Grading System

Academic achievement at the Brown School is measured by letter grades.  The Brown School utilizes a 4.0 GPA scale. Students pursuing a degree are graded accordingly to the following classification and point scale.  A plus (+) or minus (-) sign after a grade indicates a greater or lesser degree of the assigned grade, based on the merit of the work.

Upon receipt of a failing grade, a student may wish to request a regrade with the instructor. Students may initiate grade change requests for the following reasons:

• Criteria used in grading were not consistent with stated learning expectations in the syllabus.
• Criteria established for evaluation of student performance were not communicated to the student.
• Sufficient opportunities for student learning were not available or provided.
• Opportunities for remedial action regarding learning problems were not made available to the student.
• A discrepancy between the student’s evaluation of their performance and the instructor’s evaluation exists.

If, after consultation, the instructor maintains the grade, the student may then make a written appeal to the Associate Dean of their program using the procedure outlined below. 

Appeal Procedure to Associate Deans

1. The student will present a written appeal to the Associate Dean, describing their wish to appeal the failing grade accompanied by specific reasons for the appeal, based on any of the five criteria outlined above.
2. The Associate Dean will review the appeal and may render a final decision or can refer the case to the Academic Progress Committee, which is an ad hoc committee of three full-time faculty members. Faculty appointed to this ad-hoc Academic Progress committee shall not have a conflict of interest with the student (instructor, advisor, employer, supervisor). 

Academic Progress Committee

1. The Academic Progress Committee will examine materials demonstrating the student’s performance, stated learning expectations, stated evaluative comments, and statements of the instructor’s and student’s position and recommendations. The Committee will call the instructor and/or the student into the review session. Evidence must be limited to what can be made available and is relevant to the course in which there has been a pending grade of failure or as determined by the Committee.
2. Following examination of materials and discussion with the involved parties, the Committee, in a session closed to the involved parties, will deliberate and will make a written recommendation to the Associate Dean.
3. After receipt of the Committee’s recommendation, the Associate Dean will communicate their decision in writing to the student, the instructor, the Chair of the Academic Progress Committee, and the student’s advisor.

If a student withdraws from either program or course after a semester’s Add/Drop deadline , a W (Withdraw) is recorded on their transcript.

An interim placeholder of “I”, for Incomplete, is used by an instructor when a student experiences an extenuating circumstance preventing completion of the course requirements by the conclusion of the semester.

Incomplete Request Procedure

• Students must first discuss an Incomplete with their faculty.*
• If an Incomplete is agreed upon, a faculty member will submit an “I” grade for that semester.
• An Incomplete Course Completion Plan, crafted by both the faculty member and student is encouraged.

*MSW Students must have completed and received a grade for Social Work Practice with Individuals, Families and Groups, Social Justice and Human Diversity, and Human Behavior in order to begin their Foundation Practicum. If students receive an Incomplete in one of these courses, their Foundation Practicum start date will be delayed. Students cannot graduate with an incomplete on their record.

Timeline for Satisfying Course Requirements

Students have 60 days from when semester grades are due, or the date the instructor sets (whichever comes first), to complete any outstanding work and submit to their faculty member.

At the 60 day (or instructor-set) deadline, whatever work is completed will be graded and any work not submitted will receive a zero. Based on this, an appropriate grade will be assigned with full acknowledgment that the final grade may result in an F.

• Example: a student does not turn in a homework assignment worth 5% of the grade, but does turn in a missing paper worth 50%. The student will receive a 0 grade for the homework assignment, a corresponding grade for the paper, and a final grade reflecting these assignments and other course assignments overall.

Incompletes and Restricted Registration/Enrollment

Students cannot enroll in a class if the prerequisite is incomplete.

