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, the OEA processes the grades awarded 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 the OEA from the host university or affiliate provider. Electronic transcripts sent directly from the host university to the OEA 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 the OEA within 1-6 months following the end of a student's program abroad. The OEA 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 OEA application.

GRADE CONVERSION

For students who are participating in an exchange, affiliate provider, or direct enrollment program, the Office of Education Abroad (OEA) 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. The OEA 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 Timeframe

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 the OEA. It is then a 4-5 week processing time before grades will be submitted to the Office of 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, the OEA will then convert all grades and send all documentation to the Office of the Registrar, which takes about 4-5 weeks.

2-7 months upon completion of program
Program Type Overview of Process Total Timeframe

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 the OEA. It is then a 4-5 week processing time before grades will be submitted to the Office of 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, the OEA will then convert all grades and send all documentation to the Office of 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 the OEA. Grades will not be processed until the balance is paid in full.
  • The student received an OEA scholarship the semester they studied abroad. Upon return, OEA Scholarship Recipients have several requirements to complete, including volunteer hours. Study abroad grades cannot be processed until OEA Scholarship Recipient Requirements are completed.
  • The student was notified by the OEA to submit any documents (e.g. a new Advising Agreement 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  ā€œIā€ 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.