End-of-Semester Grade Submission and Title IV Compliance

April 26, 2021

Dear Baylor Faculty:

At the beginning of this semester, I asked you for your help with verifying Class Rosters to ensure that we remain in compliance with Title IV regulations. I am quite pleased to report that all of you (literally all of you) did an excellent job in verifying your class rosters. Through hard work by all of you and multiple offices on campus, we were able to move our compliance percentage with class roster verification from a previous high of approximately 43% to 100% for this spring. Thank you very much for your assistance with this effort and for quickly setting the standard that we will need to meet in future semesters.

However, we aren’t quite done for this spring. Another key component of Title IV compliance is collecting information about the last date of attendance for each student who receives Incomplete (I) or Failing grades because that student stopped attending or participating in class. To support our compliance in this area, we are introducing new, more descriptive grade values for failing grades. These new grade submission values will indicate that a failing grade was earned (with the notation FE), that the student stopped attending or participating in class (with the notation FSA), or that the student never attended the class at all (with the notation FNA). More details regarding these grade values can be found at the following link: www.baylor.edu/registrar/grading.

By Thursday, April 29, faculty who are teaching in the spring 2021 semester will receive additional details (through email) from the Office of the Registrar to initiate the grading period. I am writing now to reinforce the importance of ensuring that: a) we collect grades from each of you by the date when grades are due, and b) you confirm the last date of attendance through the grade submission process for every student who receives a grade of Incomplete or Failing due to their having stopped attending or participating in the class. The email that faculty who are teaching in the spring 2021 semester will receive later this week (by April 29) from the Office of the Registrar will provide all of the details needed to submit grades on time and to ensure that the grades are submitted in compliance with Title IV expectations.

If you have questions about this expectation in general, please feel free to reach out to Dr. Wes Null, Vice Provost, at Wesley_Null@baylor.edu or 254-710-7591. If you have questions about the grade submission process after you have received additional instructions, please contact the Office of the Registrar at Registrar@baylor.edu or or 254-710-1181.

Thank you again for your assistance in this critical aspect of our work together at Baylor.

Sincerely,

Nancy Brickhouse, Ph.D.
Provost

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