Student Grades

Administrative Procedure 1.103

Grade Point System for Elgin Community College

Course instructors are exclusively responsible for grading their students' coursework and submitting midterm and final grades.

The Associate Dean of Admissions and Registrar is responsible for recording the proper grade(s) and appropriate grade points on each student's permanent record and will post each student’s assigned grade.

Midterm and final grades are required for all students.

Midterm Grades

• Midterm grades are due by 7:00 p.m. the Monday following the midterm date as indicated on the Drop Dates by Section spreadsheet.
• A midterm grade of CR or NC is only appropriate for students eligible for a final grade of CR or NC (e.g. pass/no credit) or those participating in approved experiential learning programs (e.g. internships, study abroad, clinicals).
• A midterm grade of AU is only appropriate for students who are auditing a course.
• Midterm grade of W (More information can be found in the related Administrative Procedure, Schedule Changes and Course Withdrawals 1.202):
  • Students who have never attended or who are not actively pursuing the course should be assigned a midterm grade of W by the 10th day of the semester.
  • Actively pursuing the course is defined by each instructor and is according to the attendance and participation policy stated on the course syllabus.
  • The W grade can be used from the beginning of the section but should be assigned no later than the midterm due date. For sections shorter than 16 weeks, the W should be assigned by the 100% refund date, but no later than midterm.
  • Instructors reserve the right to withdraw a student from section prior to the last day to drop due to excessive, unexcused absences or if the student is not actively pursuing completion of the course as stated in the syllabus.

Final Grades

• Final grades are due by 4:00 p.m. the Monday following the last day a section meets.
• A grade of W cannot be assigned as a final grade or at any point after the last day to drop.
• A grade of AW is assigned only after the last day to drop and is based on extenuating circumstances assessed by the Associate Dean of Student Success. More information can be found in the related Administrative Procedure, Schedule Changes and Course Withdrawals 1.202.

Incomplete Grades

The instructor of record may assign an incomplete (I) grade when a student is unable to complete the course within the prescribed time due to unforeseen circumstances. Instructors are under no obligation to grant students an incomplete grade. All courses for which an incomplete grade has been assigned must be completed by the due date assigned by the faculty member teaching the course. The college recommends completion within 120 calendar days after the last day of the course. A failing grade (F) will be recorded for courses not completed by the due date assigned. The student is responsible for contacting the instructor or, when the instructor is no longer employed at the college, the appropriate dean regarding course completion. Under extreme circumstances, a student may obtain an extension if the instructor involved submits an updated expiration date using the Grade Changes function in the employee portal. During the time the incomplete is on the student’s record, it will not be calculated into the cumulative grade point average.

Plagiarism, Cheating and Other Forms of Academic Dishonesty

For handling issues of plagiarism, cheating and other forms of academic dishonesty, faculty should refer to Administrative Procedure, Academic Integrity 4.407.

Grade Changes

All grade changes, including incompletes, must be completed within one calendar year of the course end date. More information can be found in the related Administrative Procedure, Appeal of Final Grade 4.403.

Grade Reports

Midterm grade reports are mailed to students receiving a D, F, NC or, for students who have been withdrawn prior to or at midterm. Students earning a D or F at midterm should meet with their instructor, academic advisor, or tutor in the Learning Centers to discuss success strategies. Midterm grades are assigned for all students and are available on the AccessECC Student Portal.

Final grade reports are available electronically through the AccessECC Student Portal at the end of every semester or session. Final grades are recorded on the student's permanent record in the Records Office.

Academic Honors

Academic Honors are based on undergraduate level courses (100 level or above).

A student will be listed on the President’s List at the college when a semester grade point average of 4.0 with a minimum of 6 semester hours is earned.

A student will be listed on the Dean's List at the college when a semester grade point average of 3.5-3.99 with a minimum of 6 semester hours is earned.

A student will be listed on the Academic Honors List at the college when a semester grade point average of 3.0-3.49 with a minimum of 6 semester hours is earned.

Graduation Honors

Graduates who achieve a cumulative grade point average of 3.5 to 4.0 for their degree or certificate receive their diplomas with high honors while those achieving a cumulative grade point average of 3.0 to 3.49 receive their diplomas with honors.

During graduation evaluation, the cumulative grade point average for students earning the Associate in Arts, Associate in Science, Associate in Fine Arts, Associate in Liberal Studies and Associate in Engineering Science degrees is determined by using all grades received from all courses numbered 100 and above taken at Elgin Community College and all grades A-D accepted from other colleges/universities. For students earning an Associate of Applied Science degree and any of the certificates, only the grades received in the courses which apply to the Associate of Applied Science degree or certificate are counted for purposes of determining cumulative grade point average at time of graduation.

For the commencement ceremony and in the printed, hard copy commencement program, candidates are listed in their respective programs and announced with honors based on the grade point average up to but not including the current semester grades. Updated final honors are posted on diplomas and transcripts.

More information can be found in the related Administrative Procedure, Schedule Changes and Course Withdrawals 1.202.