View how your grades are calculated, what grade symbols at UTSA mean, how they’re recorded, credit/no-credit options and other academic procedures such as repeating a course to improve your grade.
Explanation of Credit and Grade Point Average Calculation
Hours Attempted.The number of hours attempted is the total number of semester credit hours for which a student has enrolled and received grades of “A+,” “A,” “A-,” “B+,” “B,” “B-,” “C+,” “C,” “C-,” “D+,” “D,” “D-,” “F,” “W,” or “CR” except as provided for repeated courses.
Hours Earned.The hours earned by a student are the number of semester credit hours in which grades of “A+,” “A,” “A-,” “B+,” “B,” “B-,” “C+,” “C,” “C-,” “D+,” “D,” “D-,” or “CR” have been received. Refer to the sections “Undergraduate Credit Limitation” and “Three-Attempt Rule” in the UTSA Student Policies, for information about the financial consequences of receiving “W” and “F” grades.
Grade Point Average. The UTSA grade point average is determined by dividing the number of grade points earned at UTSA by the number of for-credit semester credit hours attempted at UTSA. Credits and grades for work completed at other institutions, credits earned by examination or hours in which grades of “CR” were earned are not included in the UTSA grade point average.
GPA calculations on transcripts generated after February 1, 2000, do not round up but truncate to the second decimal place (example: 3.816 truncates to 3.81 with no rounding). Before that time, grade point averages were rounded up to 1 one-hundredth of a point.
Credit courses taken through the UT Online Consortium (UTOC) count as transfer credit and apply to a UTSA degree as determined by the student’s academic advisor. At the undergraduate level, UTSA does not participate in UTOC as a host school.
Students who are in a UTSA-hosted degree program through the UT Online Consortium (UTOC) and declare UTSA as their home institution will have the courses taken at other institutions through the UTOC listed on their UTSA transcript and counted in their UTSA grade point average. Other credit courses taken through the UTOC count as transfer credit and apply to a UTSA degree as determined by the student’s academic advisor.
UTSA Grade Symbols and Grade Points
|NC (No Credit)||0|
|NR (No report)||0|
|RP (Research in Progress)||0|
A more detailed explanation of the grade symbols, grade point average and transfer credit is provided under the section Explanation of Credit, Grading System and Symbols (for undergraduate students / for graduate students) in the UTSA Student Policies. It is important to note that this information is different depending on if you are an undergraduate student or a graduate student.
The grade “IN” is given by an instructor to indicate that some part of the work of a student in a course has, for good reason, not been completed, while the remainder of the student’s work in the course was satisfactorily completed. The Incomplete allows a student to complete the course without repeating it. In order to remove a grade of incomplete in a class, a student cannot re-take the course; the original class where the “IN” grade was received must be completed with a grade. A grade of Incomplete may not be assigned when a definite grade can be given for the work done. The student must have been in attendance at least three-fourths of the semester to receive a grade of “IN.”
Whenever a grade of Incomplete is assigned, the instructor is required to submit requirements for removal of the Incomplete. During the regular grading period, this is done electronically. After the grade submission deadline, a Requirements for Removal of Incomplete form must be submitted with a Change of Grade form to the Dean’s office. The Dean’s office will then submit the forms to the Office of the Registrar.
In undergraduate courses, incomplete work must be made up no later than the end of the final examination period one year from the semester the Incomplete was received and before the student’s graduation. If the work is not completed within this time, the “IN” is automatically changed to a grade of “F” or “NC.”
In graduate courses, incomplete work must be made up no later than the end of the final examination period one year from the semester the Incomplete was received and before the student’s graduation. If the work is not completed within this time, the “IN” automatically changed to a grade of “F”, and credit may be earned only when the student re-enrolls in the course and completes the entire course satisfactorily. The time limit does not apply to graduate-level thesis, internship, or dissertation courses, except that an “IN” cannot be removed after a degree is awarded. The time limit does apply to all other graduate courses, including special problems and independent study courses. Extenuating circumstances such as active military service will be eligible for exceptions.
In no circumstances will grades be changed after one calendar year.
Mandatory Credit/No-Credit Courses. Some degree programs will require certain courses to be graded on a mandatory credit/no-credit basis. Such requirements are noted in UTSA Undergraduate Catalog course descriptions. Programs offering mandatory credit/no-credit courses will allow a number of such courses to apply to the major, minor, support work or free electives, as specified by each program in its UTSA Undergraduate Catalog degree requirements.
