GCRC (Graduate Committee on Record Changes)

GCRC can approve requests for changes to the academic record, including such actions as retroactive withdrawal (typically for the entire term affected) and change of grade option. Grade options include Pass/Fail, Standard Grade, Auditor, and for Spring 2020 only the modified pass/ no credit option. Requests must be supported by documentation of extenuating circumstances. Each college’s designated representative who presents petitions to the committee can explain more fully the types of actions that GCRC can take. 

GCRC Has No Authority To: 

• Make admission or readmission decisions, either to selected programs or to the University

• Grant exceptions to financial policies (consult Student Financial Services and/or the Cashier’s Office) 

• Change letter grades for courses (see Grade Grievance policy)

• Award incomplete grades for courses (Incompletes must be negotiated directly with and approved by the individual instructor) 

• Grant exceptions to requirements for a degree (these decisions rest with the department and/or college) 
• Grant extensions to time limits for degree completion (these are considered by the Associate Dean of the Graduate College)

• Consider requests involving undergraduate programs 

• Make decisions involving Code of Conduct (behavioral) violations (Consult Community Standards & Conflict Resolution) 
• Alter the academic record of students who have already graduated (such requests are not considered by the University).  
• "Clean up" the academic record by selective removal of poor grades (such requests are not considered by the University) 

All requests for action should be addressed to GCRC and submitted to the appropriate college representative in writing and be signed by the student. Requests submitted via a student’s University of Delaware email address are acceptable.  

• Students enrolled in a degree program should submit their requests to the point of contact in their Home College (Agriculture & Natural Resources, Arts & Sciences, etc.).

• Continuing Education (GCND) students should consult with the ACCESS center. 

The college representative will present the request at the next scheduled GCRC meeting. Please note that each college will have a deadline for receipt of materials in advance of each meeting.
 
Documentation to substantiate your request is required. Your college representative can provide specific information about what kinds of documentation are appropriate and how to submit it for consideration.  Often, an interview will be required to discuss the request. 

College Representatives

Because of its far-reaching powers, GCRC insists on thorough documentation of the student's extenuating circumstances. Often, such documentation is in the form of a letter from a U.S. based professional (physician, counselor, etc.) who is in a position to verify the situation, speak to its impact on the student's academic performance, as well as comment on the student's course of treatment during/following the affected period of time. In extenuating circumstances, documentation may be considered from a non-U.S. source. Such documentation must be in English. If the document needs to be translated, the documentation must be verified and translated by an independent source. Only original documentation (not copies) will be accepted. GCRC generally disregards "character references" from friends or family members. Students will be given guidance on appropriate forms of documentation when discussing their concern with their college representative. 

If the student’s request is based on a disability, they must submit documentation of the disability to the Office of Disability Support Services (DSS) and request an assessment of the disability's potential impact on their academic performance. DSS may ask the student to provide additional information if the documentation is incomplete (guidelines for documentation of LD/ADHD are available at www.udel.edu/DSS). In addition, DSS will require the student’s written request to GCRC and the documentation provided to the college representative. DSS will provide a report to the college representative, based upon its review of the materials made available, and the representative will summarize and communicate this information to GCRC when the student’s request is presented. 

In the case of a request involving a claim of an error in registration, the college representative will confirm attendance or non-attendance with the course instructor and will then forward the request to GCRC. 

Students should be aware that GCRC routinely checks the authenticity of documentation. If GCRC finds evidence that falsified or forged documents were submitted, student conduct charges will be brought against the student in accordance with the University's Code of Conduct and, if found responsible, the will face penalties up to and including expulsion. 

All documentation is retained in the student's file within the college representative’s office and then in University Archives until being destroyed according to the University records retention schedule. GCRC observes strict confidentiality and will not release information about the request, circumstances, or documentation without the student’s written permission. 

Students are notified of GCRC’s decision by the Office of the University Registrar via their University of Delaware email address. 

If a student’s petition is not approved, the student may submit additional documentation and ask GCRC to reconsider their request. Requests for reconsideration are made through the same procedure as the original request. GCRC generally declines to reconsider cases for which no new documentation is available. 

Students should contact the college representative who brought their petition to GCRC for any request for reconsideration.