Navigating the Grading Landscape at William & Mary: A Comprehensive Guide to GPA and Academic Policies

The College of William & Mary, a distinguished public university chartered in 1693 and accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC), employs a multifaceted grading system designed to accurately reflect student performance and academic progress. This system, while robust, can present complexities for students, particularly those new to the institution or navigating its graduate programs. This article aims to demystify the William & Mary GPA scale, delve into the nuances of its grading policies, and provide clarity on academic standing and progression.

Understanding the Core Grading System

At its foundation, William & Mary utilizes a four-point grading system, a standard in higher education that translates letter grades into numerical values for the calculation of a Grade Point Average (GPA). The primary grades used to indicate the quality of work in a course are A, B, C, D, P (in certain courses), and F. These letter grades are further refined with plus (+) and minus (-) notations to provide a more granular assessment of a student's performance. Notably, there is no A+ grade, meaning the highest possible grade in a course is an A.

The GPA is calculated by dividing the sum of earned quality points by the sum of attempted hours for all courses receiving a grade used in calculating the GPA. It is crucial to understand that only coursework taken at William & Mary is used in the GPA calculation. Non-credit courses are graded, but they do not earn quality points and therefore do not influence the GPA.

Decoding Special Grades and Notations

Beyond the standard letter grades, William & Mary employs several other notations that carry specific meanings and implications for a student's academic record:

W (Withdrawal): A grade of 'W' indicates that a student withdrew from the College before the end of the ninth week of classes. It can also be assigned if a student dropped a course between the end of the ninth week of classes and the last day of classes, provided they were passing the course at the time of the drop. A 'W' does not impact the GPA.
P (Pass): The 'P' grade signifies that a student has successfully completed a course with a passing grade, but this grade does not contribute to the student's quality point average. This is often seen in specific courses where the emphasis is on completion rather than a graded performance for GPA calculation.
I (Incomplete): A grade of 'I' on the transcript denotes that a student has, with the explicit consent of the instructor, postponed the completion of certain required work due to illness or other major extenuating circumstances. This grade is not punitive; rather, it provides flexibility for students facing significant challenges. However, an 'I' automatically reverts to an 'F' at the end of the next semester if the postponed work has not been completed, unless the instructor requests an extension for another semester. Extensions beyond a single semester require the approval of the student's graduate director and the Dean of Graduate Studies and Research.
G (Deferred Grade): The 'G' grade is reserved for circumstances where there is a delay in awarding a final grade that is not attributable to the student. This typically arises in situations such as when a student is actively researching and writing their thesis or dissertation. The 'G' is a temporary placeholder, assigned until the semester in which the work is completed. It is important to distinguish 'G' from 'I'; 'G' is for structural delays, while 'I' is for student-initiated or student-caused delays in completion.

Repeating Courses and Grade Review Policies

William & Mary provides avenues for students to improve their academic standing through course repetition and grade review. A student who receives a grade of C+ (2.3) or lower in a course may repeat that course one time for credit, with the approval of both the instructor of the course and the graduate director for the student’s program. This policy allows students to demonstrate mastery of challenging material and potentially enhance their GPA.

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For students who believe a final course grade has been unfairly assigned, a formal grade review process is available. A student can request a review within the first six weeks of the next regular semester following that in which the grade was assigned. The initial step involves conferring with the instructor to discuss the grade. If the issue remains unresolved, the student may, within the same six-week timeframe, present a written statement requesting a further review. This statement must provide a full explanation of the reasons for the request and be sent to the instructor, the graduate director, and the chair of the department/program. The Dean of Graduate Studies and Research must also be notified. If the course is cross-listed, the chair of the faculty member’s home department receives the statement. In cases where the grade was given by the department chair or program director, the Dean of Arts & Sciences will appoint another faculty member to oversee the review. Unless the case is deemed without merit, the designated faculty member will discuss the matter with the instructor to seek resolution. If the student remains unsatisfied, they may appeal to the Dean. If the Dean does not dismiss the case, a committee of at least three faculty members will be appointed to review the materials and decide if the grade should be changed and what the appropriate grade should be. If the instructor refuses the committee’s recommendation and the committee believes the instructor is acting inappropriately, the committee can appeal to the Dean of Arts & Sciences.

Accelerated Grade Review for Academic Deficiency

A critical exception to the standard grade review timeline exists for Arts and Sciences graduate students whose grades may lead to withdrawal due to academic deficiency. In such cases, a written request for a grade review must be submitted within one week following the grading deadline for the semester or the submission of the grade by the instructor, whichever is later. The review must be completed prior to the first class day of the subsequent term (e.g., for fall grades, the review must conclude before the first day of spring classes). This expedited process ensures that students are aware of their academic standing and potential consequences in a timely manner.

Academic Standing and Continuance

William & Mary maintains clear standards for academic standing, particularly within its graduate programs. A student is generally assumed to be in good academic standing unless otherwise indicated. However, specific GPA requirements and credit hour completions are monitored to ensure satisfactory progress.

