Faculty and Advising Center FAQ - Grades

Class lists for individual instructors come from the current PeopleSoft system listing of instructors of record. If your class is not listed, then you are not listed as the instructor of record for the class. Contact your department/school or regional campus to ask that they update the information in PeopleSoft. Once PeopleSoft is updated to reflect you as the instructor of record, the Faculty & Advising Center will update within approximately thirty minutes and you will be able to view your class list and/or proceed with entering your grades.

Once you log into the Faculty & Advising Center you will see a list of all of the classes that you are teaching for that semester regardless of the campus on which they are taught.

No. The online grading system allows you to assign grades to some students on your class list and then save the list to continue working on it at a later time up until the grade deadline. You may either enter and save some grades and return to finish entering missing grades or you may save and submit them as you enter the grades.

Submitting grades will affect only students for whom you have entered a grade. If a student's grade was blank when you submitted, you may go back and enter the final grade online provided the grade deadline has not passed. Please note that once you  submit  grades you will not be able to change the grades submitted. After a grade has been submitted, if you need to make a change due to an error in calculation, the  Change of Grade (Special Grade Report) online form  must be submitted.

You will be permitted to enter grades for those students for whom you have not yet submitted grades, provided the grade deadline has not passed. Grades not submitted will result in a grade of "NR" being assigned, indicating no grade recorded. You will need to submit the  Change of Grade (Special Grade Report) online form  to change the NR grades to valid grades.

Yes, anyone listed in PeopleSoft as an instructor of record has the authority to enter grades. Once the grade submission deadline has passed, however, grade changes must be made via the the  Change of Grade (Special Grade Report) online form .

First you will need to find the class for which you want to enter grades and then click on the people icon. 

After viewing the class list you can place letter grades in the empty fields in the "Grade" column. It is also possible to submit grades for multiple students or an entire class simultaneously.

All eligible grades for a particular class list appear in the expanded view on the class list and on the class list page in the header. The online grading system permits only eligible grades to be entered for students.

Any students who have withdrawn from your class will have a W grade in the "Grade" column on your class list. Grades of W require that you enter a P, F, or an N after the W. An error message will appear if you do not assign a WP, WF, or WN grade for a withdrawn student. If a P or F is entered, a calendar will appear after clicking enter or tab) to enter the last date of participation. 

Note:If you click on the magnifying glass next to the student's name, their information will expand and the drop date will be listed. You can use this date or any date before as the last day of participation for a WP or WF grade.

Grades for students who are auditing ("AU" grade) will automatically be posted for the student. Most thesis (6950) and dissertation (8950) classes will be pre-populated with PR grades, which cannot be changed. Once the oral defense is completed and approved, registrar staff will change the PR grades to the grade indicated on the defense form. Please note there are a few 6950 and 8950 classes that will not have pre-populated PR grades and grades will need to be entered for these classes. Otherwise, once you have "submitted" the grades you will not be able to change the grades. After submission, please complete the  Change of Grade (Special Grade Report) online form  to change grades as a result of a grade calculation error or grade entry error.

No. If you submitted a grade in error or discovered an error in calculating a student's grade after you submitted the grade, you must complete the  Change of Grade (Special Grade Report) online form  to change the grade. You may save your grades and return to edit them at any time prior to your submission of the grades or the grade deadline, whichever comes first. It is suggested that you save often and double-check before submitting.

Yes. When viewing your list of available classes, there is a Not Completely Graded checkbox just under the Check All Showing button. Check this box to filter and refresh your list to view classes only where one or more students are ungraded. This can be helpful at the end of the semester to double check that you have assigned grades for all students in your classes.

Yes, this can be done after viewing the class list. On the class list/grading page, check the No Grade Assignedbox below the Back to Classesbutton to see the list of students for that particular class that still lack grades or have been assigned invalid grades.

Yes, this is available in a number of different forms both before and after grades are entered. When looking at a class list, you can export as an Excel file (the "Excel" button), a PDF that shows enrollment as a condensed list of students (the "PDF Listing" button), and a PDF that provides a much more detailed view of the enrolled students (the "PDF" button).

Yes, you can enter grades from any computer connected to the Internet. As with any online application, faster Internet connections will permit you to complete the grading process more quickly.

No. You must save your work by clicking on the Save Gradesbutton at the bottom of your class list. When you click on the Save Gradesbutton, your grades will be saved in the online grading system, not on your computer. When you return to complete your grading or if something happens to break your connection to the online grading system, you can resume entering grades at the point of your last save. It is recommended that you use the Save Gradesbutton regularly. You must submit your grades to finish the grade posting process.

If you have not used the application for 30 minutes, the online grading system will automatically log you out. If you are logged out and if you have not saved your grades, that information will be lost and must be re-entered.

Your class list will be available for grade entry approximately one week prior to the term end date (semester closing date) or the day prior to the last day for classes that do not meet the full term.

Yes, click on the magnifying glass icon to view a photo.

Only students who have officially registered for the class will appear on your class list/grade roster. You are not able to add students to your class list/grade roster. The student must register for the class and be graded through the the  Change of Grade (Special Grade Report) online form . Please refer students to their college or regional campus student services office to register for the class.

If a student appears on your class list/grade roster, but has neither completed any work for the class nor attended the class, the appropriate grade for this student is an "FN" (Failure, Never Attended). If a student appears on your class list/grade roster and stopped attending your class at some point in the term, the appropriate grade for this student is an "FS" (Failure, Stopped Attending). Grades of "FS" must include a stop-date, which is your best recollection of the last date they attended or participated in your class.