Students with two or more incomplete grades, who are enrolled in practicum, are required to be on a Practicum Support Plan in collaboration with their Field Faculty Advisor. Additionally, students are only allowed to be enrolled in 1 credit of practicum until at least one of the incompletes is satisfied

Students cannot start a new semester with ≥7 credits of incompletes; the deadline to clear below 7 credits is 11:59pm on the Friday of the first week of the new semester.

• If incompletes do not fall below 7 credits by the deadline, the Registrar’s Office will withdraw the student from all semester courses.

Students with an incomplete who are scheduled to go on a Leave of Absence (LOA) must have a grade posted prior to the first date of leave. Whatever work is completed will be graded and any work not submitted will receive a zero. Based on this, an appropriate grade will be assigned with full acknowledgement that the final grade may results in an “F” grade.

• Students are encouraged to have their LOA officially start on the first day of the subsequent semester so that they can take the time in between the two terms to complete as much outstanding work as possible, prior to losing access to WashU systems.
• Note: barring any extenuating circumstances, students who take a LOA prior to the completion of the semester will be withdrawn from all classes and will need to retake said classes upon return to the university.

An interim placeholder of “N”, No Grade, is assigned by the system for the semester when a student has not completed all practicum requirements and/or the following practicum-related documentation: 

• Student Self-Evaluation of Competencies and Performance (Accessible on Inside Brown)
• Student Assessment of Practicum Experience (Accessible on Inside Brown)
• Field Instructor Evaluation of Practicum
  • (Student: Send to Field Instructor after Self-Evaluation is completed.)
• Practicum Timesheet  (Accessible on Inside Brown)
  • (Student: This document requires student and field instructor signatures)

If a student is completing practicum credits at the same organization for more than one semester, the “N” grade will stand until the end of that experience and all documentation has been completed.   A grade will then be assigned for all semesters.

If an interim placeholder of “N” has been assigned, it is the student’s responsibility to ensure the completion of all registered practicum hours and the submission of all practicum-related documentation to OFE by the following deadlines: 

• Practicum Credits registered for Fall Semester: May 1 of the current academic year
• Practicum Credits registered for Spring Semester: August 1 of the current year
• Practicum Credits registered for Summer Semester: December 1 of the subsequent academic year

If a student has not met the required semester deadlines to replace the “N”, the Brown School Registrar’s Office will assign an “F” for the registered practicum credits.  Final practicum grades are P# (pass)/F# (fail).

If the grade is F#, the student must reregister and pay for the required practicum credits.  No credit for previously accrued practicum hours will be counted. Students cannot graduate with an incomplete on their record.

Students who have done poorly in a course have the opportunity to repeat it, following these guidelines:

• There must be space in that course. 
• Courses taken at the Brown school may only be repeated at the Brown School.
• This option may only be applied a maximum of 2 times for the same course.  If the student takes a course for the third time and receives a failing grade, the student will be withdrawn from the program.
• Students must register for the same course number* (instructor may be different). If a course is no longer offered, students may not substitute an alternative course.
• Tuition will be assessed.
• On the transcript, the original course will remain on the transcript, but be designated with an “R”, next to the original grade, indicating that the course was repeated. If a student takes a course for a third time, the “R” will only be designated next to the first time the student takes the course. An “F” will be reflected on the transcript for the second course attempt.
• All courses designated with an “R” (repeat note) will not be included in grade point average calculations and are not applicable toward graduation requirements.
• The letter grade earned in the most recent attempt will be included in cumulative credit totals and a new grade point average will be calculated.
  • If a student takes a required course three times, the second failed grade will still be factored into the student’s overall GPA.
• All subsequently repeated courses and grades will be recorded on the transcript and noted that the course has been repeated.
• A course taken for undergraduate credit may not later be changed to graduate credit (Washington University undergraduate students only) 
• Courses taken for credit towards an undergraduate degree may not be taken for graduate credit. (Washington University undergraduate students only)
• If a student repeats a course after their degree has been awarded, the original course grade will not be excluded from the degree GPA.
• Students who have been dropped from a degree program may not use the course repeat process to gain readmission to that degree program.  

