FACULTY AND STUDENT INSTRUCTIONAL GUIDELINES
VI. Records and Grades
A. Class Records
Faculty members are expected to maintain grade records for all registered students. Faculty members may use any system they choose for keeping such records. The University expects each faculty member to leave all grade records with the department chairperson or dean at the end of employment at the University.
B. Student Records
The University’s policy on confidentiality of student academic records is based on the statement of ethical principles of the American Association of Collegiate Registrars and Admissions Officers and on the requirements of the Family Rights and Privacy Act of 1974, as amended. The policy is available on the University Registrar website.
Official academic records of students are maintained in the Office of Records. Student information useful in academic counseling and advising is also maintained in some divisional and departmental offices and is accessible to authorized University personnel through an electronic student records system. Only faculty, administrators, and staff with a legitimate need for information from student records are permitted access to such records. Faculty, administrators, and staff dealing with student records are expected to know the University’s policy on confidentiality of student academic records and to observe appropriate precautions when handling student information (e.g., letters of recommendation, grade reports, computer terminal screen display information, grade point average, quality points earned).
C. Reporting Grades
Grades are reported on-line through the MyBama web portal. Complete information on grade reporting can be found at the website of the University Registrar.
D. Posting Grades
A faculty member who chooses to post grades must do so in a way that maintains student confidentiality as required by the Family Rights and Privacy Act of 1974. Grades cannot be posted by social security number or in a list that is in alphabetical order; rather, the faculty member or department must devise a unique code for each student and must ensure its confidentiality.
E. Changing Grades
The assignment of course grades is a primary part of the academic responsibility of the faculty members to whom a course has been assigned. Changes in course grades are normally to be made only by such faculty member. Faculty members may change grades they have assigned only because of error in fact or error in judgment.
The faculty within a department or discipline may, following procedures adopted by that faculty, authorize the change of course grade when they believe a faculty member has failed to discharge his or her academic duties in a responsible manner, where there is an uncorrected error, or where other factors of equity and professional judgment persuade the faculty to take such an extraordinary step.
University policy may authorize other grade changes, such as the W, N, and I grading rules or the Academic Bankruptcy provisions.