Grading System and Academic Records
General Grading Policy
The grading scale used for official grades for all School of Education students—graduate, and non-degree—is listed in the table below. Please note the grade of A+ is not assigned at any level.
Each instructor assigns grades according to his/her own system, which should be explained in the course syllabus. All students must possess acceptable written command of the English language; instructors will consider writing quality when assigning grades, and make referrals for those needing improvement in writing skills.
Grades / Quality Points
NP No Pass (for non-credit courses only)
MR No grade reported as yet by the instructor, not a failing grade W Official withdrawal (not assigned by instructor)
X Grade not yet submitted by instructor
No notation on an official report may be changed except to correct an error or to replace an “I” (incomplete) grade.
School of Education records are sealed thirty (30) days after the conferral of a degree. After this date, no changes will be made to a student’s academic record.
Note: Some programs may have additional grading requirements. For further details, please refer to the individual program descriptions in this catalog.
Alternative Grading Scale
Some courses may choose to employ a Pass (P)/Fail (F) grading system rather than a letter-based grading scale (as outlined in the above table). In such cases, the award of a Pass (P) grade is equivalent to the award of a “B” grade or above, while the award of a Fail (F), and the consequences thereof, equate to the award of an “F” grade in the letter-based grading scale. The use of the Pass (P)/Fail (F) grading system for courses should be clearly stated in the course syllabus.
NOTE: **Beginning March 2020, Johns Hopkins University was affected by the global COVID-19 pandemic. Grading policies (from the Spring 2020 semester through to the Summer 2021 semester) were modified so that students were allowed to switch any of their courses from a letter grading method to Pass/Fail. During that time, the award of a Pass (P) grade was equivalent to the award of a “B-“ grade or above.
Note: Pass (P) grades are not considered in the determination of a student’s Grade Point Average (GPA). However, for credit-bearing courses, Fail (F) grades awarded on the basis of Pass (P)/Fail (F) grading system will count toward a student’s GPA.
Grade Point Average
How to calculate grade point average (GPA):
- Multiply the number of credits for each course by the quality points (noted on Grading Scale) associated with the grades received in each course.
- Add quality points.
- Add credits.
- Divide quality points by the number of credits.
Failure (F) Grade
An “F” (failure) grade indicates the student’s failure to complete satisfactorily the work of the course. No grade of “F” may be counted toward a graduate degree or certificate. If the course in which the “F” is received is not required for graduation, it need not be repeated. However, if the course is required, it must be repeated. If the required course involves laboratory work, both the lecture and laboratory work must be repeated, unless the instructor grants permission for a student to retake only one of these course components when repeating the required course. In all cases in which an “F” grade was received, the failing grade will remain on the transcript and will be calculated into the grade point average, unless the course is repeated. (Per the School of Education’s Repeated Courses policy, when a course is repeated, both the original F and repeated course grades appear on the academic record; however, only the repeated course grade is used in calculating the grade point average.)
Withdrawal (W) Grade
The “W” (withdrawal) grade signifies an official withdrawal from a course approved by the Office of the Registrar. It is not assigned by the instructor. Students who wish to withdraw from a course must submit the facsimile Add/Drop Form (downloadable from the School of Education’s website at http://education.jhu.edu/student-resources/office-of-the-registrar/forms- and-petitions/) in person, by fax at 410-516-9817, or by mail to the Johns Hopkins School of Education, Office of the Registrar, 2800 N.Charles St., Baltimore, MD 21218.
Incomplete (I) Grade
An “I” (incomplete) grade is used when the instructor is not prepared to give a final grade for the course because of some justifiable delay in the student’s completion of specific coursework. A final grade is submitted to the Office of the Registrar by the instructor (using the Grade Change Form) after the student’s completed work has been graded, provided the work was done within the agreed timeframe, as set by the instructor. In the event that the work is not completed within the agreed timeframe, and no grade is reported by the final day of classes of the subsequent semester (summer, fall, or spring), a grade of “F” automatically replaces the “I” on the student’s academic transcript. The Academic Year Calendar details the last date each semester by which any “I” grades recorded in SIS are automatically replaced by “F” grades.
A graduate (master's or certificate) student may voluntarily repeat one course while enrolled in a program; and it can only be a course in which a grade of B- or below was received. The course may be repeated only once.
Note: Students who are placed on academic probation may be required to repeat one or more courses as part of their Candidate Improvement Plan—see policy on Unsatisfactory Academic Standing below. Courses that students are required to repeat as part of their academic probation do not count as “voluntarily” repeated courses.
When a course is repeated, both the original and repeated course grades appear on the academic record; however, only the repeated course grade is used in calculating the grade point average. Course credit may be applied toward degree requirements only once, even if a course is repeated. The repeated course is indicated with an “R” on the academic record. Graduate students should be aware of the following when repeating courses:
- Only one course with a grade of C+, C, or C- will count toward a graduate (non-doctoral) degree program. Graduate students do not receive credit toward their degree or certificate for courses in which subsequent C+, C, or C- grades are earned.