All degree programs at the Brown School require that students maintain a minimum cumulative GPA of 3.0 (on a 4.0 scale).  The first semester that a student fails to meet the minimum 3.0 cumulative GPA, they will automatically be placed on Academic Probation for the next semester. If the student is only enrolled in practicum credit (Pass/Fail) for the next semester, then the student’s grades will be reviewed the following semester, when grades are earned. Students will be notified by their program’s Assistant Dean regarding Academic Probation.  

There may be financial aid implications for a student placed on Academic Probation.  Students should discuss their options with the Assistant Director of Financial Aid.

A student on Academic Probation for more than one semester will have their case reviewed by the Assistant Dean of their Program.   The Assistant Dean may recommend continued Academic Probation,  a remediation plan or may choose to refer the case to the Academic Progress Committee.

Academic Progress Committee

The Academic Progress Committee is responsible for reviewing students’ academic progress and making decisions regarding appropriate actions, which may include but is not limited to continued academic probation, a remediation plan, a required leave of absence, or termination from the program.

Student Rights and Responsibilities

If a student’ case is being sent to the Academic Progress Committee, they are entitled to the following: 

• Receive written notice of the hearing meeting
• Be advised of the relevant evidence of their case
• Ask any questions
• Offer an explanation as to what occurred
• Present relevant material that would be helpful in understanding the circumstances under which their GPA fell below a 3.0 or they are not meeting other satisfactory academic progress

After the student has been advised of the hearing and the relevant accompanying evidence, the student has several options: 

• Agree to attend the hearing
• Decline to attend the hearing
• Request a leave of absence from the university
• Request to withdraw permanently from the university

The student may request to delay their response to the complaint by up to three (3) business days. If no response is obtained within that time period, they will be referred for a hearing.

If the student refuses to respond or refuses to participate in the hearing, the Assistant Dean and/or the Academic Progress Committee may immediately proceed to recommend actions in accordance with this Policy. 

Academic Progress Committee Procedures

The Academic Progress Committee is composed of three full-time faculty members. The Assistant Dean of the program will be responsible for scheduling hearings at the earliest convenient time and for notifying the person(s) who are to appear before the committee. A copy of the procedures for the conduct of the hearing will be provided in writing to the person(s) who are scheduled to appear, together with notification of the time and place of the hearing. A copy of these documents will be provided to the Associate Dean of the Program. 

In exceptional cases, upon the student’s request, the Assistant Dean may postpone a hearing, but every effort should be made to arrange a prompt and thorough hearing of the matter. A student may decline to attend the hearing.  In such a case, a student may advise the Assistant Dean in writing of any mitigating circumstance(s) that should be weighed by the committee in its consideration of its decision. Any student who does not appear at the formal hearing retains the right to appeal any actions imposed by the Academic Progress Committee. 

The formal hearing will be held as a closed hearing. The hearing may include the committee, the Assistant Dean, the student, and one (1) additional observer chosen by the student. All observers must respect the confidentiality of the disciplinary process and are there only for support.

The Academic Progress Committee will employ the following specific procedures in hearing a case: 

• The Assistant Dean and student shall have the opportunity to present statements summarizing their respective cases and the evidence to be presented.
• The Assistant Dean shall present their evidence.  Except as otherwise noted in this subsection, the student and members of the Committee may ask questions. 
• The student shall have the opportunity to present evidence. Except as otherwise noted in this subsection, the Assistant Dean and members of the Committee may ask questions.
• The Assistant Dean and the student shall have the opportunity to present concluding remarks.
• In any hearing, the Committee may ask questions of any participant in the hearing (including the Assistant Dean, the student, and any witness) at any time during the hearing, and may also recall witnesses and/or request that additional witnesses be called

The student will have the right to examine documentary evidence presented during the hearing and have the right to hear and cross-examine witnesses at the hearing. 

