Grades and Grade Point Averages

Grading regulations cover Loyola’s grading policy, including grade-point-average (GPA) calculations used to determine both distinctions to recognize excellence and penalties for students who do not maintain appropriate grades. Grade appeals and academic grievance procedures can be found in this section.

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Academic Actions - Undergraduate Students (UG)

Undergraduate - Probation, Suspension and Dismissal

An undergraduate student whose Loyola cumulative grade point average falls below 2.0 will be placed on academic probation. In the subsequent semester, the student will be required to make substantial progress toward a Loyola cumulative grade point average of at least 2.0. Under normal circumstances, substantial progress is defined as removal of at least one-half of the existing quality point deficiency, with the remainder of the deficiency to be removed in the following term. Failure to make substantial progress during the probationary period may result in the student’s suspension or dismissal. A student is removed from probation upon achieving a Loyola cumulative grade point average of at least 2.0 and upon fulfilling any other probation conditions required by the college. An undergraduate transfer student who is admitted on probation will be required to make substantial academic progress and to meet specific minimum/maximum credit hour requirements established by the college. Failure to do so during the first semester at Loyola may result in academic suspension or dismissal from the university. A transfer student is removed from probation upon fulfilling probation conditions required by the student’s college.

At the end of each semester, students will be notified by mail by their deans of any academic actions. Academic probation is determined solely by the student’s grade point average. Academic actions which result from the student’s inability to remove himself or herself from academic probation are made on an individual basis. Academic actions may be appealed in writing to the dean of the student’s college. This appeal must be received in writing with supporting documentation within 14 days from the date of the exclusion/dismissal letter. A decision will be made within 7 days. Students may not graduate while on academic probation.

Coursework Taken Elsewhere During Academic Suspension

Students who have been suspended or dismissed may take coursework at another accredited institution. Students must seek approval from their associate dean prior to taking courses elsewhere. Note: pre-approval to take coursework elsewhere does not guarantee re-admission to the University.

Coursework taken during a student’s suspension will be considered during the re-admit application process. If re-admitted to the University, only course credits (grades earned do not transfer) will be considered for transfer provided the courses have a Loyola equivalent and that the courses are eligible for transfers as per University policy. See Transfer of Coursework policy .

Readmission to the University Following Academic Suspension

Students wishing to return to the university after the period of academic suspension must re-apply for admission through the Office of Admissions. Readmission is not automatic and will be determined by an admissions committee consisting of members of the Offices of Admission, Scholarships and Financial Aid, and the Associate Dean of the College in which the student was most recently enrolled.  Please see the Office of Admissions application process for re-admit students (LINK) for more information.  Upon readmission to the University, the admissions committee will provide the student with a clear accounting of his/her financial aid status. Note: Applications for re-admission will not be considered for any student with an outstanding financial obligation due to the university or for any student who has an active Finance, Financial Aid, Admissions, Student Affairs, or Student Records registration hold on his/her record.

All students who have previously been suspended from the university and have been granted readmission will be re-admitted provisionally. As per that policy, they will be required to maintain a 2.0 grade point average and to make satisfactory academic progress as established by the admissions committee upon acceptance. The admissions committee may apply additional stipulations to a student’s readmission depending on the specific circumstances of their case. Failure to meet these requirements and/or stipulations will result in the student being dismissed from the University.

In some cases, the admissions committee will exercise the right to re-admit a student who has been previously suspended or dismissed from the university, and whose cumulative GPA cannot mathematically be brought up to the required 2.0 within one semester or summer term. In this instance, the admissions committee will provide the student with the required semester or summer GPA that he/she must earn in order to continue in coursework at Loyola. Once the student has been provisionally admitted by the admissions committee, the Associate Dean of the student’s college will monitor the student’s academic progress for the following semester or summer term.

Provisional Admission to the University

An undergraduate student (first-year or transfer) may be provisionally admitted to the University. Provisional admission means that the student begins coursework at Loyola on academic probation and must earn the required 2.0 to be removed from academic probation and continue in the University. Many first-year students will be granted provisional admission and additional inclusion in the Magis program. Note: First-year students enrolled in the Magis Program will be given a full academic year to earn a cumulative 2.0 GPA and therefore meet the requirements necessary to be removed from academic probation.

