Pima County Community College District Regulation
Regulation Title: Grading
Regulation Number: RG-3108/A
Effective Date: 11/4/03
Approval Date: 11/4/03
Sponsoring Unit/Department: VC Academic Affairs and Student Development
Policy Title(s) & No(s): Grading, BP-3108
Cross Reference: Attendance, BP-3103, Class Orientation, BP-3113
This guide provides general information about the procedures that must be followed in the public posting of grades and returning of graded papers to students. The intent of this guide is to protect students' rights to confidentiality regarding personally identifiable information.
I. Publicly Posting Grades
It is a violation of the Family Educational Rights and Privacy Act of 1974 (FERPA) to publicly post grades by either the student's name, institutional student identification number, or social security number without first having obtained the student's written permission.
e.g., "I, Student Name Here, give permission to Faculty/Instructor Name Here, to post any grade associated with my student record for Subject and Course Here for Semester Here in the method my faculty member/instructor has listed in his/her syllabus."
This applies to web sites and grade sheets left with office staff, as well as to the more traditional posting sites such as bulletin board and office doors.
Instructors who wish to publicly post grades should use a system that ensures FERPA requirements are met. Recommended methods include the following:
Obtain the student's written permission;
Using randomly assigned code words or numbers that only the instructor or the student know, and post in an order that is not alphabetical; and
Obtain from the student, a self-addressed stamped envelope with which to mail the student's grade(s) and related evaluations (post cards are not acceptable).
II. Distributing Grade Information Via E-mail
As with publicly posting grades, grades and grade information sent via e-mail should have written permission from the student and the student should provide the preferred e-mail address as part of this permission.
e.g., "I, Student Name Here, give permission to Faculty/Instructor Name Here, to e-mail any grade associated with my student record for Subject and Course Here for Semester Here to the following e-mail address, Insert E-mail Address Here."
Below are specific examples of acceptable and unacceptable methods of returning materials to students:
- Grades and comments sent directly to the student's individual e-mail address.
- Graded paper returned in a sealed envelope to a centralized location.
- Graded paper handed directly to the student in the classroom.
- Returning graded materials to a central area without using sealed envelopes.
- Cannot send to an e-mail list serve.