MEMORANDUM

FROM: Anna F. Vaughn-Cooke, PhD, Vice President for Academic Affairs

TO: UMES Faculty

SUBJECT: Timely Submission of Grades

As I noted during our university-wide faculty meeting on January 27, 2005, a small percentage of our professors submitted their grades for the fall 2004 semester after the December 21st deadline. While most of the late submissions were caused by technical mistakes, they caused serious delays in completing crucial processes related to financial aid, academic probation and academic dismissal.

As we agreed during our faculty meeting, it is imperative that all grades be submitted by the deadlines published in the academic calendar. Given the negative impact that a limited number of late grade submissions has had on the image of our faculty, the Office of Academic Affairs has established a zero tolerance for submitting grades late. In order to monitor the timely submission of grades, the following procedures will be implemented, beginning the spring 2005 semester.

  1. All faculty members (full-time, adjunct and those teaching off campus) must provide evidence that they have submitted their grades for all assigned courses by the semester deadline to their department chairs. A printout of the grade roster can serve as evidence.
  2. Chairs must inform their Deans that the grades for all courses offered in their departments have been submitted to the Office of the Registrar by the semester deadline. A statement indicating that all grades have been submitted can be provided by email to the Deans. Copies of grade rosters should not be forwarded to the Deans.
  3. Deans must inform the Vice President for Academic Affairs that the grades for all courses offered in their schools have been submitted to the Office of the Registrar by the semester deadline.

    The first time a faculty member does not submit his/her grades by the semester deadline, the following procedure will be implemented.

  4. The Department Chair will send a letter of reprimand to the faculty member with a copy to the Dean.
  5. The second time a faculty member does not submit his/her grades by the semester deadline, the following procedure will be implemented:
  6. The Dean will send a letter of reprimand to the faculty member with a copy to the Vice President for Academic Affairs who will take appropriate disciplinary action.