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Policy: Grading Practices 

Date: 08/19/09 Policy ID: PROV-005 Status: Final

Policy Type: Executive Vice President & Provost
Contact Office: Executive Vice President and Provost (Office of the)
Oversight Executive: Executive Vice President and Provost
Applies To: Any individual with teaching responsibility at the University.
Table of Contents: Policy Statement
Reason for Policy: 

Establishes guidelines for standard grading practices at the University.

Policy Summary: 
Definition of Terms in Statement: 
Policy Statement: 

Any individual with responsibility for teaching a course, discussion section, or lab at the University is responsible for fair grading practices. At the beginning of each semester's classes, the instructor must announce the basis for grading that will be in effect for each class. Instructors are responsible for submitting grades in a timely manner. Grades are submitted no later than two (2) business days after the last day of final exams for a term. Instructors in the School of Law and the School of Medicine submit grades according to an alternate schedule.

Any graded work that is not returned to students (such as final examinations) or not officially archived at the University (such as student theses or dissertations) must be retained long enough for students to receive and react to their grades, i.e., until the end of the following fall or spring term. After the required retention period, graded work must either be returned to the student or shredded or deleted electronically using a secure data deletion program (more information is available through ITC regarding secure deletion of electronic files.

Any files documenting grades that students received during a course (i.e., grade books) must be retained for one year after the term for which the grade was received, or until resolution of pending or ongoing litigation, claims, or audit reviews. To protect student confidentiality, after the required retention period, all records of students’ academic performance within a course should be shredded or deleted electronically using a secure data deletion program.


Related Information: 

Secure Data Deletion, Information Technology and Communication (ITC)

Policy Background: 


Major Category: Executive Vice President & Provost Policies
Category Cross Reference: 
Next Scheduled Review: 08/19/12
Approved By, Date: Executive Vice President and Provost, 08/19/09
Revision History: 
Supersedes (previous policy):  

Originally included in Policy on Faculty Workload.