Academic Policies
The following information is intended to offer clarification of some university academic policies. While all university policies are not addressed, we hope to illuminate certain policies pertaining to undergraduates and offer information and guidance on the procedures related to them.
For official wording of Stanford's academic policies, refer to the Stanford Bulletin: Academic Policies and Statements.
Attendance Policies
Attendance
Undergraduate students should plan to attend all class meetings for their courses and should be encouraged to review their syllabi for expectations of attendance in each course. Students who are unable to attend classes due to illness, injury, or other compelling reasons should be encouraged to contact their faculty directly to alert them to the situation. If the student is away from campus or otherwise incapacitated, UAR or Residential Education may notify faculty and encourage the student to contact their faculty as soon as possible to discuss plans for making up any missed work.
Note that in general, participation in student groups, clubs, or on athletic teams (including varsity) does not guarantee exceptions to attendance policies, assignment deadlines, exam dates, or other course requirements. Students are generally expected to meet course requirements regardless of travel schedules and are encouraged to discuss travel schedules with each instructor prior to the Final Study List deadline to ensure agreement on all academic responsibilities. (One exception is athletic championships, which are approved as exceptions by the Committee on Undergraduate Standards and Policy.)
Absences and Illnesses/Injuries
Inevitably some students must miss class due to serious illness, family crisis or other exceptional extenuating circumstances.
- Students should contact their instructors as soon as possible to notify them of the reason for the absence.
- Students should also contact their Residence Dean and the Office of Undergraduate Advising and Research in such instances.
- UAR may assist in the notification to instructors and verify the student's circumstances.
- It may be necessary for the student to discuss academic accommodations (e.g., extensions of due dates, excused absences).
- It is at the discretion of the instructor to deem what accommodations, if any, are appropriate.
- When granted by the instructor, accommodations provide students the flexibility to address life circumstances while maintaining a responsible approach to their academic responsibilities.
- UAR can help students develop plans on how best to work through their individual situations.
- The plan may include referrals to campus resources, such as Vaden Health Center, Counseling and Psychological Services, the Office of Accessible Education, and the Residence Deans.
- Faculty should be aware that Vaden does not provide written excuses for students who have missed classes, exams, or assignment deadlines due to illness or injury.
When life circumstances are particularly disruptive to academic study in terms of severity or timing, students should be encouraged to consult UAR staff, who are experienced in helping students. UAR can help weigh whether it's best to drop or withdraw from a course, change the grading basis, arrange an incomplete, or take a leave of absence.
Students who will not meet requirements for satisfactory academic progress because of illness, injury, or significant personal circumstances should consult UAR.
Academic Standing
The academic standing functions situated in the Registrar's Office moved to VPUE, effective June 2007. Faculty with questions or concerns about students who have missed academic deadlines, been placed on probationary or provisional status or suspended for academic reasons, should contact:
- Lourdes Andrade in Undergraduate Advising and Research (UAR) at 650-723-9636; Lourdes.andrade@stanford.edu.
Early Detection Process
UAR coordinates with faculty to provide early intervention for students in academic difficulty. Faculty will be contacted by the Advising office requesting that they identify students who may be at risk. Advisors then contact the students directly and help them obtain the support they need to achieve academic success.
End of the Quarter and Finals
End of the Quarter
The End-of-the-Quarter period is a time of reduced social and extracurricular activity preceding final examinations. Its purpose is to permit students to concentrate on academic work and prepare for final examinations.
During the End-Quarter period, classes are regularly scheduled and assignments made. This regular class time is used by instructors in whatever way seems best suited for completing the course material.
- Instructors should not make up extraordinary assignments or announce additional course meetings in order to "catch up" in course preparations. They can, however, offer optional review sessions and suggest other activities that might seem appropriate for students preparing for final examinations.
- No graded homework assignments, mandatory quizzes or examinations should be given during the End-Quarter period. For exceptions to this policy, see the Stanford Bulletin
- Major papers or projects that the student has had reasonable notice about may be called due during the End-Quarter period.
- Take-home final examinations may be distributed in the End-Quarter period.
- End-Quarter examinations may not be held during this period.
- If students encounter problems with the stated policy in one of their courses, they should consult with a UAR advisor.
- Stanford Bulletin: End-Quarter Policy Statement
Final Examinations
The final exam schedule for each quarter is published on the Office of the University Registrar's website. Students should be encouraged to review their final exam schedules when they establish their study lists for the quarter and are responsible for ensuring their ability to take the exam as scheduled. Multiple final exams on the same day are not grounds for an exam to be rescheduled. In most other cases as well, faculty are not obliged to re-arrange a final exam for an individual student. In the case of illness, injury, or other trauma, students should be encouraged to consult with their faculty before final exams begin to seek alternative arrangements. Once taken, final exams may not be re-taken.
Examinations are part of the process of education at the same time that they are a means to measure the student's performance in course work.
- When the final examination is not held in class, the schedule or format of it must be made known by the fourteenth day of the quarter. The instructor may ask students to return take-home examinations early in the final examination period. However, exams may not be called due until the end of the regularly scheduled examination time for that course.
- If unforeseen circumstances prevent the student from sitting for the regularly scheduled examination, instructors should make alternative arrangements on an individual basis. Unforeseen circumstances include illness, personal emergency or the student's required participation in special events (e.g., athletic championships, which are approved as exceptions by the Committee on Undergraduate Standards and Policy).
- Stanford Bulletin: End-Quarter Examinations
Further Resources:
FERPA Privacy of Student Records
The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their educational records, including privacy. However under certain circumstances, FERPA permits disclosing records (without student consent) to school officials who have a legitimate educational interest in the records. If you have questions or concerns about a student in difficulty or about FERPA, please contact the Undergraduate Advising and Research office at vpue-advising@stanford.edu.
