Grade Submission

Grades can be corrected in Faculty Self-service so long as you first submitted the grade in the same day. Be sure to review the grades that you enter for each student prior to clicking on the submit button. If you noticed you made a mistake after submitting, you may update the grade and then click submit again. Once you submit a grade for a student the grade will lock into the system at 11:59pm daily.

Grade changes after this time will need to be requested through Akil Hill (arfacultysupport@sbcc.edu) in Admissions & Records. Send Akil an email and indicate the CRN of the course. List the Student’s name, ID number, the current grade and the new grade you are requesting. According to AP 4231, Faculty-initiated grade changes will only be accepted for grades recorded within the previous calendar year.

PLUS/MINUS (+/-) Grading: Instructors have the option of using the “plus” and “minus” designation in combination with letter grades, except that C minus shall not be used. Each instructor shall determine final grades based upon their grading policy as set forth in the course syllabus as well as aligning with the grading standards contained in the official course outline of record.

Some courses are offered only with a grading basis of P/NP, while in others, students may request it using the Pass/No Pass petition. Units awarded are not counted in the GPA. If these are the grades available to you, here is how they are defined:

The “FW” symbol may not be used in place of a qualified military withdrawal or an excused withdrawal.

What is the difference between an "F" and an "FW" Grade Symbol? (Reference: Title 5, 55023). The “FW” grade symbol indicates that a student has stopped participating in the class after the official deadline to withdraw from the course and as a result has failed to meet the class performance objectives. If an “FW” grade is used, its grade point equals zero (0), and it will be calculated into the GPA,

Course repetition and academic standing in the same manner as an “F” grade. The “FW” grade more accurately represents what the student has done, assists the Financial Aid Office and helps academic counselors to work more effectively with a student.

The sole responsibility for assigning grades rests with the individual instructor of record. Each instructor is expected to consistently employ their best judgment in the determination of final grades as set forth in the course syllabus and official course outline of record.

Students may petition the Admissions & Records office to request an Excused Withdrawal (EW). In some instances, you may have a student that must withdraw from your course under circumstances that were beyond their control. The EW grade is a non-evaluative symbol reflected on the grade transcript and allows the college to exclude the student from progress probation and dismissal calculations.

An EW is appropriate when a student requests a withdrawal from courses due to specific events “beyond the control of the student” affecting their ability to complete a course(s) that may include:

1. job transfer outside of geographical region
2. an illness in the family where the student is the primary caregiver
3. when student is incarcerated in a CA State Prison or county jail is released from custody or involuntarily transferred before the end of the term
4. student is the subject of an immigration action
5. Death of an immediate family member
6. verifiable accidents or chronic/acute illness
7. Natural disasters directly affecting the student.

If you are working with a student that meets this criterion, please refer them to Admissions & Records.

A military withdrawal occurs when a student who is a member of an active or reserve United States military service receives orders compelling a withdrawal from courses. Upon verification of such orders, a withdrawal will be permitted at any time during the term. The withdrawal shall be noted as a military withdrawal ("MW") on the student's record. The student shall complete and submit the Military Withdrawal Form to Admissions and Records. The petition shall be reviewed by the Scholastic Standards Committee and if granted an “MW” would be assigned by Admissions and Records. Military withdrawals shall not be counted in progress probation or disqualification calculations and shall not be counted for the permitted number of withdrawals or counted as an enrollment attempt. The District shall post a credit for eligible enrollment fees to the student’s account.

If you are working with a student that meets this criterion, please refer them to Admissions & Records.

No notation ("W" or other) shall be made on the academic record of the student who withdraws prior to the first census (which is the end of the second week of the Fall/Fall semesters and 20% of the length of the course for all other courses and in the Fall term). A student may withdraw from semester-length courses through the last business day of the 9th week of the semester (and no later than 60% of the length of the course for all other courses and in Fall term) and shall receive a "W" symbol.

An Incomplete (I*) non-evaluative symbol may be issued at the end of the term by the instructor for unforeseeable, emergency, and justifiable reasons that preclude a student’s final completion of course requirements. For more information see Incomplete Grades & Contracts.

The "IP" symbol shall be used to denote that the class extends beyond the normal end of an academic term. It indicates that work is "in progress" but that assignment of a substantive grade must await its completion. 

A course instructor and student may enter into an Incomplete Contract when their academic work for unforeseeable, emergency, and justifiable reasons at the end of the term may result in incomplete coursework. An “I*” grade symbol is placed on the student’s record by Admissions & Records and the conditions for removal of the “I*” are stated by the instructor in the contract.

If you will be issuing an “I” leave the grade field blank and follow the below instructions:

1. The faculty member and the student must sign the Incomplete Contract. If the student’s signature is not available, please attach an email reflecting the student’s consent to the terms of the contract.
2. Incomplete Contracts must be submitted by faculty to Admissions & Records by the grade deadline using this email: arfacultysupport@sbcc.edu
3. The "I*" shall be made up no later than the end of the following semester (i.e., Fall term -- by the end of Fall semester; Fall semester -- by the end of Fall semester, and Fall semester -- by the end of Fall semester).
4. Instructor will issue a final grade once the work stipulated has been completed and evaluated by the stated deadline (example: end of Fall 2023 - Saturday, May 20, 2023)

Entering into such a contract is at the faculty member’s discretion and they should assess on a student-by-student basis when the use of this option would be appropriate for a student and whether the student’s individual circumstances constitute an “unforeseeable, emergency and justifiable reason” for needing additional time.

1. Log into your campus portal account.
2. Click on your ‘Faculty’ tab and select ‘Class Management’ from Faculty Links.
3. Select ‘Grades’ and then select the term 'Summer 2024' and submit.
4. Select the CRN (course reference number) to enter grades for.
5. Enter a final grade for every student who appears on your roster. The list of available grades to select from reflects the course grading option, or in cases of approved student requests for P/NP grading, the student selected grading option. Do not forget to go to the next page if your roster has multiple pages.
6. Repeat for all CRNs.