Academic Actions - Graduate Students (GR)

Probation, Suspension and Dismissal

In order to remain in good academic standing, a student must maintain a cumulative grade point average of 3.0 or higher. A student whose gpa falls below 3.0 will be placed on academic probation. A student on probation usually has one semester (fall, spring or summer) to remove the deficiency. If the deficiency is not removed in the allotted time, the student may not be eligible to continue in the program. The final decision to allow a probationary student to remain in the program will be made by the department chairperson.

Careers - Academic

Students may have an undergraduate, graduate, professional (law), doctoral (nursing practice) and continuing education career at Loyola University. Each career has its own grade point average, which will not reflect courses taken that are at a level different from a student’s career at that time. Therefore, for students who receive a bachelor’s degree and return to take undergraduate courses as a graduate student, their grade point average at the time of the awarding of the undergraduate degree will not be affected by this later coursework. In addition, the graduate grade point average will not include quality points for undergraduate courses.

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Academic Grievance Procedure

Coverage

  • Any Loyola undergraduate or graduate student who in their opinion believes that they have been subjected to an improper decision on an academic matter is entitled to file a grievance to obtain an independent review of the allegedly improper decision. This procedure does not include grade appeals, or matters of discrimination or harassment, which are addressed by separate procedures. A grievance is a complaint in writing made to an administrative officer of the University concerning an academic decision, made by a person or group of persons acting in an official University capacity that directly and adversely affects the student.
  • For purposes of this procedure, an appropriate matter of grievance is defined as any decision of an academic nature which in the opinion of the student is improper and by which the student believes they have been adversely affected.
  • This grievance procedure applies only in those cases involving a perceived academic impropriety arising from a decision taken by: (1) an individual instructor or researcher; (2) a school, department, or program; (3) a committee charged to administer academic policies of a particular school, department, or program; or (4) the University Director of Registration Services, the Vice President for Academic Affairs, the University Senate, or any committee or subcommittee charged to administer the academic policies of Loyola University New Orleans.

Grievance and Appeal Procedures

Informal Attempts at Resolution: the student first should discuss the matter with the individual most directly responsible for the decision in question.

The Filing of the Grievance:

  1. If informal means of resolution prove unsatisfactory, the student should thereafter set forth in writing a statement of the decision that constitutes the subject matter of the dispute, the grounds on which it is being challenged, and the reasons why the grievant believes that the decision was improperly taken. The statement should also include a description of the remedy sought and the informal efforts taken to date to resolve the matter.
  2. The grievance document should be submitted to the dean of the school in which the grievance arose. If the grievance is related to the Honors Program or to any other academic unit reporting directly to the Office of the Provost, the grievance should be submitted directly to the aforesaid office. If the dean of the school is a subject of the grievance, the grievance should be submitted directly to the Office of the Provost. A grievance must be filed within 30 days of the end of the academic semester in which the adverse decision occurred or should reasonably have been discovered. Except in extraordinary circumstances, delay in filing a grievance will constitute grounds for rejection of the grievance.

The Response to the Grievance:

  1. The relevant dean will consider the grievance, and attempt to resolve the matter.
  2. The dean may also refer the grievance, or any issue therein, to any person appointed by the dean who can consider the matter and report to the dean as the latter directs. The dean will inform the grievant (and the party against whose decision the grievance has been filed) in writing of any referral of the matter and will specify the matters referred, the directions to the person or persons to whom the referral is made, the name of that person, and contact information.
  3. In undertaking the review, the dean or the grievance officer may request a response to the issues raised in the grievance from any individuals believed to have information considered relevant, including faculty, staff, and students.
  4. The dean will decide the grievance, and will notify the grievant (and the party against whose decision the grievance has been filed) in writing of the disposition made of the grievance and the grounds for the disposition at the earliest practicable date after his or her receipt of the grievance.
  5. Normally, no more than 60 days should elapse between the filing of a grievance and the disposition by the dean. If, because of absence of key persons from the campus or other circumstances or exigencies (including those due to breaks in the academic calendar), the dean decides that disposition on that schedule is not possible, he or she shall inform the grievant (and the party against whose decision the grievance has been filed) of that in writing, giving the grounds therefore and an estimate of when a disposition can be expected. During summers and the winter closure, this time frame will nearly always be extended.

