Carleton University

Entering Final Grades

There are two options for entering grades into the E-Grades System: Individual Entry and Copy and Paste.

Entering Grades Option 1: Individual Entry

Scroll down on the right side of the screen to view the class roster. To navigate down the class roster when entering grades, tab twice on keyboard or mouse click on each box to enter a grade for each student.

Comments may be selected and entered beside the grade for each student. For more information on Comments, please refer to the Comments section of the document.

Click Save Grades at any time to save your entries and return to them later. Please note that an error message will display beside the grade when you attempt to save an entry with an error.

Please refer to the Corrections and Errors section of this document for more information. When you are satisfied with your entry, click Submit Grades for Approval.

Entering Grades Option 2: Copy and Paste

If you are using a spreadsheet program such as Excel to manage your grades on your computer, you may copy and paste the data into the E-Grades system. Please note that Download/Print Class feature produces a class list in Excel format with grades (if already entered).

Note: The compatible format for copying and pasting grades into the E-Grades system is the tab-delimited format. Tab delimited files are a way to import and place data in rows and columns such as tables and spreadsheets. This format will allow you to retain a grid-like layout of your data. If you are using a spreadsheet program such as Excel, it is defaulted to generate a tab-delimited separation, however, if you are using another spreadsheet program you may need to create a tab-delimited format. To do so, go to File > Save As and select file type as tab-delimited.

• To copy the data from your spreadsheet, highlight and copy the columns - Student ID, Last Name, First Name, and Grade (in that order) from your spreadsheet.

Note:

  1. There is no significance in the order of the students you copy and paste into the class roster, but the column order is critical.
  2. DO NOT copy the headings or the student’s email address.
  3. You may only enter letter grades (click on the Grade Mode link to see valid grade).

• To paste the data click on the Copy & Paste Grades button, click in the text field so that your cursor is inside the text field, paste grades, click Save Grades, a Pop-up window will appear asking “Are you sure you want to save the data you have copied?” If you say “Ok”, you will get a confirmation that your grades have been saved.

Click the Back to Egrades Roster link to view your grades.

If you have added a student to the class roster that is not registered in the class (through the Copy and Paste option) the “Missing from class list” comment appears automatically next to the student grade. You may remove the student from the class list using the Remove a Student button.

Entering Comments

Comments may be selected and entered beside the grade for each student.

Available Comments:

  • Missing from class list: adding a student to the class roster. Please note that the comment appears automatically when a student who is not currently registered in the course is added to the class roster either through the Copy and Paste option or using the Add Student to Class button.
  • Dean Consulted: must be selected when submitting the GNA grade
  • Did not attend: student did not attend class

You can select a comment by clicking on the down arrow button as shown on the following screen:

To erase a comment, click on the down arrow button and select an empty comment.

Corrections and Errors

To add a student who attended class but is not on the class roster, click "Add a Student to Class" and enter the student’s ID number and grade. You must first Save Grades before you can add a student.

Please note that adding a student to a class roster does not register the student in the course. It only saves the student’s grade in the E-Grades system. If the student’s appeal for backdated registration is successful, the grade will be assigned to the student in academic history by the Registrar’s Office.


Remove a Student

Remove a Student function is only to be used to remove students that have been added to the roster either with "Add a Student" button or by copying and pasting the data from an Excel spreadsheet. Click "Remove a Student" after grades have been saved and enter the student’s ID, OR; correct the error on the class roster spreadsheet and then copy and paste the class roster again.

Please note that the class roster lists students who are officially registered in the course. The system does not allow removing a registered student from the class roster.

 

Reset Class Roster

The Reset Class Roster button will reset the whole class roster. By clicking OK, this action will remove all grades, comments and errors that have been saved and return the roster back to its original (empty) state. Once the course’s grades have been submitted this feature will not be available.

Error Messages

An error message will display beside the grade when you attempt to save an entry with an error. Errors will be displayed at the top of the roster when the save grades and refreshed page buttons are clicked. All errors must be cleared before submitting the grades. The table below lists error messages and the solution for each.

Error Message

Solution

A grade must be entered. Click HELP for assistance.

Grades are mandatory and cannot be left blank. Please enter a valid grade for each student on the class roster

GNA grades are normally reserved for Instructional Offences and must have a comment of 'Dean Consulted'. Click HELP for assistance.

GNA grades can only be accepted by the system if they are accompanied by the comment "Dean Consulted". Please select the comment from the list.

INC grades can only be assigned to graduate students taking graduate courses. Click HELP for assistance.

The course you are entering the grade for is not a graduate level course or the student is not a graduate student. Please enter a new valid grade in accordance with the Grade Mode for this course.

Last Name and ID is not a match in Banner. The correct last name for this ID is:_____

The last name for the student is either misspelled or is not a match for the ID.  Use the Remove a Student button to remove the student record and the Add a Student button to add the correct student back to the roster.

Student ID provided is not a valid Banner ID

The ID you are providing for this student cannot be confirmed in Banner as an active student ID. Use the Remove a Student button to remove the student record and the Add a Student button to add the correct student back to the roster correctly.

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

The grade you are entering for this course is not on the list of valid grades in the grade mode. Click on the grade mode link on the Roster & Grade Submission page to view a list of valid grades.

 

Grade Codes

The following percentage equivalents apply to all final grades at Carleton:

A+

90-100

 

B+

77-79

A

85-89

 

B

73-76

A-

80-84

 

B-

70-72

 

 

 

 

 

C+

67-69

 

D+

57-59

C

63-66

 

D

53-56

C-

60-62

 

D-

50-52

 

 

 

 

 

 

 

 

F

0-49

Please refer to the undergraduate calendar for further information on grades.