An undergraduate student whose cumulative GPA falls below 2.00 in any semester and who fails to earn at least 9 credits is automatically placed on academic probation for the following semester. Students who do not meet minimum requirements for continuance may be required to withdraw for academic deficiency by the Committee on Academic Status. A withdrawn student may petition for reinstatement.

Within the graduate schools, faculty committees establish and administer continuance requirements. For Arts & Sciences graduate students, maintaining good academic standing often involves specific GPA thresholds and satisfactory progress towards degree completion. Students suspended for academic deficiencies are not considered in good standing and are not automatically eligible for readmission. However, an Arts & Sciences graduate student may petition the Arts & Sciences Committee on Graduate Studies for an individual exception to these continuance standards, though approval is not automatic and typically requires extraordinary circumstances.

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Academic Probation and Stipends/Tuition

During periods of academic probation, students are typically required to earn a 3.0 semester GPA or better and pass at least six graduate credits. For graduate students facing withdrawal due to academic deficiency, the implications extend to financial support. If a student receiving an assistantship or fellowship administered through the Office of Graduate Studies and Research is facing academic deficiency, their department/program is responsible for requesting the termination of payments. Similarly, if a student is receiving tuition payment through the Office of Graduate Studies and Research, that payment for the subsequent term will be withheld or rescinded. It is important to note that submitting a grade review request does not halt these financial implications.

Degree Requirements and Time Limits

Graduate students at William & Mary are expected to complete their degree requirements within the timeframe specified in their admission letter from the Dean of Graduate Studies and Research. This deadline is established in accordance with the institution's Requirements for Degrees.

Leaves of Absence and Extensions

Students in good academic standing have provisions for managing their academic progression. A student may request a leave of absence, including one for military service. Additionally, a student in good academic standing may request one extension of the degree limit for a definite period, up to one year, provided extenuating circumstances warrant it. To petition for an extension, students must work with their advisor and graduate director to document progress and present a plan for completion. This requires an Extension Request Form, a supporting letter from the primary advisor, and approval from the graduate director, who then forwards the petition to the Committee on Graduate Studies.

Leaves of absence (non-medical) can be granted for one semester or one year upon recommendation of the student’s advisor and graduate director. Students approved for a leave of absence have their degree completion time limit paused for the duration of the leave. Upon return, the count resumes. While on an approved leave, students remain in good standing but are not registered for courses. Requests for non-medical leaves of absence must be submitted to the Dean of Graduate Studies and Research at least 30 days prior to the desired leave start date using the Arts and Sciences Application for Leave of Absence Form.

Medical Withdrawals and Leaves

For circumstances involving a serious physical or psychiatric condition that prevents a student from fulfilling academic responsibilities, a medical withdrawal or medical leave of absence is appropriate. These are handled through the Dean of Students Office. Readmission after a medical withdrawal or leave requires clearance from the Medical Review Committee and permission from the student’s academic program. Information and forms for these processes are available through the Dean of Students Office.

Research Compliance and Academic Integrity

William & Mary places a paramount emphasis on honesty and integrity in all aspects of scholarly and creative activity. This commitment extends to the ethical conduct of research and the accurate documentation required for academic pursuits. Academic misconduct is broadly defined to include fraudulent behavior such as fabrication, falsification, plagiarism, misappropriation, or other practices that deviate from commonly accepted standards within the scholarly community.

Research compliance and safety are overseen by the Vice Provost for Research and Graduate/Professional Studies. Federal regulations mandate formal review for certain classes of activity before employees or students begin work. This review is required regardless of funding source, whether the activity is part of formal instruction or research, and whether it occurs on or off campus. Investigators must submit detailed compliance proposals, and annual renewals require updated protocols. Individuals are not permitted to self-exempt regulated activities from formal review. All Arts & Sciences graduate students must submit an Institutional Compliance Committee Form with their thesis or dissertation, certifying either that their research did not involve regulated activities or that it received prior approval from the appropriate W&M compliance committee(s).

Undergraduate vs. Graduate Course Numbering

Understanding the course numbering system at William & Mary can help students navigate course selection and understand credit applicability:

Courses below 300: Generally considered "lower-level" undergraduate courses.
Courses numbered 300-499: Generally considered "upper-level" undergraduate courses.
Courses numbered 500 and above: Carry graduate credit.
Courses numbered 300-499 with a "G" suffix (e.g., MATH 412G): Also carry graduate credit.
Courses with a "W" suffix: Denote writing-intensive courses.
Courses with subject codes CRIN and EPPL: Are post-baccalaureate education courses.

Historical Grading Systems

While William & Mary currently operates on a four-point grading system, it's worth noting that the institution has utilized different systems in the past. Prior to Fall 1976, W&M used a three-point grading system. The graduate schools of business and education continued with the three-point system through Summer 1977. The law school, for a period from Fall 1989 to Spring 2003, adopted a 12-point scale for GPA calculations. These historical variations are important for understanding older transcripts or institutional records.

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