End of Term Grading – Frequently Asked Questions
When are my grades due?
Grades are due 72 hours after the final exam for each course section. For example, if you teach three different sections, you have three different due dates. Each section has its own 72-hour deadline.
My course did not have a final exam but used different end-of-term-assessments. When are my grades due?
The 72-hour due date still applies based on when the final exam would have been administered. Check the final exam schedule here.
When do grades I have entered appear on the student’s record?
Grades are not visible to students until they are posted. Refer to the End of Term Grading instructions referring to Posting and Partially Posting a roster. You must change the Approval Status field to ‘Approved’ once grading is finalized.
Why am I getting notified of a past due grade roster?
If grade rosters are not final within the 72-hour deadline, then automated communications are sent by the Academic Schools and University Registrar’s Office. If you believe you are receiving a communication in error, first check your final grade roster to make sure the grades have been entered and that the roster has been set to ‘Approved’. If there is a reason for the delay in entering final grades and approving the roster, please reach out to the Department Chair.
I am no longer working for the university and no longer have access to my final grade roster. How do I enter and approve grades?
Reach out to the Department Chair for advisement.
How do I know if I have a graduating candidate in my class?
An asterisk (*) appears to the left side of a student’s name on your grade roster if that student is a candidate for graduation.
If I see a ‘W’ in the grade box of a student, do I still need to enter a grade?
No. A grade of ‘W’ means the student dropped or withdrew from the course. No further action needs to be taken and a grade of W cannot be changed.
Can I change a grade?
If the grade has not yet been posted to the student’s record, you may update it in the grade box and click save. If the grade has posted (see posting schedule here), you must follow the procedure for submitting a grade change.
Instructors have two weeks after the end of a term to make a grade change without completing an eForm to be sent through an approval process. If the grade has been posted and you are attempting a grade change within two weeks after the end of term, you may make a grade change through the final grade roster. Click here to see how. If you are requesting a grade change after the two-week period, an eForm is required for approval of the change. Click here to see how. To see a brief video demonstrating both types of grade changes, click here.
Please note: Grades of I (Incomplete) or F (Failure) can be changed to letter grades using these processes. However, letter grades cannot be changed to I or F using these processes. A separate form must be submitted. Contact your area records office to request this types of grade change.
I have not finished entering all of my grades but seem to be locked out of my final roster.
Check to make sure that the Approval Status is not set to ‘Ready for Review’. This selection locks the roster. If this status was not intentionally set, simply click on the drop down and update the status to ‘Not Approved’.
The students in my course are working on a thesis paper or research which will not be completed this term. What grade do I enter at the end of the term?
If the student is continuing enrollment in the next term, a final grade must be entered and approved for this term. Many instructors use the grade of I for incomplete in these cases, but of course you will need to rely on what you have posted in your syllabus as the appropriate grading basis for the course to determine whether an I or a different grade should be entered. If the student will not be returning for the next term or is graduating, a grade must be entered. Also, a student cannot graduate with an incomplete on their record. An asterisk next to the student’s name in the grade roster indicates a student who is graduating. You must enter grades for these students within the 72-hour window. If you have questions about students in these types of situations, reach out to facultysuccess@smu.edu for assistance.