In addition to the alphabetical grades (A+ through D-) representing successful completion of a course, these additional grades can be given (please refer to your department for more information on assigning grades):

F  (Failure)

To be assigned when the student has failed to meet the conditions of "satisfactory performance" as defined in the course outline.

FND - (Failure No Deferral)

To be assigned to a student who failed to meet the minimum standard in course term work and regardless of whether or not they write the exam they could not pass.  The course outline must stipulate the minimum level of performance required during the term (including attendance, assignments, essays, labs, quizzes/tests and mid-term examinations). For Undergraduate Courses and Students only. The grade would prevent the student from getting a deferral.

ABS (Absent)

To be assigned only to a student who is absent from the final examination and has achieved satisfactory performance during the term as defined in the course outline.

IP (In Progress)

To be assigned only for Honours Research Projects in sections A or B.

GNA (Grade Not Available)

To be used ONLY in consultation with the Dean or the Associate Dean and accompanied by a submission note when the grade is not available. This notation is replaced with the appropriate grade for the course as soon as it is available. Usually used for instructional offence.

For Graduate courses only

INP (In Progress)

To be assigned only to a graduate thesis, research essay, independent research project, or comprehensive examination when it is not completed by the end of the period of registration and therefore requires continuous registration. Special students are not eligible for INP grade notations.

INC (Incomplete)

To be assigned when the student has been given permission to submit an assignment after the final deadline date, subject to the approval of the Chair of the department.  This notation of Incomplete will be permissible only in exceptional cases (for example, medical or other special reasons) and must be replaced with a letter grade within forty days of the end of classes. If the notation of Incomplete is not changed to a letter grade (through the regular change-of-grade procedure) within forty days of the end of classes, the notation will be changed to a grade of F, which will remain as a permanent entry on the student record. Special students are not eligible for INC grade notations.

Symbols You May NOT Use

WDN (Withdrawn)

 

Assigned ONLY by the Registrar's Office or by the Faculty of Graduate and Postdoctoral Affairs to indicate that the student has formally withdrawn from the course and is ineligible for credit. WDN is neither assigned nor altered by an instructor.

AUD (Audit)

Assigned ONLY by the registration system when departmental permission has been given. This notation indicates that the student is registered as an auditor and is not eligible to receive a grade.

DEF  (Deferral - Undergraduate students only)

An interim notation assigned ONLY by the Registrar’s Office. This notation must be replaced by a final grade.

CH (Challenge for  Credit)

Assigned ONLY by the registration system. A Grade of CH is neither assigned nor altered by an instructor.

UCH (Unsuccessful Challenge for Credit)

Assigned ONLY by the registration system. A Grade of UCH is neither assigned nor altered by an instructor.

Grade Submission Deadlines

Courses with Scheduled Examinations:
Final grades are due on the 10th calendar day following the examination. If the university is not open (Saturday or Sunday) grades are due on the next working day.
Courses with Take-home Examinations:
Final grades are due back on the 10th calendar day after the last day of the exam period. If the university is not open (Saturday or Sunday) grades are due on the next working day.
Courses with neither Take-home nor Scheduled Examinations:
Final grades are due on the 10th calendar day following the last day of classes. If the university is not open (Saturday or Sunday) grades are due on the next working day.
All Submission deadline dates have been modified to fall on the next working day should they fall on a Statutory Holiday or weekend.
Exceptions to these deadlines must be arranged with the Associate Dean of your Faculty. (Graduate courses; please consult the Dean of the Faculty of Graduate and Postdoctoral Affairs.

Potential Graduates

Potential graduates (students in their final year who have applied for graduation) are highlighted in dark grey on the class roster.
If there is a potential graduate in your class, but you have to delay submission of the final grades, it is strongly recommended to submit a final grade for the potential grad on the Change of Final Grades roster (as opposed to the Final Grades roster) in order to meet Senate Deadline for Graduation.

Reinstated Student

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 Final Grade roster. Please refer to the Change of Final Grades manual for instructors for more information.

Submit Grades for Approval

Submit grades only after you have successfully entered all grades for the course.  Once grades have been submitted for approval, changes can only be made using the Change of Final Grade Submission Roster on E-grades.  If you are not able to enter all the grades in one session, make sure you save before you log out.  Grades will only be forwarded for approval when you click on Submit Grades for Approval. 

You can add a Submission Note along with your grade submission as shown on the screen below.  If you have entered a grade of GNA, you must provide a brief rationale in the submission note field.

Once final grades are submitted, they must be approved by your Chair and Dean. Refer to the Final Grades page (shown below) to verify whether the final grades have been approved at the Chair or Dean level. Note that final grades may be returned to you by the Chair or Dean. In this case, please change the grades as required and re-submit.

E-grades &cuLearn

Important: The E-Grades system is used to submit final letter grades only. If you have used cuLearn to track student grades and calculated a final letter grade there is a relatively simple process to move letter grades from cuLearn to E-Grades.

For instructions on how to upload grades from cuLearn to E-Grades, please follow the link: http://www5.carleton.ca/culearnsupport/instructors/managing-grades/importingexporting-into-grades.

For more information on how to transfer grades from cuLearn to the E-Grades system refer to the Section C: Final Grades Menu for Instructors

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/

cuLearn/My Carleton Support:
ccs.service.desk@carleton.ca
tel.: 613-520-3700

© 2010 Carleton University
1125 Colonel By Drive, Ottawa, Ontario, K1S 5B6 Canada
(613) 520-7400