Grades

Authoritative information regarding grades and grade point averages is published in the Catalog.

Catalog: Rules & Regulations V

Effective September 17, 1973

A student who passes a course receives both the designated number of credit hours and a number of quality points, calculated by multiplying the course credit hours and the numerical equivalent of the letter grade received (A = 4, B = 3, C = 2, D = 1). Thus, a student taking a three-hour credit course and earning a grade of C receives six quality points. To determine the undergraduate academic average, the total number of quality points earned by the student for all courses scheduled as an undergraduate is divided by the total number of credit hours scheduled; for the graduate academic average, only those courses scheduled by the student while enrolled in the graduate division are considered. If a student takes the same course more than once, the latter grade does not replace the earlier one; rather, the academic average includes both grades with the exception of grades changed via the grade substitution policy. Courses taken pass/fail or audit are not included in the calculation of the student's grade point average. Grade point averages are truncated after two decimal places.

Catalog: Grades/Average

Example:

In this case the GPA calculation is 3.5. 
28 quality points divided by 8 credit hours. 
(11 hours - 3 hours P/F).

Authoritative information about grades and grade point averages is published in the Catalog.

Catalog: Rules & Regulations V

Regarding transfer credit and GPA calculation

Georgia Tech accepts transfer credit. Only the course credits that are acceptable transfer. Transfer credit/grades are not used in calculating the Georgia Tech GPA. Regardless of programs or transfer agreements with other institutions, grades are not transferred and do not apply toward the Georgia Tech GPA.

Transfer Credit Information

Faculty are encouraged to review the policy on the use of the Incomplete grade in the GT Catalog.

catalog.gatech.edu/rules/5

Faculty are advised that Incomplete grades should not be granted lightly. It may not be in the student's best interest to carry Incomplete grades into the next term. Faculty should consider the following factors very carefully before agreeing to assign an Incomplete grade.

Acceptable reasons for assigning an "I" would include, but not be limited to, the following:

• Personal illness of the student
• Personal/family emergency (death in family, serious illness in family, birth of child, etc.)
• Technical issues such as loss of research data, laptop failure, etc.
• Interruptions to internet access
• Disruptive situations in the area where the student and/or their family is located
• Disruptive employment situations

If the faculty member feels that it is appropriate/needed, they can ask the student to provide documentation of the extenuating circumstances to the Dean of Students office. Depending on the faculty member's awareness of the student's circumstances and level of comfort with the reasons the student is giving for needing an Incomplete, the Dean of Students involvement may be advisable. Medical documentation should be provided to the Dean of Students office to limit the proliferation of HIPAA-protected information.

The Dean of Students office may already be aware of the student and their circumstances and may already have information or documentation that would be sufficient to support an Incomplete grade.

• If not, the Dean of Students office would gather information from the student about the circumstances and then determine what kind of documentation would be needed.
• Faculty should contact the Dean of Students office with related questions.

The IJ grade is used to denote an incomplete grade due to pending Office of Student Integrity investigations. It cannot be assigned by the faculty member in the grading system.

Other factors that should be considered and general guidance:

• The reason for the "I" grade should be non-academic in nature.
• The student must have been doing satisfactory work (i.e., passing the course) up to the point where the "I" grade is requested.
• In general, Incomplete grades should be granted ONLY after at least 70% of the term and at least 70% of the course assignments have been completed.
• The amount of work needed to resolve the incomplete should be reasonable for the student to complete in the next term (e.g., a final exam or final paper). If the student is missing so much work that a passing grade could not have been assigned, a grade of "F" should be assigned.
• A student with an "I" grade in a course is not permitted to sit in on or register for the course again to resolve the "I" grade.
• The faculty member and the student must discuss and agree upon how the student will access course materials to make up the "I" grade when the request for the Incomplete is made.
• The instructor may also consider the type of assignments that were missed such as group presentations, group projects, laboratories, or other examples where it would be difficult to recreate the work or conditions for the work to be completed.
• An incomplete should not be granted so that a student can re-take a test, quiz, or exam to improve their grade.
• Discussions about a possible Incomplete grade for a student should not occur until late enough in the term when it can be determined that the student is passing and that they have successfully completed enough of the class to have a reasonable chance of making it up by the deadline.
• When completing a grade correction form to remove the "I" grade, the instructor is required to identify the non-academic reason that the "I" was given, not what the student was required to do to make up the work.
• Once a final grade is assigned to a course, it cannot be converted to an "I" (Incomplete) grade. An "I" grade must be assigned as part of the final grading process.
• When a grade of "I" ("Incomplete") is assigned in a course, the "I" grade must be removed and the grade change reported by the end of the student's next academic term in residence or, if the student has not been enrolled, by the end of the academic term one calendar year from the date the incomplete was assigned.
• This deadline for the student to finish an Incomplete is strictly enforced. At the end of every semester, the Registrar's Office runs the "I to F" process. After an Incomplete has been converted to an "F" grade it will not be changed back to an Incomplete. At that point, the grade for the course is an "F."
• Students who receive a grade of "I" (Incomplete) should consult the Student Rules & Regulations VII of the Catalog regarding the length of time allowed to resolve the Incomplete.
  • An extension of the time needed to make up the missing assignments is possible but should be done only under extenuating circumstances beyond the student's control. School/College policies may vary. This is at the instructor's discretion, and they should consult with their School/College office before granting an extension of time to make up the Incomplete grade.
  • Acceptable reasons for allowing an extension of the deadline for resolving an Incomplete grade prior to its reversion to an F include:
    • The instructor is not available during the semester in which the make-up assignments are due.
    • The student is participating in a co-op or internship, is not actively enrolled in coursework for that semester, and is therefore unable to focus on resolving the Incomplete grade.
    • The instructor, for whatever reason, cannot continue working with the student on resolving the Incomplete grade and the School must assign a different instructor to work with the student.
    • The student continues to experience the illness or extenuating circumstances that warranted the Incomplete grade initially or if new extenuating circumstances occur. Updated documentation must be submitted to the Dean of Students Office.
  • If the issues continue beyond a calendar year a discussion with the student's academic advisor around a Petition to the Faculty to withdraw from the course should occur.
  • The reasonable time frame of an extension for making up an Incomplete grade is dictated by the professor, based on the assignments that are missing. The student must comply with it or be assigned the grade they have earned.
  • When the extension of the due date is approved, an exact date must be provided to the Registrar's Office such as "12-1-2022." This date is entered into an extension field in the SIS (Banner) which is what prevents the conversion of the Incomplete to a grade of F if not completed by the due date. The extension date must be reported directly to the Registrar's Office and can be entered only by authorized Registrar's Office staff.

This policy is known as “freshman forgiveness” or “academic forgiveness” at some institutions. No assumptions based on experiences at other institutions should be made about the grade substitution policy at Georgia Tech. Students requesting grade substitutions must follow all steps outlined in Rules & Regulations V in the Catalog.

Grade Substitution Policy

1. How does this policy differ from the old one?

The policy that was effective Summer 2005 through Spring 2019 was a freshman grade substitution policy that applied only to students admitted as freshmen. It allowed them to repeat within their first four terms up to two courses in which they had earned grades of D or F in their freshman year and have only the most current grade included in their GPA. The full policy is in the 2018-2019 Catalog. What is different about the new policy is that grade substitution is now open to all students.

2. When does the new policy take effect?

It takes effect starting with the Summer 2019 term under the 2019-2020 Catalog.

3. Is the policy retroactive?

No, the policy is not retroactive. The D or F grade to be retaken must have been earned in a course taken during or after the Summer 2019 session. The new policy does not apply to courses taken prior to Summer 2019.

4. Does this mean that a student who used grade substitution under the old policy may now take two more courses and apply the new policy?

No, if a student has already used grade substitutions under the previous policy, they will count towards the maximum number under the new policy. The new policy allows all students to use grade substitution for up to two classes. So if a student already used two grade substitutions under the old policy, the student cannot request further grade substitutions.

5. What if a student used only one grade substitution under the old policy?

The student would still have one grade substitution available under the new policy.

6. Do the rules change for a freshman who started in Tech in the 2018-2019 academic year? Can they still retake the course anytime in their first four academic terms, or does the one calendar year limit from the new policy apply?