Further Resources:
Grading Policies
Reporting grades
A grade should be submitted for all students at the end of the quarter. Grades should not be left blank. Faculty should be aware that late reporting of grades can have a deleterious impact on a student's academic standing. All grades must be reported within 96 hours after the time and day reserved for the final examination. This is no later than noon of the fourth day (including weekends) after the last day of the final examination period. In the case of degree candidates in Spring quarter, the final grades must be reported by noon of the day following the end of final examination.
Grade Change
Revision of End-Quarter grades may be made only in instances of error of calculation or transcription or where some part of the student's work has been unintentionally overlooked. Grade changes are not allowed for revision of judgment on the part of the instructor, nor on the basis of a second trial (e.g., a new examination or additional "extra-credit" work undertaken after the end-quarter period).
Further Resources:
Incompletes
A grade of Incomplete ("I") may be granted by an instructor, only if:
- the student requests the Incomplete before the last class meeting; and
- the student has satisfactorily completed a substantial part of the coursework.
Even when both of the above criteria have been met, whether to grant the Incomplete or not is left to the discretion of the instructor. The maximum period of time for which an Incomplete can be assigned is one year.
Instructors are free to determine the conditions for completion of the work, including setting a deadline of less than one year. If an incomplete grade is not cleared at the end of one year, it is changed automatically by the Registrar's Office to an "NP" (not passed) or "NC" (no credit) as appropriate for the grading method of the course. If a course grade converts from "I" to "NP" or "NC", this is the final grade and no additional work may be submitted. When a final grade is received, all reference to the initial "I" is removed. No credit will be given until the course is completed and a passing grade received. Thus, students should be advised of the possible implications of being granted an Incomplete, including Academic Standing review. Students may be encouraged to confirm their agreement to the terms for finishing the incomplete with the faculty member in writing (e.g., email).
Students should not request an Incomplete, nor should instructors grant an Incomplete, if the student needs to "sit in on" or retake the entire course or the majority of the course to finish the work. Instead, the student should withdraw from the course by the deadline and retake it later. Students who do not officially withdraw from a course should not be awarded a grade of Incomplete, but should be assigned a grade by the instructor to reflect the amount and quality of work submitted.
Keep in mind the difficulties that some students face in completing the work of the course in a timely fashion. Students often carry multiple Incompletes. These automatically revert to "No Pass" or "No Credit" by the end of one year, severely undermining their academic standing and degree progress. If you have questions, please contact the Office of Undergraduate Advising and Research.
Further Resources:
L Grade
The "L" is given when a course is satisfactorily completed to earn a passing grade, but the instructor needs additional time to determine the specific grade to be recorded. Thus, units are earned for work graded "‘L". It is not appropriate if additional work is expected to be submitted by the student.
N Grade
A grade of "N" indicates satisfactory work in a continuing course. Continuing courses need not continue at the same number of units, but the grade for all quarters of such a course must be the same. Although no units are earned until a letter grade is submitted, "N" grades for continuing research typically will be assumed as units earned for Academic Standing review.
N-minus Grade
The first "N-" grade constitutes a warning. The adviser, department chair, and student should discuss the deficiencies and agree on the steps necessary to correct them. A second consecutive "‘N-" will normally cause the department to deny the student further registration until a written plan for the completion of the degree requirements has been submitted by the student and accepted by the department. Subsequent "N-" grades are grounds for dismissal from the program.
Withdraw (from a course)
Students may withdraw from a course after the drop deadline but before the deadline to withdraw. The course will be noted with a designation of “W” on the transcript. While withdrawing from a course may be the appropriate option, students should be aware of any implications that may result from the withdrawal.
Students who do not officially withdraw from a course should not be awarded a grade of Incomplete, but should be assigned a grade by the instructor to reflect the amount and quality of work submitted.
Honor Code Violations
Faculty members who are concerned that a student may have violated the Honor Code should consult with the Office of Judicial Affairs. Judicial Affairs staff can guide faculty in how best to address the concern in compliance with official university guidelines. Together, Judicial Affairs and the faculty member will determine whether the incident warrants a larger, formal investigation. The alleged violation may or may not be an isolated event. For this reason alone, faculty should consult with Judicial Affairs.
Further Resources:
Student Academic Grievances
Any Stanford undergraduate student who believes that he or she has been subjected to an improper decision on an academic matter is entitled to file a grievance. This will help them obtain an independent review of the allegedly improper decision, followed by corrective action, if appropriate. The University Ombudsperson’s Office is available to all Stanford students, faculty and staff to discuss, advise, and frequently help expedite the resolution of disputes.
Further Resources:
Students with Disabilities
Students who disclose or wish to disclose a disability should be referred to the Student Disabilities Resource Center (SDRC) in the Office of Accessible Education (OAE). Students must provide medical documentation of their disability to OAE. Documentation should not be given to faculty, staff, or other departments.
The SDRC will will prepare an accommodation letter to be delivered to the instructor. If the course instructor has not received an accommodation letter for a student, dated in the current quarter, there is no obligation to provide accommodations. For equity reasons alone, students should not receive special accommodations unless their needs have been formally documented.
Further Resources:
Evaluation of Non-Stanford International Transfer Credit completed after Enrolling at Stanford
Review the Bing Overseas Studies web site for complete information on Non-Stanford International Transfer Credit. You must complete the Non-Stanford Study Abroad form. The request must also include course descriptions and/or syllabi for classes you would like to take at the other institution. It must also indicate the equivalent Stanford courses. Official transcripts must be mailed directly from the institution to Bing Overseas Studies Program. Mailing address is as follows: Bing Overseas Studies Program, Ground Floor, Sweet Hall, 590 Escondido Mall, Stanford, CA 94305-3089.
BOSP Specific Policies can be found at: