Final Grade Roster - Approval Status Box
- NOT REVIEWED (Default)
Allows for grade input
Use when Roster is ready to be posted
- READY FOR REVIEW
Do No Use; does not allow for grade input
Entering Your Grades
Grades of I (Incomplete) - Undergraduate
If you enter a grade of I for a student, then
a pop-up box will appear (see example below) and you will be asked to
provide specific information about the student's current grade and the
remaining coursework to be done. Once this information is entered, you
may successfully save the grade roster. Information can be changed on
the e-Incomplete Agreement until the grade of I has been posted to the
student's academic record. After the grade of I has been posted, you
should contact Sylvia Wiseman (email@example.com)
or Mitzie Goff (firstname.lastname@example.org) and
provide any information that needs to be changed on the e-Incomplete
Once the grade of I is posted, the student,
instructor and academic dean will receive a system generated email that
contains instructions stating how to view the e-Incomplete Agreement in
e-Incomplete Agreement (Example)
A student may receive a grade of Incomplete
(I) when at least 50 percent of the course requirements have been
completed with passing grades but for some justifiable reason acceptable
to the instructor, he/she has been unable to complete the full
requirements of the course. For an undergraduate course, a maximum of 12
months is allowed to clear the Incomplete grade.
In accordance with
University policy and at the time the grade of Incomplete is given, the
instructor must stipulate in writing
(via this Incomplete Agreement) to the University Registrar the
requirements and complete date to be met, as well as the grade to be
given if both are not fulfilled. If no alternate grade is noted below
and the student fails to clear the Incomplete as agreed, the University
Registrar will enter an F. (The student, instructor, and student's
program dean will receive confirmation of the Incomplete Agreement via
email once the Incomplete grade is posted.)
Graduation candidates must clear
all incompletes prior to the deadline in the official University
Calendar, which may allow less than 12 months.
Grades of F
When you enter a grade of F a pop-up box will
appear (see below) and you will be asked to enter a date related to the
student's attendance and participation in the course. You will see two
fields. Please enter the date in the
correct field. If the student participated in the class
and earned the grade of F, then enter
the date of the final exam (or last day of class, if no final exam
If the student
stopped participating or attending class, then enter the date of
their last attendance.
You may provide additional comments in the
If you are ready to enter grades for all
the students on your Grade Roster:
- Enter all of your grades.
- Click the green SAVE button.
- Go to the "Approval Status" box,
and change to "Approved."
- Click SAVE again and exit the roster.
If you are ready to enter some of your
grades, but not all grades:
- Enter the grades you want posted.
- Click the "Partial Post" checkbox
and then click SAVE.
- Do not change the "Approval Status" box.
It should remain at the "Not Reviewed" status. This leaves your grade
boxes open and available for you to enter your remaining grades when you
NOTE: Access.SMU 9.0 allows you to use the Partial Post option multiple times!
When returning to your Roster to enter the remainder of your grades:
- Enter remaining grades.
- Click the green SAVE button.
- Change APPROVAL STATUS BOX to APPROVED.
- Click SAVE again and exit the roster. You
are finished with this roster.
Things to Remember
When are my grades due?
- Grades are due 48 hours after the final
exam for each course section. (For example, if you teach three sections
of DISC 1311, then you have three different due dates. Each course section has its own 48 hour deadline.) .
How do I know if I have a graduating
candidate in my class?
- The * that appears on the left side of
a student’s name on your grade roster denotes a graduating candidate.
If I see a “W” in the grade box of a student
on my roster, do I still have to put in a grade?
- No. A grade of “W” in the grade box
means the student has dropped or withdrawn from your course and no
further action needs to be taken by you to enter a grade.
When the grades are recorded on the
student’s record, the status will change to POSTED. Once the status is
POSTED, you will no longer be able to change any of the grades on the
roster. You will need to send in a "Grade Change Request Form."
Grade Posting Schedule