National Central University

Guidelines for Processing Students’ Grades

Approved at the Academic Affairs Committee Meeting on December 21, 2001
Revised and approved at the Academic Affairs Committee Meeting on October 12, 2005
Revised and approved at the Academic Affairs Committee Meeting on April 25, 2006
Revised and approved at the Academic Affairs Committee Meeting on January 06, 2010
Revised and approved at the Academic Affairs Committee Meeting on January 11, 2012
Revised and approved at the Academic Affairs Committee Meeting on June 11, 2014
Revised and approved at the Academic Affairs Committee Meeting on June 24, 2015
Revised and approved at the Academic Affairs Committee Meeting on January 13, 2016
Revised and approved at the Academic Affairs Committee Meeting on June 20, 2018

I. These guidelines are specifically adopted by National Central University [hereafter referred
to as “the University”] specifically for the processing of semester grades.

II. The calculation of semester grades is conducted in accordance with the provisions set forth
in the University’s Study Regulations. The assessment of the final semester grade is
decided by the course instructor and must be stated clearly in the course outline for
clarification.

III. Students’ grades for courses are divided into academic performance grades (including
practicum) and conduct grades. Grades are assigned with 100 as the full grade, 60 as the
passing grade for undergraduate courses, and 70 as the passing grade for graduate courses.
Except for special subjects, which have a “P” (pass)/ “F” (fail) grading system approved
by the Department Curriculum Committee and the Academic Affairs Meeting, grades of
all remaining subjects must be rendered in integer numbers. Students who do not reach the
passing grade or obtain a “F” will not be granted credits.

IV. To ensure students’ rights, course instructors shall submit all grades to the Registrar
Division within the deadline specified in the academic calendar for each academic year. In
the event that an instructor is unable to provide a course grade for a student before the
deadline for submission, the grading field for that student shall be marked with an “I”
(Incomplete) and the reason for the incomplete grade shall be indicated in the adjacent
remarks field prior to the submission of the grade sheet to the Registrar Division. In such
cases, the completed grade sheet must be submitted no later than the beginning of classes of
the following semester.

V. In order to avoid any hindrance to students' rights concerning their employment, further
studies, scholarship application, change of majors, minor studies or double majors, faculty
members who have not turned in students’ grades within the deadline as instructed by these
guidelines shall be notified by the Office of Academic Affairs to expedite the process. The
director of the department (graduate institute, program) offering the course shall also be
notified to assist with expediting the process. Prior to the “Beginning of classes” of the
following semester, instructors who are unable to submit a completed grade sheet must
explain the reasons for the delay, provide a schedule for submission, and be approved by
case so to be allowed to delay grade submission.

VI. Grades which have already been handed into the Office of Academic Affairs cannot be
modified. However, if the error was due to a personal mistake from the instructor, depending
on the type of error, it can be treated in the following way:
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 1. If the grade was mistakenly entered as zero or absence at final exam or if the grade was
a typo mistake or a miscalculation, the instructor may present the original copy of the
student’s exam, original grading scheme or any relevant information on which the
original grade was based upon and complete the “Request for Grade Change in NCU”
form. The application must be presented to the Chairperson of the instructor’s
department (graduate institute/program) who will then call for a departmental affairs
meeting or Curriculum Committee Meeting for discussion and decision. The results of
the meeting must be signed off by the Dean of Academic Affairs prior to making the
correction.
The above-mentioned procedure must be completed no later than the first week of the
beginning of classes.
2. If the instructor wish to change student’s pass/ fail status, the original copy of the
student’s exam, original grading scheme or any relevant information on which the
original grade was based upon must be provided. The application procedures for grade
correction begins with the instructor preparing the above-mentioned documents,
completing “Request for Grade Change in NCU” form, and submitting them for the
approval of the Academic Affairs Committee no later than the first week of the
beginning of classes.
To avoid affecting other students’ rights, those who fail to finish grade correction in time and
thus pass the grade ranking time will not be ranked again.
If the exam copies, homework, reports or other relevant information on which the original
grade was based cannot be provided at the time of requesting grade correction, such grade
correction cannot be done.
Instructors must remind students to properly keep the returned exam copies, homework or
reports for future references.

VII. In order to avoid any hindrance to students’ rights concerning their employment, further
studies, scholarship application, the Office of Academic Affairs starts grade ranking works
two weeks after the beginning of classes. Once the grade ranking works start, incomplete
grades (including those marked “I”) will be considered zero and the ranking shall be based on
the grades of the final computation.
For the cases that have been approved delayed grade submission in accordance with Section
Two of Article Five, the grade submission may be delayed. However, if the grade is
submitted after the grade ranking time, re-ranking will not be possible.
If the grade adjustment is completed after the grade ranking time, re-ranking will not be
possible (except for the graduation ranking).

VIII. In the case that students’ rights are affected because of the instructors’ failure to finish grade
adjustment within allotted time indicated in the Section One and Two of Article Six or to
complete grade submission within time indicated in Section Two of Article Five, the
instructors must present themselves at the Academic Affairs Committee Meeting and will be
reported to the Teachers’ Evaluation Committee at all University levels for future reference
for employment contract renewals and teaching evaluations.

IX. Grades of courses taken at a foreign institution will not be calculated in semester
average grade and graduation grade. Departments shall process the conversion of
grades received at a foreign institution as follows. Credit hours earned at a
semester-based institution will be recognized and accepted as such, while those
earned at a quarter-based institution will be converted to semester credits on an 18
hours = 1 credit basis. 72 hours of practicum may be converted into 1 credit basis
of the University. If the institution adapts European Credit Transfer and
Accumulation System (ECTS), 2 ETCS = 1 credit basis. Each department,
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 graduate institute, program may also refer to the course syllabus, class hours or
other approved regulations for credit conversion.

X. The following conversion table may be listed on an official transcript of the University:

Numeric 100～80 79～70 69～60 59～1 0

Grade
Letter
Under- Grade A B C F
graduates
GP 4 3 2 1 0
Letter
A B F
Graduates Grade
GP 4 3 2 1 0

XI. All students shall be ranked within a class (departments with A and B classes will be
ranked separately) according to their respective grades with the exception of doctoral
students, who shall not be ranked because of the relatively small number and large
diversity of courses taken by students enrolled in any given doctoral course. Student
rankings will not be made public and shall be used solely for conducting academic affairs;
however, any student may apply for certificate indicating his or her ranking.

XII. For future reference in the event of a grade dispute, all instructors shall keep students’ term
papers and reports for one year beginning from the last day of the semester.

XIII. Instructors should permanently preserve students’ grading records. Hard copies of grading
sheets should be kept for ten years.

XIV. Matters not covered by these rules shall be conducted in accordance with the University’s
Study Regulations and other relevant rules and regulations.

XV. The aforementioned guidelines shall be implemented and entered into force upon approval
by a meeting of the Academic Affairs Committee. The same procedure applies to any
amendment of these guidelines.

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