Carleton University

Change of Final Grades (for Instructors)

Once final grades have been submitted electronically, subsequent changes should be submitted through the Change of Final Grades component of the E-Grades system. Using the Change of Final Grades Component before the final grades are submitted is limited to submitting a grade for a potential grad, instructional offence, reinstated student and an out of term submission.
A change of grade submitted by the instructor must be approved at both the Chair and Dean levels before making it to the student academic history. Please note that Chairs and Deans have the ability to deny their approval and send the grade back to the instructor. Additionally, Deans have the ability to initiate a change of final grade at their discretion.
The E-Grades Change of Final Grades component goes back to the Summer 2003 term. To submit a change of final grade for earlier terms, please contact the Registrar’s Office.

Change of Final Grades: Original Entry

Final grades that have been submitted by the instructor, approved at all levels and pushed to academic history, appear in the Current Grade column. Please note that some administrative grades may not be changed by instructors (such as WDN, AU, CH and UCH).  Please note that in the majority of cases a change of final grade is initiated by the instructor after final grades for the course have been already submitted. The four exceptions to this rule are discussed below.

The student is a potential graduate

There are potential grads in the class (highlighted in dark grey on the class roster) but the instructor of the course has to delay the submission of the final grades. It is strongly recommended to submit final grades for potential grads on the Change of Final Grades roster (as opposed to the Final Grades roster) in order to meet Senate Deadline for Graduation.

Instructional offence

In case of instructional offence the instructor of the course (after consulting with the Dean) may submit a final grade for the student (usually GNA) in order to prevent the student from withdrawing from the course.

Out of term submission

If a course belongs to a past term that is currently closed for final grades submission in the E-Grades system and final grades for the course have not been submitted yet, the Change of Final Grades roster may be used for final grades submission.

Student Reinstated

A student has been academically withdrawn from the course and later reinstated. Please note that academic withdrawal results in the WDN grade, as opposed to financial withdrawal that does not make a record in the academic history. If a student had been withdrawn from a course and the grade of WDN was rolled into academic history, the Final Grades roster will continue to display the grade of WDN for the student after the student is reinstated. The instructor would not be able to change the WDN grade on the Final Grades roster and therefore, should do so using the Change of Grade roster.

How to change a grade:

  • Enter a grade in the New Grade column. You may enter letter grades only. Please note that you may submit changes of final grades for more than one student simultaneously.
  • Select a reason from the pick list
  • Type a comment (mandatory, if "other" is selected from the drop down menu;, otherwise – optional)
  • Click the Submit Grade(s) for Approval button.
  • Review information on the Confirm Change of Final Grade page. If no correction is required, click Submit Grade(s). Otherwise, click Back to Roster to return to the Change of Final Grade Submission page.
  • If the submission is successful, a confirmation message is displayed on the top of the class roster. Otherwise, an error message is displayed in the Error field.  Please note that an error message indicates that the grade has not been submitted for approval. Make a correction and re-submit the grade. For more information on the error messages refer to the Error Messages section of the document.

 

Once a Change of Final Grade is Submitted

Once a change of final grade is submitted, it must be approved by your Chair and Dean. Please note that submitting another change of final grade for the same student may not be done if the first change of final grade is still in progress (has not been approved by the Dean yet). When the grade is approved at all levels it will be pushed to the student academic history and displayed in the Current Grade column on the Change of Final Grades roster. At this time a second change of final grade for the student may be initiated.
The Chair and Dean columns indicate whether the change of grade has been approved by Chair and Dean (Y for Yes, N for No). Note that the grade may be returned to you by Chair or Dean. In this case, please change the grade and re-submit.

Change of Final Grades (for Deans)

This facility provides Deans with the ability to initiate a Change of Final Grade. Click Change Final Grades to access the facility. Select a term and a department and click Continue. Please note that the Change of Final Grades component of the E-Grades system goes back to the Summer 2003 term. To submit a change of grade for previous terms please contact the Registrar’s Office. Select a course from the list.

