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|Manual for Student Attendance and Grade Reporting|
Instructions for Petition to Change to Academic Record
Effective May 31, 2011, the following change to AP 4231 - Grade Changes and Adjustment of Fees was approved:
Students who believe that an error was made in a grade entered on their permanent record may petition the Director of Admissions and Records to correct the record. Petitions for a grade change must be filed no later than one (1) year after the term for which the grade was posted and will be made only after the assigning instructor determines the validity of such a petition and issues a written authorization for the grade change.
Students who believe that an error was made in enrollment, non-resident, or class fees charged against their student account based on the last date of attendance may petition the Director of Admissions and Records to correct the record. Petitions for removal of fees must be filed no later than one (1) year after the term for which the fees were charged and will only be made after the instructor of record determines the validity of such a petition based on last date of attendance and issues a written authorization for the correction of the drop date.
The District will consider petitions for documented special circumstances for 1 - 1/2 (one and one half) years.
This change is particularly important for faculty as they will no longer be required to keep attendance records for a 39 month period, but instead, for a period of one and a half years after the term.
However, it also places more importance on careful adherence to college enrollment policies. Specifically, instructors MUST drop "no show" students as "no shows" rather than simply dropping them on the day you clear your rosters. By far, the majority of petitions going through the system are students indicating that they "never attended the class." And, although the instructor dropped the student, the student has either a "W", fees, or both.
What Admissions & Records requests from you….
1. Last Date of Attendance
2. Appropriate Box Must Be Checked:
3. If Applicable, grade change to : __________ Initials: ___________
4. Response: ___________.....
Here is why Admissions & Records requests this information:
Last Date of Attendance – This information determines what the student is eligible for:
Appropriate Box Must Be Checked:
If Applicable, grade change to : __________ Initials: ___________
Direct input from an instructor concerning grading change.
The response provided by an instructor is critical in determining some changes to academic record. For example, a student eligible for a “W” based on the above criteria, must have the instructor’s support of this request to have the petition granted.
Turn Around Time:
Petitions are sent out with a two week window for response. Thereafter, a second request is sent. At times, depending on holidays, etc., a third request may be sent. After that, the matter is turned over to the Division Dean to assist in obtaining a response OR the Vice President of Instruction
For assistance, please contact:
E-mail is the fastest way to reach the Admissions & Records staff.
In-person assistance is also available in the Admissions and Records Office, DeRicco Student Services Building from 8:00 a.m. to 5:00 p.m., Monday through Friday. Get access key card for Admissions and Records at the Information Desk.
San Joaquin Delta College