To find the date of withdrawal click the magnifying glass to the left of the student's name. The withdraw date is listed as well as other student information.

Given that you are required to authenticate using your OHIO ID and password, a written signature is not required for submitting grades. It is important that you do not share your OHIO ID and password with anyone to prevent unauthorized grade entry.

No. Once the grading deadline has passed grades must be submitted to the Registrar's Office via the  Change of Grade (Special Grade Report) online form . Note that the system automatically audits your submissions for eligible grades in reference to the grading basis for the class. For example, you are not permitted to enter a letter grade (A-F) for a class that only permits credit (CR) grades.

This is done by copying and pasting a spreadsheet into the provided text box after choosing the Import/Load Grades button from the class list. 

The spreadsheet should contain a "PID" column, "Grade" column, and an "FS Stop Date" column, with the headers labeled as such and should contain students for the selected class only. The dates must be in "mm/dd/yyyy" format. That is a two-digit month, two-digit day, and four-digit year. Extra columns are permitted. More detailed instructions are displayed when clicking on the button to initiate the process.

Final grades are due at 12:00 noon on the Wednesday after the semester/session closing date.

Students are always anxious to find out their grades for courses. In addition, several important processes depend upon final grades. The effects of late grades can be very serious. Students can:

• face delay of graduation
• face probation or suspension by their college
• lose scholarships
• lose athletic eligibility
• face delay of tuition reimbursement
• risk termination of veteran's educational benefits
• have their admission to a graduate program postponed
• lose their good-student insurance discount
• lose job opportunities

Students may view their final grades in My OHIO Student Center. The final grade for each class will appear shortly after the submission of the grade or the day following the grade deadline, depending on the time of submission. Grades submitted before the end of the semester (i.e., for flexibly scheduled classes) will be available to students within 24 hours of being submitted.

You should save your grades frequently by clicking the Save Gradesbutton. After you enter the grades in the class list/grade roster they are not stored until you either Save Grades or Submit Grades. You should Save Grades if you plan to make edits to the grades later. You should Submit Grades after you have completed entering your grades for the class. Clicking Submit Gradeswill cause the grades to be posted to the students' permanent academic records and will be available for viewing by the student. Submitting grades will affect only students for whom you have entered a grade. If a student's grade was blank when you submitted, you may go back and enter the final grade online up until the posted deadline. After grades are submitted any changes must be processed using the  Change of Grade (Special Grade Report) online form .

No. Per the Faculty Handbook, "The weight given to class attendance in determining a student's grade is an academic matter; therefore, all instructors are responsible for their own attendance policies." (Faculty Handbook, Revised January 2024, p. 65)

Yes. An email will be sent to the instructor(s) of record on a daily basis identifying the students who withdrew from class within the prior 24 hours. You will be able to record immediately the last date of attendance or participation in the Faculty & Advising Center, i.e., you will not need to wait until the end of the semester to record the withdrawn P/F/N indicator and last date of participation (for WP/WF grades).

The U.S. Department of Education provides the following examples of what is considered academic participation or academically-related activity:

• Physically attending a class where there is an opportunity for direct interaction between instructor and students;
• Submitting an academic assisgnment;
• Taking an exam, an interactive tutorial, or computer-assisted instruction;
• Attending a study group assigned by the school;
• Participating in an online discussion about academic matters; and
• Initiating contact with a faculty member to ask a question about the academic subject studies in the course.

The following are notto be considered as academically-related activities: living in institutional housing, participating in the institution's meal plan, logging into an online class without active participation, or participating in academic counseling or advisement.

If the student was at the final then the student completed the course. Please assign the appropriate grade based on your grade policy as indicated on your syllabus.

It depends. If the audit is for the current academic year, then you may need to provide documentation per the Retention of Student Records policy in the Ohio University Faculty Handbook. However, if the semester being audited does not fall within the period indicated for the retention of records AND you have destroyed those records, then you will not need to provide documentation. However, if you retain records beyond what is required and have those records for the semester being audited then you will need to provide the documentation such as the record book indicating the last date of a quiz, homework assignment, attendance in class, submission of a paper, etc.

Per the Ohio University Faculty Handbook (Revised January 2024, pg. 63)

Instructors shall retain grades, tests, and assignments as well as any other material used in determining a student's grade for at least one academic semester, and until the end of the fall semester following spring semester classes unless the instructor returns the material to the student or provides an alternative policy to the class at the beginning of the semester. Persons with grading responsibilities who leave the university should make appropriate arrangements with their department chairs or school directors on the disposition of their student records.

In the Faculty & Advising Center, you will upload or enter your grades as usual. After you click Save or Submit, you will be presented with a list of students for who you have recorded an F grade. For each student you will confirm that the student completed the course, or you may record a different grade (to replace the F). You will need to confirm the F grade for each student only once (not each time you save).

The date of last attendance or participation should be used when determining the appropriate withdrawal grade to assign. Neither grade will impact the student's grade point average, however, the grade will appear on the student's official transcript.

Every course has an approved grade eligibility code that indicates which grades may be assigned. The Class List in the Faculty and Advising Center displays the eligible grades for the class. For more information about the University's official grades, please review Ohio University Policy 12.040: Grading .