- The number of F grades used to determine academic disciplinary actions includes repeated course grades (see policy on Unsatisfactory Academic Standing).
- Graduate (master's or certificate) students must achieve a minimum cumulative grade point average of 3.0 (on a 4.0 scale) to receive approval for graduation.
- Some programs, particularly at the master’s level, may have additional grade requirements for repeated courses—for example, stricter requirements for internship courses. Students should refer to the program page in the Academic Catalog or the program handbook (where applicable) for more information on program-specific course or grading policies.
Please note that a student may be eligible to receive federal financial aid (Title IV funds) if it is the first time that s/he is repeating the course.
Grades are awarded for an individual student’s academic work during each semester based on that individual’s mastery of the course content. Grades are determined by faculty through the exercise of their considered academic judgment, and the School of Education’s administration will not override an instructor’s considered academic judgment when it comes to grade award decisions. Mere disagreement or dissatisfaction with an instructor’s evaluation of a student’s academic work is not sufficient basis for a grade appeal. Nor may a student appeal an instructor’s decision not to grade an assignment that was submitted past the specified submission deadline or if the work was submitted after the instructor has inputted the final course grade in SIS. Students who wish to appeal a grade must follow the steps in the order outlined below.
At each review level, consideration of a grade appeal is limited to an evaluation of whether or not the grade awarded was determined in accordance with the policies/standards outlined in the course syllabus. A course instructor’s failure to follow the policies/standards outlined in the course syllabus—for example, a grade calculation error—may be considered evidence that the final course grade was not so determined.
A student who disagrees with the award of a grade on a particular assignment or with the final course grade must discuss the matter with the course instructor as the first step of the appeals process. If the matter remains unresolved following this initial discussion with the course instructor, the student is encouraged to ask his/her faculty adviser to assist as a mediator to resolve the dispute.
Note: In the event that the course instructor is also the student’s faculty adviser, an alternative mediator, such as the program lead, should be identified.
Where final course grades are concerned, if the matter still cannot be resolved, the student may appeal the course instructor’s decision to the Vice Dean for Academic Affairs (or designee).
Only final course grades may appealed to the Vice Dean’s level—students may not appeal grades for individual assignments to the Vice Dean’s level.
Any appeal to the Vice Dean must be submitted in writing within thirty (30) calendar days after the final course grade has been posted in SIS using SOE’s Course Grade Appeal Form (downloadable from the School of Education’s website at http://education.jhu.edu/student- resources/office-of-the-registrar/forms-and-petitions/). When submitting an appeal, the student must provide a thorough rationale for the basis of the appeal, detail the steps that have been taken thus far to resolve the issue, and include supporting materials as evidence. The following materials should be included (where applicable) along with the appeal form: copy of the course syllabus; disputed assignment(s) in question; and correspondence between the student, the instructor, and adviser.
The grade appeal form and supporting materials can be mailed with a postmark no later than thirty (30) calendar days after the final course grade has been posted in SIS to the Johns Hopkins School of Education, Office of Student Affairs, 2800 N. Charles St. Baltimore, MD 21218 or emailed to email@example.com.
The Office of Student Affairs (OSA) will review the documents to determine whether the appeal falls within the parameters established above and that it includes appropriate supporting materials. The OSA may contact the student, instructor, or adviser for additional materials or clarifications.
If the OSA is not satisfied that the appropriate conditions have been met, it will send a letter informing the student of this finding and will notify the Vice Dean of Academic Affairs of this action. A decision by the OSA to reject an appeal on this basis may not be appealed.
If the OSA is satisfied that the appropriate conditions have been met, it shall forward the grade appeal form and supporting materials to the Vice Dean of Academic Affairs (or designee), who will appoint a faculty hearing committee to review the case. The hearing committee must consist of at least three faculty members drawn from the Student Affairs Committee, plus a representative from the OSA. Following review of the body of evidence, the committee will render a decision within thirty (30) days of receiving the appeal. The OSA will submit a written letter outlining the hearing committee’s decision to the Vice Dean of Academic Affairs (or designee).
The Vice Dean of Academic Affairs (or designee) will deliver the hearing committee’s judgement in writing to the student, the instructor, faculty adviser, and the program lead within seven (7) days of receiving the hearing committee’s decision. A copy of the letter will be placed in the student record maintained by the Office of the Registrar.
A student may, as a final action, appeal the hearing committee’s decision in writing to the Dean of the School of Education within seven (7) days of receiving the decision. In such cases, the Dean (or his/her designee) will determine if the case warrants further consideration. Review of grade appeals at the Dean’s level will focus solely on procedural considerations, assuring that internal appeal processes have been followed in accordance with stated policies. At the discretion of the Dean (or designee), a new hearing committee may be appointed to review the case and make a recommendation to the Dean (or designee). Any decision rendered by the Dean (or designee) is final and cannot be appealed further.