The Current Grade column reflects final grades that have been submitted by the instructor. These final grades have been approved at all levels, and pushed into the student’s academic history. Please note that administrative grades may not be changed by instructors (such as WDN, AU, CH and UCH). In case of the original entry, final grades for the course have not been submitted and the Current Grade column is blank.

Please note that in the majority of cases a change of final grade is initiated by the instructor after final grades for the course have been already submitted. The five exceptions to this rule are discussed below.

Change of Final Grade: Original Entry

Entering the original final grade on the Change of Grade roster is allowed in the following cases:

 

The student is a potential graduate

There are potential grads in the class (highlighted in dark grey on the class roster) but the instructor of the course has to delay the submission of the final grades for some reason. It is strongly recommended to submit final grades for potential grads on the Change of Final Grades roster (as opposed to the Final Grades roster) in order to meet Senate Deadline for Graduation

Instructional offence

In case of instructional offence the instructor of the course (after consulting with the Dean) may submit a final grade for the student (usually GNA) in order to prevent the student from withdrawing from the course.

Out of term submission

If a course belongs to a past term that is currently closed for final grades submission in the E-Grades system and final grades for the course have not been submitted yet, the Change of Final Grades roster may be used for final grades submission.

Student Reinstated

A student has been academically withdrawn from the course and then later reinstated. Please note that academic withdrawal results in the WDN grade, as opposed to financial withdrawal that does not make a record in the academic history. If a student had been withdrawn from a course and the grade of WDN was rolled into academic history, the Final Grades roster will continue to display the grade of WDN for the student after the student is reinstated. The instructor would not be able to change the WDN grade on the Final Grades roster and therefore, should do so using the Change of Grade roster.

Decision by Dean

To be used if none of the reasons above apply. 

Appeal of Grade

An appeal of grade is initiated and processed in the E-Grade system through the Change of Final Grades Administration section in the Chair and Dean Menu. This function is restricted to Deans only. The reason code Appeal of Grade must be selected from the drop down menu. When a student has initiated an appeal of grade through the Registrar’s Office, the comment "This student has an appeal of grade will appear." 

 

How to change a grade:

  • Enter a grade in the New Grade column. You may enter letter grades only. Please note that you may submit changes of final grades for multiple students simultaneously.
  • Select a reason from the pick list
  • Type a comment (mandatory, if "other" is selected from the drop down menu; otherwise – optional)
  • Click the Submit Grade(s) for Approval button
  • Review information on the Confirm Change of Final Grade page. If no correction is required, click Submit Grade(s). Otherwise, click Back to Roster to return to the Change of Final Grade Submission page.
  • If the submission is successful, a confirmation message is displayed on the top of the class roster (see below). Otherwise, an error message is displayed in the Error field.  Please note that an error message indicates that the grade has not been submitted for approval. Make the correction and re-submit the grade. For more information on the error messages refer to the Error Messages section of the document.
  • Once the grade is submitted, it will be pushed into the student academic history by the overnight process.

 

Error Messages

If a grade does not meet the submission requirements, an error message will be displayed in the Error Message field upon submission. Once you correct any errors, click the Submit Grades button again. A grade with an error cannot be submitted.

 

Error Message

Action

A reason must be selected

Select a reason from the pick list

Deadline for change of grade submission has passed. A comment must be entered.

Enter a comment in the Comment Field

Not a valid grade for the grade mode specified.  Click HELP for assistance.

Click the Grade mode link on the top of the class roster to view valid grades. Replace the grade with a valid grade and re-submit.

Grade has been denied by Chair or Dean.

Change the grade and re-submit.

Deleting a grade

Use the Reset Class Roster button to erase a change of grade made in error. Please note that only a change of grade that has not been submitted for approval may be erased.

Help

Systems and Training Support:
Faculty.Systems.Support@carleton.ca
,
tel.: 613-796-3450

E-Grades web site: http://carleton.ca/registrar/admin/e-grades/

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