The Filing of an Appeal:

  1. If the grievant is dissatisfied with the disposition of the grievance at the decanal level, either on substantive or on procedural grounds, she or he may appeal in writing to the Provost.
  2. The appeal must contain the following:
    1. A copy of the original grievance and any other documents submitted by the grievant in connection therewith.
    2. A copy of the determination made by the dean on that grievance.
    3. A statement of why the reasons for the determination of the dean are not satisfactory to the grievant. This statement should specifically address the matters set forth below in the Standards for Review.
  3. The grievant will file her or his appeal at the earliest practicable date after the grievant's receipt of the determination by the dean. Normally, no more than 30 days should elapse between the transmittal of the dean's decision on the grievance and the filing of the appeal.

The Response to the Appeal:

  1. The Provost may refer the appeal to any person who can consider the matter and report to the Provost as the latter directs. In conducting the investigation, confidentiality will be maintained to the greatest extent possible.
  2. The Provost will inform the grievant (and the party against whose decision the grievance has been filed) in writing of any referral of the matter and will specify the matters referred, the directions to the person to whom the referral is made (including the time frame within which the person is to report back to the Provost), the name of that person, and contact information.
  3. The Provost will decide the appeal, and will notify the grievant (and the party against whose decision the grievance has been filed) in writing of the disposition made of the grievance and the grounds for the disposition at the earliest practicable date after his or her receipt of the appeal. The decision of the Provost shall be final, unless the grievant requests a further appeal to the President pursuant to subsection 2f below, and the President agrees to entertain this further appeal.
  4. Normally no more than 45 days should elapse between the filing of the appeal and the disposition by the Provost. If, because of absence of key persons from the campus or other circumstances or exigencies (including those due to breaks in the academic calendar), the Provost judges that disposition on that schedule is not possible, he or she will inform the grievant (and the party against whose decision the grievance has been filed) of the fact in writing, giving the grounds therefore and an estimate of when a disposition can be expected. During summers and the winter closure, this time frame will nearly always be extended.

The Request to the President: If the student is dissatisfied with the disposition of the appeal by the Provost, he or she may write to the President of the University giving reasons why he or she believes the grievance result to be wrong. No more than 30 days should elapse between the transmittal of the Provost's disposition and the written statement to the President urging further appeal. In any case, the President may agree or decline to entertain this further appeal. If the President declines to entertain the further appeal, the decision of the Provost is final. If the President decides to entertain the further appeal, he or she will follow the general procedures set forth in Section 2e above, and the decision of the President will be final.

Grievance Determination

For a grievance concerning a decision of the University Director of Registration Services, the Vice President for Academic Affairs, the University Senate, or any committee or subcommittee charged to administer the academic policies of Loyola University New Orleans the grievant will file his or her grievance with the Provost, rather than with the dean, and the Provost will handle that grievance in accordance with the procedures set forth in Section 2c above.

There is no appeal of the Provost's disposition of that grievance except as specified by "Request to the President" as itemized above. 

Standards for Review and Procedural Matters

The review of grievances or appeals will usually be limited to the following considerations:

  • Were the pertinent policies properly followed?
  • Were the proper facts and criteria brought to bear on the decision? Were improper or extraneous facts or criteria brought to bear that substantially affected the decision to the detriment of the grievant?
  • Were there any procedural irregularities that substantially affected the outcome of the matter to the detriment of the grievant?
  • Given the proper facts, criteria, and procedures, was the decision one which a person in the position of the decision maker might reasonably have made?

The time frames set forth herein are guidelines. They may be extended by the relevant administrative officer in his or her discretion for good cause.

Questions concerning the filing and appeal of grievances should be directed to the Office of the Provost. The Provost will designate someone within her or his Office to provide the inquiring party with proper direction.

Privacy Violations

Students who feel that their privacy has been violated, should review Loyola's Privacy Policy which includes instructions on procedures to file a grievance.

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Attendance

Each instructor must announce at the beginning of the semester how attendance in class will affect grading. For example, the instructor may judge that attendance in class is imperative and demand adherence to a policy that a student is liable to receive an F at the discretion of the instructor if he or she misses a specified number of the classes. Attendance will not be required on the major religious holidays of your faith. Failure to attend any term without applying for a leave of absence requires reapplication and readmission to the university.