For appeals that reach Dean’s level review stage, the School of Education shall notify the student in writing that the student’s grade appeal has been received. Notification of the final decision by the Dean (or designee) concerning a final course grade appeal will be communicated to the instructor, the student’s faculty adviser, and program lead, and placed in the student record maintained by the Office of the Registrar.
Note: School of Education records are sealed thirty (30) days after the conferral of a degree. After this date, no changes will be made to a student’s academic record.
Grade Reports, Transcripts, and Academic Record Requests
Currently enrolled students can access their semester grades and review and update their address information via the SIS Self-Service website. Students who have questions about this service should contact the Office of the Registrar at 410-516-9816 or firstname.lastname@example.org.
Note: Grade reports are not issued for a student with an outstanding financial obligation to the University.
Students who wish to obtain transcripts of their School of Education academic records should access the School of Education’s website (https://education.jhu.edu/student-resources/office-of- the-registrar/transcripts-and-records/) for information on how to order transcripts online, by mail, or in person. Students who wish to obtain transcripts from previously attended colleges and universities should contact those institutions directly.
Photocopies of transcripts received by the School of Education from other domestic educational institutions will not be made available to a student. These documents are submitted specifically for consideration of admission and cannot be made available for any other use. Requests for photocopies of transcripts from international educational institutions, however, will be considered due to the difficulty of obtaining those documents directly.
Note: Transcripts are not issued for a student with an outstanding financial obligation to the University, nor will they be released without a student’s signed authorization.
Academic Records Requests
Requests to inspect and/or receive copies of documents (other than transcripts from previous institutions and confidential letters of recommendation) maintained in the academic record of a student may be submitted under the provisions of the Family Educational Rights and Privacy Act of 1974 (FERPA), as amended.
Requests must be submitted in writing with an original signature to the Johns Hopkins School of Education, Office of the Registrar, 2800 N.Charles St., Baltimore, MD 21218. Faxed requests will not be honored. For further information or questions, students should contact the Office of the Registrar at 410-516-9816.
- Current students may print an enrollment verification certificate through SIS or submit a Request for Verification Services Form to the Office of the Registrar.
- Alumni may request an enrollment or degree verification letter by submitting a Request for Verification Services Form to the Office of the Registrar
- Third-party companies may request enrollment or degree verifications through the National Student Clearinghouse.
For more information or assistance, contact the Office of the Registrar at 410-516-9816.
Loan Deferment Requests
Loan deferment is certification of enrollment and is processed by the Office of the Registrar. The School of Education participates in the National Student Clearinghouse, which is an industry- sponsored consortium that was created to simplify the enrollment verification and deferment processes for schools. The Clearinghouse is responsible for providing status and deferment information, on behalf of the school, to guaranty agencies, lenders, servicers, and the Department of Education’s National Student Loan Data System (NSLDS).
During the second week of each month, the School electronically transmits a report of students’ enrollment status to the Clearinghouse, which, in turn, will supply verification of enrollment to lending agencies. Deferment forms submitted to the Office of the Registrar will be forwarded to the Clearinghouse for processing weekly. Students may call the Clearinghouse at 703-742-4200 and speak to a Student Service Representative if it appears a lender has not accessed the correct information.
Note: Half-time status for graduate students equates to a minimum of 4.5 credits per semester.
Family Educational Rights and Privacy Act
The University maintains its academic records in accordance with the provisions of the Family Educational Rights and Privacy Act of 1974 (commonly known as FERPA), as amended. Each October, the University publishes its policy on family educational rights and privacy in the Johns Hopkins Gazette. Copies of this policy can be obtained from the Office of Registrar or online at https://www.jhu.edu/assets/uploads/2017/01/ferpa.pdf.
Retention of Records
The academic record includes all documents related to an individual student such as application for admission, letters of recommendation, etc., as well as the record of academic performance commonly referred to as the transcript.
Retention of student records is dependent on an individual’s student status within the School of Education.
- Records for individuals who are denied admission are retained for a period of two years.
- Records for students who are admitted to a program but do not register for courses are retained for a period of two years.
- Records for students who are admitted to a program, enroll, but do not complete the program and do not graduate are retained for five years after the last term of enrollment
- Records for students who are admitted to a program and graduate from that program are retained for five years from the date of graduation.
Transcript records are archived permanently in the Office of the Registrar. Documentation pertaining to registration is held only for a period of five years. If any questions should arise regarding documentation of enrollment in a course beyond that five-year period, it will be the student’s responsibility to produce proper documentation to support any claim for a change to their record. However, School of Education records are sealed thirty (30) days after the conferral of a degree. After this date, no changes will be made to a student’s academic record.