SA-4122 Entering and Changing Grades in a Student Transcript

1.0        Purpose

VTCSOM is committed to maintaining confidential and accurate student records that document academic performance in the official transcript. Protecting the integrity of those records is the responsibility of the Assistant Registrar. 

2.0        Policy

Only the Assistant Registrar is authorized to enter or change grades in the institutional database used to create student transcripts. The Assistant Registrar may enter or change a grade for students only if requested by the Director of Foundational Science Curriculum (Phase 1), Director of Clinical Clerkships (Phase 2), Director of UME-GME Transition and Electives Curriculum (Phase 3), Associate Dean of Assessment and Evaluation, or the Senior Associate Dean for Medical Education (or designee).  

3.0        Procedures

1. Grades for all students during Phase 1 must be entered into the database by the Assistant Registrar no later than one week after the end of the Semester. Grades for all students during phase 2 must be entered into the database by the Assistant Registrar no later than six weeks after the close of the clerkship or elective. 
2. The Director of Foundational Science Curriculum (Phase 1), Director of Clinical Clerkships (Phase 2), Director of UME-GME Transition and Electives Curriculum (Phase 3), Associate Dean of Assessment and Evaluation, or the Senior Associate Dean for Medical Education (or designee) may submit a Request for Change of Grade Form to the Assistant Registrar after this time based on the following reasons for a grade change:  
   1. Removal of Incomplete
   2. Error in Recordation
   3. Error in Computation
   4. Withdrawal
   5. Summer Remediation
   6. Clerkship/Elective Remediation
   7. Grade Appeal or other circumstances deemed appropriate by the Associate Dean for Medical Education (or designee).
3. The Director of Foundational Science Curriculum (Phase 1), Director of Clinical Clerkships (Phase 2), Director of UME-GME Transition and Electives Curriculum (Phase 3), Associate Dean of Assessment and Evaluation, or the Senior Associate Dean for Medical Education (or designee) are responsible for establishing procedures for sharing course grades with their students in a timely manner and in such a way that supports this policy and helps ensure accuracy. Random audits of grade entries and grade changes will be conducted not less than annually by the Assistant Registrar and reported to the Senior Associate Dean for Medical Education (or designee). 

4.0        References

• Senior Director for Enrollment Management and Assistant Registrar
• Office of Educational Affairs
• Director of Foundational Science Curriculum (Phase 1)
• Director of Clinical Clerkships (Phase 2)
• Director of UME-GME Transition and Electives Curriculum (Phase 3)
• Associate Dean for Assessment and Evaluation
• Senior Associate Dean for Medical Education

5.0        Approval and Revisions

• Revised 02/06/2024
• Revised 05/27/2025

Approved by Enrollment Management