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Listing a Dropped Class on the Transcript

JudeMark Szczerba

If a student at your school DROPS a course after a DROP/ADD deadline, how do you account for the course on the transcript? Do you list the “withdrawal” in some way (ex. “W”)? It looks like it can be listed on a report card but not on a transcript that uses “Numeric Grades”.

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Comments

Martha Bainbridge

@JudeMark Szczerba

You can create a ‘W’ for withdrawal in your Grade Translations. Then you can change it under Grades management> Grade by Student> Edit the grade to the ‘W’.

JudeMark Szczerba

@Martha Bainbridge
Thank you. I think our issue is that we use Numeric Grades for our transcript, and I do not think there is a way to enter a “W” that will show if you are using Numeric grades. We are reluctant to create a Letter Grade column on our transcript, though that would allow for the addition of the “W”.

Kathy Hannon

@JudeMark Szczerba we add the WD to our withdrawn students' grades (like Martha's W) - ours are numeric grades also.

We set up in our Grade translations - on our Numeric translation we added WD, Range 0-0; Numeric Equivalent 0; checked Include in GPA1, GPA 2 columns

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Brian Gray

@JudeMark Szczerba - We take a different approach to recording the late drop/withdrawal from a course that involves Transfer Grades and an “Alternate Grades” translation table.

1) The Alternate Grades translation includes a grade label W (along with some other notations for odd situations - credit from another school, credit by exam, No Credit granted.) That translation table is used by a Grade plan group “xxAlternate Grades”. (The xx forces it to the bottom of alphabetical lists.)

2) We created a course “*US Transfer Course Equivalent” that uses xxAlternate Grades. The course is inactive. (The leading asterisk in the name forces it to the top of the list of equivalent courses.)

the student is dropped from the course as if they dropped before the deadline
we create an entry in the student's Transfer Grades using “US Transfer Course Equivalent” as the Equivalent Course, and set the course title to the name of the dropped course
the Grade Category is Alternate Grade
other info is completed as needed
the final grade is set to W

This combination of “Alternate Grades” translation and “*US Transfer Course Equivalent” allows us to handle everything that's come up in the past couple of years. We can easily add another grade to the translation if needed.

Some caveats:

We report only final grades on transcripts. We don't report term or exam grades.
We report letter grades - not numeric.
There were probably a couple of steps in the initial set-up that I've forgotten.
Your mileage may vary.

Stephanie Crouch

@JudeMark Szczerba
We use numeric grades as well. If a student drops after the drop date we give them either a WP (withdraw pass) or a WF (withdraw fail). We have a grade plan for WP/WF as part of our grading setup. In report card set up and transcript set up we have a separate column for these grades.

JudeMark Szczerba

@Stephanie Crouch
Thank you, Stephanie. Out of curiosity, what do you label the column that would have the WP or WF grades ?

Stephanie Crouch

@JudeMark Szczerba

Here is a screenshot of our transcript:

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We use the same headings for our report cards. I have this set so that if a student does not have a WP/WF the columns do not show on either the transcript or the report card.

Stacey Jansen

@Brian Gray

I've attempted to replicate this method because we do not want letter grades to appear on our report cards, but do need a WF/WP option. Thank you for posting this option. If I can get it to work, I think it will cover a few atypical scenarios.

Brian Gray

@Stacey Jansen and I traded several emails about this. My solution works for our transcripts (which report a final grade only). Stacey is looking for a solution for report cards.

I didn't find a solution for what she wants to do. Others may have an idea.