The policy is not retroactive. The new rules apply to courses taken in Summer 2019 or in future terms. Students admitted as freshmen in Summer or Fall 2018 will follow the old policy and must retake the courses in which they earned grades of D or F in their first four terms. However, students admitted Summer or Fall 2018 might wish to consider whether it is in their best interest to apply for grade substitution under the old policy for courses taken in the first two terms, or “save” their two options for any courses that they will take in Summer 2019 or later.

7. Are exceptions to the grade substitution policy possible?

The grade substitution policy (including, but not limited to, course eligibility, number of courses, time limits, and deadlines) is not subject to exceptions.

8. Can the grade substitution policy be petitioned to the Undergraduate Institute Curriculum Committee?

The grade substitution policy may not be petitioned to the Undergraduate Institute Curriculum Committee.

Policy and Process

The Registrar's Office is responsible for processing all grade changes. The links below provide more information on the related Catalog policies. Faculty are encouraged to familiarize themselves with these policies to be aware of on bases and in what timeframes changes of grade are allowed. The policies also outline the use of the Incomplete grade and how that deficiency is removed. There are deadlines stated within the policies for these changes.

In order for a student to receive a grade change, the faculty member who taught the course must make the request through the online change of grade system. The Registrar's Office or the School office can provide the link. Once the request is entered through the online form, the designated official in the School/Program/College office reviews it and either approves it or contacts the faculty member for further information or to discuss it. Once the School/Program/College designated authority approves it, the change is in the queue for the Registrar's Office where it is again reviewed. If more information is needed, the Registrar's Office staff member reaches out to the faculty member. If not, the Registrar's Office approves the change, and makes the update to the student's record in the SIS (Banner).

The online grade change requests are reviewed as they come in and are processed at least once a week. There are times during the year, grading periods for example at the end of the term, when no grade changes can be made. Any requests received in this period of time until the system is again open for this action.

A grade of "NR" (Not Reported by the faculty member) is to be removed as soon as the faculty member can submit final grades and is only assigned in the case of an extreme emergency when the normal grading deadline cannot be met. Faculty should contact the Registrar's Office for assistance.

With the exception of grades changed via the grade substitution policy, only the final grade earned in a course for a given term is shown on the official transcript. The official transcript displays on the most recent grade assigned to a given course. Prior grades assigned to the course are tracked in the database but are not displayed on the official transcript. When a change of grade is made in the database, it is immediately reflected in the student's record and on the transcript. Academic standing, including Dean's List and Faculty Honors, are revised through 24-hour automated process when a change of grade occurs and are calculated at the end of the term when final grades are processed.

Guidance

• Faculty are encouraged to consider a change of grade only within the parameters that are outlined in the Catalog policy. Students should not be allowed to complete additional work after the term is over and the course is graded to try to improve their grade. This type of opportunity provided to some students and not others is inherently unfair. A student who is worried about their grade point average should speak with their academic advisors about their concerns. Grade substitution is sometimes an option for students to improve the GPA, for example.
• If an I grade has reverted to an F grade, the grade of record is an F, and it is not possible to convert it back to an I.
  • At this point, this is not about renegotiating an I grade; it's about whether a change of grade is appropriate to replace the I/F with a letter grade.
  • Unless the timeline for a change of grade to be possible has passed, the faculty member could agree to accept the missing work and file a change of grade. There should be some non-academic mitigating circumstances as to why the student did not make up the work for the Incomplete before it reverted to an F grade.
  • It is up to the faculty member to decide this, but it is strongly suggested that if the faculty member agrees to let the original work be made up, a specific due date for the work is set before the deadline for a change of grade expires. Faculty should contact their School/Program/College if they have questions.

Authoritative information regarding students' academic standing is published in the Catalog.

Catalog: Student Rules and Regulation VI

Academic standing is based on both the term grade point average and the overall average of the student. The minimum term and overall grade point averages for a student to be designated as having Good standing is explained below.

Minimum GPA for each class to be designated with Good standing. Effective Fall Term, 2001.

Students on an academic readmission agreement may have additional requirements in order to designated with Good standing. Academic standings in effect at Georgia Tech are described below.