Optional Credit/No-Credit Grading. Undergraduate students are also allowed the option of credit/no-credit grading in courses that are otherwise subject to regular grading. This option is provided to encourage undergraduate students to expand their knowledge of fields outside their major areas of interest. The following guidelines apply:
- A maximum of 24 semester credit hours may be attempted on an optional credit/no-credit basis.
- Credit/no-credit courses appear on the permanent record as a grade of “CR” if the student’s grade is an “A+,” “A,” “A-,” “B+,” “B,” “B-,” “C+,” “C,” “C-,” “D+,” “D,” or “D-” or as a grade of “NC” if the student’s grade is “F.” Neither grade will affect the student’s grade point average at UTSA. The credit/no-credit grade cannot be changed to a regular grade once the credit has been awarded.
- Students who choose to take the course on an optional credit/no-credit basis must submit a Credit/No-Credit Option Request form at the One Stop Enrollment Center prior to the end of the eighth week of the fall and spring semesters. Information on deadlines for summer terms or for the fall and spring semesters can be found on the Academic Calendar and in the online registration calendar for each semester. After the deadline, students will not be allowed to add the credit/no-credit option or remove the option and take the course on a regular basis.
- Only free electives may be taken on an optional credit/no-credit basis. Courses to be applied to the Core Curriculum or to major, minor or support work must be taken on a regular or mandatory credit/no-credit basis as specified in Undergraduate Catalog degree requirements.
- Transfer students who transfer to UTSA for their last 30 semester credit hours may not count optional credit/no-credit courses toward their 30-hour minimum UTSA residency requirement.
- The Office of the Registrar requires students to affirm by signature that they understand the credit/no-credit policies and agree to abide by them.
- The student’s academic advisor must approve the Credit/No-Credit Option Request form.
- Courses taken for credit/no-credit may not count toward the 45 hours required for University Latin Honors.
- A course taken for credit/no-credit may not replace a letter grade.
- The credit/no-credit option is not available if the student has previously received a letter grade.
Note: Some graduate schools place students who have taken courses on a credit/no-credit basis at a disadvantage in computing grade point averages for admission; however, graduate admission committees in some disciplines may look favorably on learning accomplished in credit/no-credit courses.
For information of Credit by Examination and Challenging a UTSA Course, see the UTSA Student Policies.
Credit/No-Credit. Students may earn “CR” or “NC” grades only for specific courses listed in the UTSA Graduate Catalog as graded on a credit/no-credit basis.
The Office of the Registrar compiles final grades after the close of each semester and each summer term. Grades are available in ASAP. Students who are removed from, placed on, or continued on academic warning or academic probation and students who are dismissed from UTSA, will receive notification from the Office of the Registrar.
Transcripts may be withheld from any student who owes tuition and fees to the University. Grades and transcripts may be withheld from any freshman who has not completed the AlcoholEdu program.
Final grades are reported by course instructors every semester and are due within 3 days after the final examination period ends. Final grades cannot be withheld nor can reporting of them be deferred.
Early grade reports are required for all undergraduates. Faculty members are required to report midterm grades seven weeks into the semester during the fall and spring semesters. All undergraduates receiving midterm grade reports of “D+,” “D,” “D-,” or “F” are required to communicate with their assigned academic advisor to develop a plan to improve their grades. Additional early alerts regarding students’ academic performance and other related student success issues are generated electronically throughout the semester through the Early Alert and Retention Network (EARN).
Change of Grades
Grade changes from “IN” (Incomplete) to a letter grade must be made no later than the end of the final examination period, one year from the semester the Incomplete was received, and before the student’s graduation. An undergraduate student cannot graduate with an “IN” on his or her record. If the student wishes to graduate and if the course is not needed for a degree requirement, the “IN” will have to convert to an “F” regardless of whether a year has passed or not. The instructor must submit either an online Change of Grade or a paper Change of Grade Form to the office of the Dean. The college will file the paper form with the Office of the Registrar. Courses with an “IN” grade that have not been changed by the deadline will automatically be converted to a grade of “F.”
All other grade changes must be initiated by the instructor. All requests for a change of grade should include a statement explaining the requested change. It is the policy to change a grade (other than Incomplete) only in the case of error. Additional work performed by a student may not be used to raise a grade that has been reported to the Office of the Registrar. A request for a change of grade using the paper form requires the approval of the chair of the department in which the course is offered and the dean of the college. The college will file the form with the Office of the Registrar before the Registrar will make the change in the student’s record. Online change of grades are subject to review by the Chair of the department and the Dean of the college.