Change of Grade

An instructor may change a grade previously assigned by processing an official change of grade form. This form may be obtained in the Office of Student Records or in the dean’s office. The instructor must request the grade change and cite the reason for changing the grade. The form must be approved by the instructor, the department chair (College of Arts and Sciences only), and the dean under whose jurisdiction the course was offered. The deadline for submitting a change of grade is 6 weeks into the following semester. Please refer to the academic calendar for deadlines.

Course Syllabus Policy 

Syllabi for courses are published at the web-based schedule of classes (https://lorasec.loyno.edu/) by term and subject and are available for review and downloading. 

Dean's List

An undergraduate degree-seeking day division student enrolled in the College of Arts and Sciences, College of Business, or College of Music and Fine Arts, who completes 12 quality hours or an undergraduate evening division student who completes 9 quality hours may be placed on the Dean’s List. To be eligible for this distinction, the student must have earned a 3.5 grade point average with no I, X or blank grades. Students who are placed on the Dean’s List will have this distinction indicated on their transcript at the end of each semester.

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Grade Appeals

The student has a right to the grade he or she has earned, the right to know the grading system of the instructor, and the right to know grades as they are given during the semester. The grading system should be included in the course syllabus.

If the student feels that he or she is not being graded justly, the student should first consult the instructor. If this consultation proves unsatisfactory, the student should then consult the department chairperson. If the student still feels that the problem has not been resolved, he or she should consult the dean of the college in which the course is offered to request a committee hearing.

The student has the right to submit a grade appeal form to the dean up to 30 days after the beginning of the subsequent semester, excluding summers. It may happen, however, that a hearing may not be able to be scheduled until after that time. Until the grade is finally determined, the student’s academic standing and all related rights and privileges are based on the grade as originally assigned.The student shall collect and present any evidence (tests, papers, laboratory reports, etc.) to the dean.

The dean may appoint a committee composed of the dean or the dean’s designated representative, two faculty members, who, if possible, should be familiar with the course, and one student who has taken the course, if possible.

  • The dean or the dean’s designated representative will serve as the non-voting chairperson of the committee.
  • The student and instructor are to be apprised of the composition of the committee, and the dean should honor any reasonable objection either might have to appointed members.
  • Both the student and the instructor have the right to present their position in person to the committee.
  • The burden of proof will be on the student.
  • The decision of the committee is final, and the grade it decides upon becomes the official grade for the course.

If the dean denies a student a committee hearing, the student may appeal to the provost. The provost may convene a committee composed of himself or herself or a representative, two faculty members (who should, if possible, be familiar with the course), and one student from the college in which the course is offered and who has taken the course.

  • Both the student and the instructor are to be apprised of the composition of the committee, and the provost should honor any reasonable objection which either might have to appointed members.
  • Both the student and the instructor have the right to present their position in person to the committee.
  • The decision of the committee is final, and the grade it decides upon becomes the official grade for the course.

Loyola students enrolled in courses at other institutions are subject to the grade appeal policy at those institutions.

Grade Point Average

A student’s grade point average is based on credit hours, grading method (pass/fail, etc.), grade awarded, and quality points.

The following definitions apply:

  • QUALITY HOURS are the units upon which a student’s grade point average is calculated. They differ from earned hours because quality hours do not include the pass grade and do include failed courses.
  • LOYOLA EARNED HOURS are the credit hours earned while taking courses at Loyola.
  • TOTAL EARNED HOURS are the credit hours earned while taking courses at Loyola as well as the hours awarded for transfer work toward a student’s degree.
  • QUALITY POINTS are calculated by multiplying the quality points associated with a grade (A=4, etc.) by the quality hours. (A three-credit-hour course with a grade of A will result in 12 quality points.)
  • LOYOLA GRADE POINT AVERAGES are calculated by dividing the Loyola quality points by the Loyola quality hours.
  • LOYOLA CUMULATUIVE GRAD POINT AVERAGES include only the coursework taken at Loyola. 
  • ATTEMPTED HOURS are all courses registered beyond the drop/add period including W grades.