Academic Standing

Maximum Hours for Undergraduate Students

The maximum number of credit hours for which an undergraduate student may register in a Fall or Spring semester, based on her/his academic standing, is explained below.

The maximum number of credit hours for which an undergraduate student may register in a normal summer term, based on their academic standing, is explained below.

Requests for schedule overloads must be recommended by the student's major school and approved by the Institute Undergraduate Curriculum Committee through the petition process.

Petition to the Faculty

Undergraduate Academic Standing Requirements

Use the academic standing chart below in consultation with your major advisor.

Classification is determined by credit hours 
(*Six hour classification is based on graded hours)

Student on Good Standing in Previous Term

Achieves a term or cumulative GPA under required GPA but above 1.0⟶Warning

Achieves a term GPA under 1.0 based on at least 6+ hours⟶Probation

Student on Warning in Previous Term

Achieves a term and cumulative GPA above required GPA⟶Good

Achieves a term GPA over required GPA and cumulative GPA is under required GPA⟶Warning

Achieves a term GPA under required GPA and above 1.0⟶Probation

Achieves a term GPA under 1.0 based on at least *6 hours and culumative GPA is under required GPA⟶Drop

Student on Probation in Previous Term

Achieves a term and cumulative GPA above required GPA⟶Good

Achieves a term or cumulative GPA under required GPA (but not both)⟶Probation

Achieves a term GPA under 2.0⟶Drop

Graduate Academic Standing Requirements

Use the academic standing chart below in consultation with your major advisor.

Classification:

Student on Good Standing in Previous Term

Achieves a term or cumulative GPA under required GPA but above 2.0⟶Warning

Achieves a term GPA under 2.0⟶Probation

Student on Warning in Previous Term

Achieves a term and cumulative GPA above required GPA⟶Good

Achieves a term GPA over required GPA and cumulative GPA is under required GPA⟶Warning

Achieves a term GPA under required GPA and above 2.0⟶Probation

Achieves a term GPA under 2.0⟶Drop

Student on Probation in Previous Term

Achieves a term and cumulative GPA above required GPA⟶Good

Achieves a term or cumulative GPA under required GPA (but not both)⟶Probation

Achieves a term and cumulative GPA under required GPA⟶Drop

Georgia Tech changed from the quarter to the semester system in August of 1999. There are three terms offered each calendar year: Fall, Spring, and an abbreviated Summer Term.

Course credit hours are represented by a numbering system where the first digit represents lecture hours, the second represents lab hours, and the third is credit hours. (Example: a 3-0-3 course is 3 hours of lecture, zero lab hours, 3 hours credit.)

Fall and Spring Terms

• Each lecture class is equal to 50 minutes per day.
• 750 minutes of lecture class time equals 1 semester hour of credit.
• In general, 3 hours of supervised lab is equal to 1 semester credit hour.
• Each semester is 15 weeks of class.

Summer Term

In addition to the Fall and Spring Terms, Georgia Tech offers an abbreviated Summer Term. The summer class periods are adjusted to accommodate the 750 minutes of class time required to equal 1 semester credit hour.

Important note about Summer terms

A minimum of 12 hours is required to be considered a full-time student for all terms, including Summer terms.

Tuition Classification

Quarter to Semester Hours Conversion

The conversion is 2/3.

For example, a 5-hours quarter course equals 3.33 hours in semester credit.

Authoritative information regarding grades and grade point averages is published under Rules & Regulations V in the Catalog.

Catalog: Rules & Regulations V: Grades/Average

Rules & Regulations V explains the requirements for midterm progress reports:

Progress report grades are submitted to the Office of the Registrar for all classes numbered 1000 and 2000 in the Fall Semester and Spring Semester. These grades are used for advising students, not for calculating any grade-point average (GPA) at Georgia Tech. Progress report grades are "S" or "U." A grade of "U" indicates that, based on the work completed to that point in the academic term, the student's standing is in the "D" or lower range. Progress report grades must be submitted once 40 percent of the academic term has passed, as specified by the official Academic Calendar. The due date for reporting will be noon on Monday and the grades will be available to students that afternoon.