Changing of Grades
Grades given at the end of a course are final and may not be changed by additional work or submitting additional materials. When work is completed for a course in which an INC grade has been given, instructors notify the Registrar's Office of that fact, along with the final grade to be given, by processing a Grade Change Card through the academic dean's office. Similarly, if the original grade that was submitted was done in error, a Grade Change Card should be processed.
Below is a deliberately-altered image of a Grade Change Card, shown here so that instructors understand what one looks like and what information is requested on one. The actual Grade Change Card is of a different size, and is printed on colored card stock. Instructors must use official Grade Change Cards that they can obtain from the office of their department chair. They should complete and sign the upper half of the card, then forward it to their chair for any necessary additional signatures.
The instructor should complete the upper half of the card, including the date that the student completed the course, and sign and date the card. Only the instructor of record for the course may sign as the instructor. (If the instructor of record is no longer employed by SIU, the department chair may sign instead, noting this fact on the card.) The instructor should then forward the card to the departmental chair.
If a card contains a grade change from an INC or DEF to an actual grade, then only the instructor's signature is needed. In all other cases, the department chair and the dean (or a delegate known to the Registrar's Office as authorized to do so) must sign as well. If the affected student is a graduate student, then the Graduate School dean must sign as well. All signatures must be original ink signatures (no stamps are allowed).
All Grade Change Cards must be ultimately forwarded to the dean's office. Staff from the Registrar's Office will pick up completed cards on a regular basis (completed cards must not be mailed to our office). Additional blank cards can be requested by the department chair via a memo to our office designating the staff member (not a student worker) who will come to pick up the cards. The person picking up the cards should bring a photo ID to the Student Services Building, room 0251, when picking up the cards.