NONCOMPLIANCE 2.4: No school policy exists for grade changes and one staff member informally made grade changes in the past based upon informal verbal or e-mail requests by administrators.
There is no end of year checkout procedure at the school that requires an archive of grade records.
WVBE Policy 5800, Section 4, Section 5; W. Va. Code §18-4-46 (a)
CORRECTIVE ACTION 2.4: School and county policies must be developed and implemented regarding the formal process and procedure for necessary grade changes, assuring compliance with W. Va.
Code §18-5-46. School administrators will develop an end-of-year checkout procedure for teachers at the school that requires an archive of grade records. Central office staff will develop an end-of-year checkout procedure for principals to verify that teachers have archived grade records.
It's important to understand that grade change policies are designed to ensure fairness and accuracy in student records. In West Virginia, these policies are guided by state code and West Virginia Board of Education (WVBE) policies. Here's a breakdown of key considerations:
Key Considerations from West Virginia Regulations:
- West Virginia Code §18-5-46:
- This code emphasizes that teachers cannot be forced to change a student's grade unless there is "clear and convincing evidence" of a mathematical error in the grade calculation.
- This protects teachers' professional judgment while allowing for corrections of verifiable errors.
- WVBE Policy 2510:
- This policy provides further guidance on grade transcription procedures. It reinforces that grades, once issued and transcribed, should not be changed unless a computation error occurred and is verified by the teacher.
- This policy also addresses the handling of transfer grades and weighted grades.
- Emphasis on Accuracy:
- The overarching principle is to maintain the integrity of student records. Grade changes should only occur when there is a legitimate and verifiable reason.
Developing School and County Policies:
Based on these state guidelines, schools and counties should develop clear and comprehensive policies that include:
- Definition of Permissible Grade Changes:
- Clearly define the circumstances under which a grade change is allowed (e.g., mathematical errors, clerical errors).
- Specify that changes based on subjective re-evaluation of student work are generally not permissible.
- Formal Process:
- Establish a step-by-step process for requesting and approving grade changes.
- This process should include:
- A written request form.
- Documentation of the reason for the change.
- Verification of the error by the teacher.
- Approval by a designated school administrator.
- Documentation and Record-Keeping:
- Maintain accurate records of all grade changes, including the reason for the change and the individuals involved in the process.
- Ensure that all changes are reflected in the student's official transcript.
- Appeals Process:
- Establish a process for students and parents to appeal grade decisions.
- This process should provide for a fair and impartial review of the appeal.
- Compliance with State Law:
- Ensure that all school and county policies are consistent with West Virginia Code and WVBE policies.
In summary:
School and county policies must prioritize accuracy, fairness, and compliance with state regulations. A well-defined process for grade changes will help to maintain the integrity of student records and ensure that all students are treated equitably.
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Checklist: Developing and Implementing Grade Change Policies (WV)
I. Policy Development & Alignment:
- [ ] Review West Virginia Code §18-5-46: Understand the legal limitations on grade changes.
- [ ] Review WVBE Policy 2510: Ensure alignment with state board of education directives.
- [ ] Define Permissible Grade Changes:
- [ ] Clearly state that only mathematical/clerical errors are grounds for change.
- [ ] Explicitly state that subjective re-evaluations are generally not permitted.
- [ ] Draft a Formal Grade Change Policy:
- [ ] Include a written request form template.
- [ ] Detail the required documentation for a change request.
- [ ] Outline the steps for verification and approval.
- [ ] Define what constitutes a mathematical error.
- [ ] Establish an Appeals Process:
- [ ] Create a clear process for students/parents to appeal grade decisions.
- [ ] Designate an impartial review body or individual.
- [ ] Ensure Policy Compliance:
- [ ] Verify that the policy aligns with all applicable state and local regulations.
- [ ] Have the policy reviewed by legal counsel.
- [ ] Get Policy Approved:
- [ ] Present the policy to the school board or county board of education for approval.
II. Implementation & Communication:
- [ ] Develop a Written Request Form:
- [ ] Include fields for student information, course details, original grade, proposed grade, and reason for the change.
- [ ] Include a space for the teacher's signature, and the administrator's signature.
- [ ] Create a Documentation System:
- [ ] Establish a secure system for storing grade change requests and supporting documentation.
- [ ] Create a digital or paper system for tracking all grade changes.
- [ ] Communicate the Policy:
- [ ] Distribute the policy to teachers, students, and parents.
- [ ] Provide training to teachers and administrators on the policy and procedures.
- [ ] Publish the policy on the school/county website.
- [ ] Train Staff:
- [ ] Provide training on how to verify mathematical errors.
- [ ] Provide training on how to properly document grade change requests.
- [ ] Maintain Accurate Records:
- [ ] Ensure all grade changes are reflected in student transcripts.
- [ ] Keep records of all requests, approvals, and denials.
- [ ] Regular Policy Review:
- [ ] Schedule periodic reviews of the policy to ensure effectiveness and compliance.
- [ ] Update the policy as needed based on changes in state regulations or best practices.
- [ ] Implementation of Auditing Procedures:
- [ ] Implement a system of auditing grade changes to ensure compliance with policy.
III. Ongoing Monitoring and Evaluation:
- [ ] Track Grade Change Requests: Monitor the number and types of grade change requests.
- [ ] Evaluate the Effectiveness of the Appeals Process: Gather feedback from students and parents.
- [ ] Identify Areas for Improvement: Use data to identify areas where the policy or procedures can be improved.
- [ ] Ensure Consistent Application: Check to ensure that the policy is being applied consistently across all classrooms.
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