor may not accept late work in order to reassess or change the final grade. This means that work completed after the term is over may not be used to change a permanent grade.
The normal presumption in the administration of grades at the University of Puget Sound is that the instructor alone is qualified to evaluate the academic work of students in his or her courses and to assign grades to that work. For this reason, questions regarding an instructor’s assessment of the quality of academic work are not normally subject to review. However, when a student believes that a particular grade was assigned in a manner that was arbitrary or unjust, or that crucial evidence was not taken into account, the student shall follow the procedures outlined below.
It is the responsibility of the student to initiate the grade dispute process and, if the dispute cannot be resolved between the instructor and the student, to request a hearing board to adjudicate the dispute. A student's intention to dispute a grade through a hearing board must be brought in writing to the Dean of the University no later than the end of the fifth week of the semester following the term in which the disputed grade was given. Normally, the hearing board is to be convened by the end of the semester following the term in which the grade was given. Any change to this policy must be requested by the student no later than the end of the fifth week of the semester following the term in which the disputed grade was given and approved by the Dean of the University.
Assignment of Grades by a Person other than the Instructor
When a situation occurs in which a grade needs to be assigned and the instructor is no longer able to act
or is not available, the following procedure shall be followed. This problem might occur in case of a faculty
member’s death, termination, resignation, or with supplementary faculty. The procedure may be applied for
assigning grades at the end of a term, in the case of a missing grade, upon completion of an Incomplete,
or in response to a grade complaint.