Immediately following the hearing, the Academic Progress Committee will meet in closed session to consider all the evidence and information presented. The committee will, by majority vote, determine a recommendation for action. The Assistant Dean will notify the Associate Dean of the program concerning the committee’s decision. 

The Associate Dean will accept or modify the recommended action from the Committee and notify the student in writing within five (5) business days. 

Actions

The following academic actions may be taken if a student’s case is sent to the Academic Progress Committee:

• Continuing in the program on academic probation.
• Continuing in the program if certain conditions are met.
• Counseling the student to voluntarily withdraw from the program.
• Dismissal from the program.
• Other actions as deemed appropriate by the committee

Appeals

The student will have the right to appeal in writing to the Dean of the Brown School within fourteen (14) days after being notified by the Associate Dean.  Such appeal shall be made in writing to the appeal officer and shall be limited to grounds that a fair hearing was not provided or that the recommendation was insufficient or excessive.

The appeal must outline the reason for the appeal and provide all information relevant to the case for consideration of the appeal. The Dean then will have the opportunity to request additional information. The Dean will then determine whether an unfair hearing has occurred or whether the recommendations are insufficient or excessive.  If the Dean grants the appeal, they may order a new hearing or may reduce or modify the sanctions imposed.    

All decisions are final, except that expulsions and suspensions may be appealed to the Chancellor designee under the provisions of the Washington University Student Conduct Code. 

Record Keeping

It is the responsibility of the Assistant Dean to maintain the records concerning academic progress.  When a student has been sent to an Academic Progress Hearing, a letter summarizing the case, the outcome, and recommendation will be placed in the student’s official file in the Brown School Registrar’s Office. 

Brown School Scholarships

If a student drops below full-time status in the Fall or Spring semester, the student will be ineligible for their Brown School scholarship until they are once again enrolled full-time. If, however, Student Health Services or Disability Resources approves a student for a reduced course load, the student can receive half of their scholarship as long as they maintain part-time enrollment at the Brown School. 

Students who have been given scholarships must maintain a GPA of 3.0* each semester, fulfill any additional eligibility requirements, and enroll full time in the Fall and Spring semesters. Failure to meet a 3.0 GPA requirement after each semester places the scholarship at risk. 

* Students receiving the full-tuition Buder Foundation Scholarship must maintain a cumulative GPA of at least 3.1. 

If a student fails to meet the GPA requirement, they will receive a one-semester probation period. During the semester of probation, the student will continue to receive scholarship funds. If the student fails to meet the GPA requirement at the end of the probation semester, the scholarship may be rescinded. The Assistant Dean of the Program will do a holistic review of the student’s progress and with consultation from the Assistant Director of Financial Aid, may approve continuation of scholarships after a second semester below a 3.0 cumulative GPA, based on demonstrated academic improvement.

Once a student attains the required 3.0 cumulative GPA, their scholarship will be reinstated.

Federal Financial Aid

The Department of Education (DOE) requires students to meet Satisfactory Academic Progress (SAP) standards in order to receive federal financial aid (loans and Work-Study). In order to maintain SAP, students must maintain minimum requirements for cumulative GPA and pace. Students must also complete their degree within the maximum time frame allowed for the program, as defined below:

• The DOE SAP cumulative GPA requirement is 3.0 for a Fall or Spring semester.  Summer semesters are not included.  
• The pace requirement for maintaining SAP requires students earn credit for at least 67% of the credits attempted. Pace is defined as the number of credits earned divided by the number of credits attempted.

If a student does not meet either the semester DOE GPA requirement or the pace requirement, federal financial aid is cancelled for the following semester. An appeal may be submitted to the Assistant Director of Financial Aid and must include:

• An explanation of why the SAP requirements were not achieved
• How the student’s situation has changed in order to achieve SAP requirements in the following semester

Students will be notified by the Assistant Director of Financial aid regarding the decision on the appeal within 2 weeks of the appeal submission.