Grade Processing
Once students return from study abroad, they are often anxious to see their grades post on their UNC Charlotte transcript. However, it can take several months until the grades are received, processed, and posted to the student’s UNC Charlotte account.
Faculty-Led Programs
Students participating on Faculty-Led programs will be assigned grades by their Faculty Director according to the course syllabus and requirements. For participants on Embedded Faculty-Led Programs, the program’s Faculty Director will grade students per the regular University grading processes and timelines. For participants on Freestanding Faculty-Led Programs, EA processes the grades assigned by the Faculty Director and reports them to the Registrar.
Exchange, Affiliate Provider, Direct Enrollment Programs
HOST UNIVERSITY TRANSCRIPT
An official, hard copy of the student’s transcript should be sent directly to EA from the host university or affiliate provider. Electronic transcripts sent directly from the host university to EA or sent through a secure transcripting service are acceptable. Electronic transcripts downloaded by the student, or opened envelopes containing the transcript, will not be accepted.
Transcripts are received by EA within 1-6 months following the end of a student’s program abroad. EA does not have the ability to expedite this process. Students can monitor when their transcript is received by checking to see when their “Host Transcript Received” material is checked off in their EA application.
GRADE CONVERSION
For students who are participating in an exchange, affiliate provider, or direct enrollment program, UNC Charlotte Education Abroad (EA) will convert each grade into an A-F letter grade. A standard conversion is used to take into account the differences in grading scales abroad. Each grade earned abroad will factor into students’ cumulative GPA here at UNC Charlotte.
UNC CHARLOTTE TRANSCRIPT
The UNC Charlotte equivalent course credit will be listed on a student’s UNC Charlotte transcript once the grades have been processed. EA has an obligation to report all courses and grades earned, even if the student does not need the credit to graduate or failed a course abroad.
GRADE PROCESSING TIMELINE
Depending on the program type, the grade processing timeline will vary. Refer to the chart for a summary of when students can expect to receive their study abroad grades:
| Program Type | Overview of Process | Total Time-frame |
|---|---|---|
|
Embedded Faculty-Led | Students will be taking a course at UNC Charlotte the semester they participate in the embedded faculty-led program. Grades will be processed per the same processes and timelines as any other on-campus course. | 2-3 days after final exams at the end of the semester |
| Freestanding Faculty-Led | Faculty Director(s) will submit the grades earned and the transcript from the host university (if applicable) to EA. It is then a 4-5 week processing time before grades will be submitted to the Registrar. | 6-8 weeks upon completion of program |
| Exchange, Affiliate Provider & Direct Enrollment |
It typically takes anywhere from 1-6 months to receive the official transcript from the host university. Upon receipt, EA will then convert all grades and send all documentation to the Registrar, which takes about 4-5 weeks. | 2-7 months upon completion of program |
DELAYS
Transcript processing will be delayed if:
- The student has a balance with EA. Grades will not be processed until the balance is paid in full.
- The student received an EA scholarship the semester they studied abroad. Upon return, EA Scholarship Recipients have several requirements to complete, including volunteer hours. Study abroad grades cannot be processed until EA Scholarship Recipient Requirements are completed.
- The student was notified by EA to submit any documents (e.g. a new Course Equivalency Form [CEF] for missing course approvals)
IMPORTANT REMINDERS
- If study abroad grades are not posted by the grading deadline for the applicable term, the Study Abroad FRST placeholder course will automatically turn into an Incomplete, or “I” grade, on a student’s UNC Charlotte transcript. This will later be replaced with the equivalent course credit once the study abroad grades have been processed.
- Students cannot graduate with the Study Abroad FRST placeholder course on their UNC Charlotte transcript.
- Students should contact their host institution, affiliate provider, and/or Faculty Director if they have questions or concerns regarding the grades they received abroad.