     

Grade Reports

A report of the grades made by a student in his or her scheduled courses is available through LORA. Students requiring a “paper copy” may also request this through LORA. Loyola’s grade reports list the courses, grades, Loyola grade point averages (both cumulative and semester) and the total earned hours. Discrepancies must be appealed within 30 days of the last examination.

 

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Grading - Undergraduate (UG)

Each instructor has the option of using a grading method within each course that best meets the needs of students and the subject. However, all grades are translated by instructors into the following grades:

A Excellent This grade is assigned 4.0 quality points per semester
A- Excellent This grade is assigned 3.7 quality points per semester hour.
B+ Above Average This grade is assigned 3.3 quality points per semester hour.
B Above Average This grade is assigned 3 quality points per semester hour.
B- Average This grade is assigned 2.70 quality points per semester hour.
C+ Average. This grade is assigned 2.3 quality points per semester hour.
C Average. This grade is assigned 2 quality points per semester hour.
C- Below Average This grade is assigned 1.7 quality points per semester hour.
D+ Minimally Passing. This grade is assigned 1.3 quality points per semester hour.
D Minimally Passing. This grade is assigned 1 quality point per semester hour.
F Failure or failure to withdraw. No quality points are assigned.
I Incomplete. This grade is to be assigned only when the instructor has been presented with serious and compelling reasons why the student should be allowed to complete the course at a later date. These reasons are customarily medical. The I grade is not an automatic extension. An I grade which has not been made up by the sixth week of the subsequent term, excluding summer terms, will be changed automatically to F.
P Pass. Pass/fail grades are available only in courses designated as pass/fail. Grades of P are not counted toward quality point averages.
X No Grade Submitted.  
W Withdrawal. Indicates that the student withdrew by the tenth week of class in the Office of Student Records. No credit is awarded.
AU Audit Complete.  
AI Audit Incomplete.  
AP Advanced Placement.  
EX Exempt from course requirement.  
FA Audit Failed.  
IP In Progress. An IP grade may be granted for certain courses that typically are longer than a normal semester.

Grading - Graduate (GR)

Each instructor has the option of using a grading method within each course that best meets the needs of students and the subject. However, all grades are translated by instructors into the following grades:

A Excellent. This grade is assigned 4 quality points per semester hour.
A- Excellent This grade is assigned 3.7 quality points per semester hour.
B+ Above Average This grade is assigned 3.3 quality points per semester hour.
B Average This grade is assigned 3 quality points per semester hour.
B- Below Average This grade is assigned 2.7 quality points
C+ Below Average This grade is assigned 2.3 quality points per semester hour.
C Below Average This grade is assigned 2 quality points per semester hour.
C- Below Average This grade is assigned 1.7 quality points.  This grade will not count toward graduation.
D+

Minimally Passing 

 This grade is assigned 1.3 quality points per semester hour. This grade will not count toward graduation.
D Minimally Passing  This grade is assigned 1 quality point per semester hour. This grade will not count toward graduation.
F Failure No quality points are assigned.
I Incomplete. This grade is to be assigned only when the instructor has been presented with serious and compelling reasons why the student should be allowed to complete the course at a later date. These reasons are customarily medical. The I grade is not an automatic extension. An I grade which has not been made up by the sixth week of the subsequent term, excluding summer terms, will be changed automatically to F.

 

 

 

 
P Pass. Pass/fail grades are available only in courses designated as pass/fail. Grades of P are not counted toward quality point averages.
X No Grade Submitted.  
W Withdrawal. Indicates that the student withdrew by the tenth week of class in the Office of Student Records. No credit is awarded.
AU Audit Complete.  
AI Audit Incomplete.  
AP Advanced Placement.  
EX Exempt from course requirement.  
FA Audit Failed.  
IP In Progress. An IP grade may be granted for certain courses that typically are longer than a normal semester.

The use of certain other administrative notations on student grade reports are explained in those reports. Averages are computed only on the basis of letter grades A through F.

Student Assessments

The Office of Institutional Effectiveness and Assessment evaluates student learning and student perceptions through surveys of graduating seniors and alumni. Colleges and departments may also assess student learning outcomes and their perceptions of their Loyola experience.

 

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