Petition to Change to Academic Record

Instructions for Petition to Change to Academic Record

Effective May 31, 2011, the following change to AP 4231 - Grade Changes and Adjustment of Fees was approved:

Students who believe that an error was made in a grade entered on their permanent record may petition the Director of Admissions and Records to correct the record. Petitions for a grade change must be filed no later than one (1) year after the term for which the grade was posted and will be made only after the assigning instructor determines the validity of such a petition and issues a written authorization for the grade change.

Students who believe that an error was made in enrollment, non-resident, or class fees charged against their student account based on the last date of attendance may petition the Director of Admissions and Records to correct the record. Petitions for removal of fees must be filed no later than one (1) year after the term for which the fees were charged and will only be made after the instructor of record determines the validity of such a petition based on last date of attendance and issues a written authorization for the correction of the drop date.

The District will consider petitions for documented special circumstances for 1 - 1/2 (one and one half) years.

This change is particularly important for faculty as they will no longer be required to keep attendance records for a 39 month period, but instead, for a period of one and a half years after the term.

However, it also places more importance on careful adherence to college enrollment policies. Specifically, instructors MUST drop "no show" students as "no shows" rather than simply dropping them on the day you clear your rosters. By far, the majority of petitions going through the system are students indicating that they "never attended the class." And, although the instructor dropped the student, the student has either a "W", fees, or both.

What Admissions & Records requests from you

  1. Last Date of Attendance

  2. Appropriate Box Must Be Checked

    • Did the student ever attend class?
    • Did the student's absences, prior to the end of the fourth week of the semester exceed two weeks of class time (i.e. 2 X the number of times the class meets per week)?
    • Did the student's absences reach three times the number of times the class meets per week prior to the last day of the fourteenth week of the semester?
  3. If Applicable, grade change to : __________ Initials: ___________
  4. Response: ___________.....

Here is why Admissions & Records requests this information

Last Date of Attendance

This information determines what the student is eligible for:

  • Removal of Fees
  • No Show
  • Removal of "W"
  • Removal of "F"
  • No Change

Appropriate Box Must Be Checked

Did the student ever attend class?

If the student never attended, then he/she is eligible for a "No Show" or no grading symbol on his/her academic transcript, and no fees.

Did the student's absences, prior to the end of the fourth week of the semester exceed two weeks of class time (i.e. 2 X the number of times the class meets per week)?

If this criteria is met, then the student is eligible for a "No Show", but may or may not be eligible for a removal of fees.

Did the student's absences reach three times the number of times the class meets per week prior to the last day of the fourteenth week of the semester?

If this criteria is met, then the student may be eligible for a "W."

If Applicable, grade change to : __________ Initials: ___________

Direct input from an instructor concerning grading change.

Response: ___________

The response provided by an instructor is critical in determining some changes to academic record. For example, a student eligible for a "W" based on the above criteria, must have the instructor's support of this request to have the petition granted.

Turn Around Time

Petitions are sent out with a two week window for response. Thereafter, a second request is sent. At times, depending on holidays, etc., a third request may be sent. After that, the matter is turned over to the Division Dean to assist in obtaining a response OR the Vice President of Instruction

Please Note

  • Students have the right to appeal.
  • Students may only petition a class ONE time.
  • Instructors are required to drop No Show students
  • Instructors are required to drop students before census who are no longer attending and meet the 2 X formula
  • Instructors may voluntarily drop a student whose final date of attendance is before the final drop date and meet the 3 X formula.
  • Instructors may not change a grade to a "W" if the student's last date of attendance is after the final drop date. This can only be done by faculty initiated Academic Grade Change form.