Can Professors Change Grades After a Semester? Understanding the Nuances

As the semester draws to a close, students often find themselves anticipating their final grades. While most grades accurately reflect a student's performance, there are instances where a student may disagree with the grade received. This leads to the question: can professors change grades after the semester has ended? The answer, while affirmative, is not always straightforward. It depends on a number of factors.

Grade Deadlines and Posting

Universities typically have official grade deadlines for each session or term, as indicated in the Academic Calendar. The grade posting process usually begins before the deadline. Once grades have been posted, any grade changes must be submitted through a formal grade change request workflow, often managed within the university's student information system and processed through the appropriate Dean's Office.

The Possibility of Grade Changes

While final grades are considered permanent, there are specific circumstances under which a professor can change a grade after the semester. It's crucial to understand that a professor cannot arbitrarily change a final grade. There must be a valid reason and a formal process to be followed.

Valid Reasons for Grade Changes

Several reasons can justify a grade change:

Correcting Errors: Changes may be made to correct an actual error in computation or transcription. For example, if the new grade is the one that would have been entered on the original report had there been no mistake in computing and had all the pertinent data been before the instructor, the change is a proper one.
Re-evaluation: Grades may be changed as a result of re-evaluation of an end-of-session assignment or exam.
Incomplete Grades: Changing a grade from Incomplete ("I") to a letter grade is a common reason. Similarly, a grade may be changed from an "F" that was registered automatically when a student failed to make up an Incomplete.
Overlooked Work: Changes may be made where some part of the student's work has been overlooked.

Circumstances Where Grade Changes Are Unlikely

It's equally important to understand situations where grade changes are generally not permitted:

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Revision of Judgment: End-quarter grades are final and not subject to change by reason of a revision of judgment on the instructor's part.
Second Trial: End-quarter grades are also not subject to change on the basis of a second trial; for example, a new examination, additional work undertaken or completed after the end of the quarter, or reevaluation by another party.
Personal Needs: A student's need for a higher grade to meet certain requirements (e.g., getting into medical school) is not a valid reason for a grade change.

The Grade Change Process

The process for requesting a grade change typically involves several steps:

Initial Contact with the Professor: The student should first contact the professor to discuss the grade and the reasons for concern. It is recommended that students schedule a meeting with the professor to clarify any misunderstandings about their unsatisfactory grade. The student should explain why they believe there was a mistake in grading and ask the professor to double-check the work.
Providing Evidence: To determine whether the grade should be changed, colleges may ask for specific evidence, such as graded assignments and the grading policy. It is important to present supporting evidence for the request, such as graded assignments and syllabus grading policies.
Formal Request: If the professor agrees that a mistake was made, they will follow an official process and request the administration to change the grade. This often involves submitting a grade change request form with a detailed explanation and justification for the change.
Department Chair Involvement: If the student is unable to resolve the issue with the professor, they may need to contact the department chair. The department chair acts as an intermediary in resolving disputes between students and professors. If the department chair concurs, they will usually contact the professor and commence the process of changing the grade.
Grade Appeal Paperwork: If students are unable to resolve a grade dispute with their professor and department chair, they have the option of filing grade appeal paperwork with their college. In certain colleges, students may need to contact an academic dean or a student affairs administrator during this step. It is crucial for students to present a compelling argument for a grade change. Throughout the grade dispute process, students should explain whether the final grade was the result of an error or discrimination. A committee or dean will review the appeal and make a decision.
Approval Workflow: Once the grade change request is submitted, it is routed into a workflow for authorized academic center representatives to approve. The final step in the workflow is approval by the Office of the University Registrar.

Important Considerations for Students

Before approaching a professor about a grade change, students should consider the following:

Review Course Materials: Carefully review the course syllabus, assignment instructions, and the professor's comments on the assignment in question.
Understand Grading Criteria: Grading can vary depending on the subject, college, teacher, and country. Grades are based on how well the student has mastered the material and followed the guidelines for the assignments, not just on effort.
Act Professionally: Always act with courtesy toward professors, even if you disagree with them. Being aggressive or confrontational is not acceptable.
Focus on Improvement: It's important to show the professor that you are committed to improving your performance in the course. Ask for suggestions on how to improve on future assignments.
Be Timely: Address concerns about your final grade before the term ends, if possible. Asking about extra credit opportunities or redoing an assignment may be more effective than disputing grades after the term.

University Policies and Regulations

Many universities have specific policies and regulations regarding grade changes, including deadlines and procedures. For example, grade changes must be made within one semester after a course concludes. Grades cannot be changed more than one term subsequent to degree conferral.

Grade Grievance Procedures

If a student disputes an end-quarter grade, they should follow the Student Academic Grievance Procedure.

Technology and Grade Submission

Instructors typically record grades online through a university portal or learning management system. For example, at some universities, instructors log into the portal, click on "Faculty Center Login," then "Self Service," and finally "Faculty Center," where the Grade Rosters appear. Some systems allow grades to be imported from platforms like Canvas.

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The Impact of Grades

While grades are important, they do not necessarily define a person's potential for success. The story of Eric Wieschaus, who received B's in freshman chemistry but later won the Nobel Prize in Medicine, serves as a reminder to never give up on your dreams and to always strive for excellence, regardless of what your grades may say.

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