The purpose of this policy is to ensure that final course grades are consistently recorded, reported, and made accessible to students in a timely manner that supports student success. It establishes clear expectations for instructors regarding the maintenance of class records, the recording of student attendance and participation, and the timely submission of final grades. This policy also supports institutional compliance with state requirements for the maintenance of student academic records, facilitates equitable grading practices, and upholds the integrity of the college’s academic records.
Grade Reports
Final grades are recorded and available to students by the first Wednesday after the end of each term.
Students may access their final grades by using the college student information system.
All college instructors are responsible for maintaining class records and documenting student progress and achievement as a basis for determining final grades for each student. This may be a class grade book (paper or electronic) or comparable record, but it is the responsibility of the instructor to maintain accurate justification for grades given
to each student.
All college instructors are responsible for timely submission of final grades using the college student information system, by 11:59 PM (Pacific time) on the Tuesday following the last Friday of the term.
All instructors must record attendance or class participation records for the following purposes:
- Documentation for state reimbursement for vocational programs;
- Documentation if attendance is used as a basis for grade;
- Documentation for the one standard term make-up period allowed for an Incomplete grade;
- Documentation for the No Show Drops procedure;
- Documentation for final grades of F, NP or I;
- Variable credit in progress; and
- Appropriate instructors need to maintain specific information required by federal and state reports.
The department shall keep class records in the department for a minimum of one year; after one year, class records shall be submitted to the college’s responsible party for records management. (ORS 166-450-0120)