In no circumstances will grades be changed after one calendar year.
Individual faculty members retain primary responsibility for assigning grades and evaluations. The faculty member’s judgment is final unless compelling evidence shows discrimination, differential treatment or factual mistake. Under unusual circumstances, however, grades may be assigned or changed by someone other than the faculty member. Grades may be changed or assigned through administrative channels in the following procedure:
- Circumstances when an assigned grade of “A+,” “A,” “A-,” “B+,” “B,” “B-,” “C+,” “C,” “C-,” “D+,” “D,” “D-,” or “F” might be changed. In this case, the formal appeals process stated in this bulletin must be initiated by the student. Because a grade change of this type is related directly to issues of academic freedom, a committee composed of qualified faculty should be appointed by the appropriate Graduate Program Committee to assess the academic merits of the appeal. The committee report should weigh heavily in the subsequent administrative review by the Department Chair, College Dean and Graduate School Dean. Grades may be changed only if compelling evidence demonstrates discrimination, differential treatment or factual mistake.
- Circumstances when an assigned grade of “IN” or “NC” might be changed. Under unusual circumstances, a faculty member of record may be unable to assign grades in a timely manner. Examples include death or incapacitation of a faculty member; a faculty member who permanently leaves the university and refuses or fails to respond; and a faculty member who is on leave and cannot be reached.
Additional work performed by a student may not be used to raise a grade that has been reported to the Office of the Registrar.
In no circumstances will grades be changed after one calendar year.
Academic and Grade Grievance Procedure
In resolving any student grievance regarding grades, evaluations or other academically-related concern or incident regarding a faculty member, the student must first make a serious effort to resolve the matter with the faculty member with whom the grievance originated. It is university policy that individual faculty members retain primary responsibility for assigning grades and evaluations. The faculty member’s judgment regarding grades and evaluations is final unless compelling evidence shows discrimination, differential treatment, factual mistake or violation of a relevant university policy. In resolving a student grievance regarding other academically-related issues involving a faculty member, the student must follow the same process as used when grieving a grade or evaluation. If the matter is not resolved, the student may file a formal grievance, in writing, with the Department Chair. The student must file the grievance with the Department Chair within ninety (90) calendar days from the end of the semester in which the grade was assigned or the other concern or incident occurred.
The Department Chair will communicate his or her decision to the student and forward a copy to the Dean of the college. The student may appeal the decision to the Dean of the college and then, if an undergraduate student, to the Dean of University College, and if a graduate student, to the Dean of the Graduate School. Appeals to the next higher level must be submitted on the Student Academic and Grade Grievance Form and submitted within thirty (30) calendar days of the decision of the previous administrative level. The decisions of the Deans of University College and the Graduate School are final. The administrator handling the appeal at each level will notify individuals involved, including those who have already ruled on the appeal, once a decision has been rendered.
For an allegation of discrimination or if a grade appeal contains an allegation of discrimination, the faculty member or Department Chair must notify the student to contact the Equal Opportunity Services (EOS) office and the administrator must also contact EOS to report the student’s claim. The student may simultaneously file a discrimination complaint with the EOS office. If there is a foundation for the discrimination complaint, EOS will notify the appropriate administrator to place the academic and grade grievance on hold until an investigation has been completed. Once the investigation has been completed, EOS will notify the student and the administrator of the outcome. Based upon the outcome, the academic and grade grievance review process will continue or be closed.
Repeating Courses to Improve a Grade
The policies for repeating courses, as stated below, only applies to courses completed and repeated at UTSA.
Certain courses in the catalog state in their course description that they “may be repeated for credit.” These are the only courses where repeating is not a duplication. All semester credit hours and grade points from each of these courses taken are included in the student’s record, in the number of hours earned at UTSA, and the student’s grade point average calculation. Students at the graduate level may not elect to repeat courses for the purpose of raising a grade. See Repeating Courses under the Academic Regulations – Graduate Students section in the UTSA Student Policies.
Students at the undergraduate level may only repeat a course for credit in which they received a grade of “D+,” “D,” “D-,” or “F.” Credit can be counted for only one of the courses. Receipt of a higher grade in a repeated course in a subsequent semester does not alter the student’s academic standing in the semester when the original grade was earned. Students may repeat any course in which they received a grade of “NC” in order to improve their grade; however, this does not alter the student’s overall grade point average.
See Repeating Courses under the Academic Regulations-Undergraduate Students section in the UTSA Student Policies for additional details of the undergraduate course repeat policy and limitations on repeating courses to improve a grade.