Grading

The Faculty of Arts and Science Grading Policy approved by Faculty Board on October 14, 2011 imposes two requirements:

1. The grading process must be clear and transparent to students, so that students know exactly how their averages are being calculated, and

2. Even though each department establishes its own policy—all letter grade assignment marks, all numerical assignment marks, or some combination of the two—instructors must calculate final course averages from those assignment marks using a single approved common method.  

The Instruction Guide – FAS Grading Policy and Moodle Settings shows how to set the gradebook settings in Moodle to satisfy these two requirements.

Grades Memo (dates & deadlines)

The Grades Memo is used to communicate important information about the submission of final grades, including dates and deadlines. It is circulated each term following the academic drop date (typically in March, June, and November) using the Staff and Faculty eNews.

Deadlines for submitting grades are based on 10 calendar days from the date of the final exam, the due date of the final assignment, or the end of classes.

Electronic Grade Submission

Letter-Based Grading System

Departments in the Faculty of Arts and Science are using the letter-based grading system. 

Please consult the Faculty of Arts and Science Grading Policy and your Undergraduate Chair for any department-specific protocols that have been developed to support the letter-based grading scheme.

Note that if you submit percentage grades to PeopleSoft, they will be converted to letter grades automatically based on the Senate-approved conversion scale. 

Submitting Grades through PeopleSoft

Instructors will submit final grades through the Faculty Centre in PeopleSoft. Instructors have two options when submitting grades: (1) they may enter them individually, student by student, or (2) they may upload a spreadsheet containing all the grades directly to PeopleSoft.

Approving Grades through PeopleSoft
Department Heads will also use PeopleSoft to review the grades submitted by instructors in their Department and to approve them electronically.

Once the Head has approved a grade roster, an automatic batch process will run overnight to post the grades to the student record and they will be immediately displayed to students in SOLUS. Therefore, we request that you approve grades in a timely manner so that students’ grades are available as early as possible.

For grade entry and approval instructions, see PeopleSoft Grade Entry.

For additional assistance, see Contacts.

Moodle and OnQ/Brightspace

Moodle

Instructors who are maintaining grades in the Moodle gradebook can take the final grades from Moodle, download them into a spreadsheet, and then upload them directly to PeopleSoft. There is a PeopleSoft tab inside the Moodle Grader Report that allows the user to browse to the PeopleSoft grade spreadsheet and import the grades directly into the spreadsheet.

For instructions about how to upload grades from Moodle to PeopleSoft, see PeopleSoft Grade Entry.

Instructors who are submitting percentage grades into Moodle for individual assignments should note that percentage grades are being automatically converted to letter grades on the basis of the Senate-approved grading system.

OnQ/Brightspace

For instructions about how to upload grades from OnQ to PeopleSoft, see PeopleSoft Grade Entry.

Any instructor who requires further assistance can contact the ITS support team.

Non-Evaluative Grades

A final grade must be submitted for every student who appears on the grade roster; there can be no “blank” grades.

Do not submit a grade of DR (dropped) because you think a student has dropped the course. If the student is on the grade roster, the course has not been dropped and a grade must be submitted.

If a final grade cannot be determined by the grade submission deadline, instructors may use one of the following:

Incomplete (IN)

  • Indicates that the student has not completed all the work in the course (this may include the final exam) and if the incomplete work is not submitted, the student will fail the course.
  • IN grades automatically revert to “F” at the end of the subsequent term, unless the student completes the outstanding work and the instructor submits a Change of Grade Form.
  • If the student has not completed all the work in the course but will pass the course even if the incomplete work is not submitted, the instructor should submit an evaluative final grade based on the work completed to date. Again, if the instructor agrees to accept the outstanding work, the student has until the end of the subsequent term to complete this work and receive a change of grade.
  • Instructors are highly encouraged to have the student sign the Permission for an Incomplete Grade Form) to ensure expectations and deadlines are clearly communicated. This form can be sent to the Student Services office for record-keeping.
  • Extensions beyond one term are allowed only upon successful appeal to the Assistant/Associate Dean (Studies).

Grade Deferred (GD)

  • Indicates that the student has completed all the work in the course but a final grade is not available.
  • This temporary designation is usually used in one of two circumstances: (1) an administrative/grading delay (for example, if a student’s final exam has not yet arrived from a distance Exam Centre), or (2) an outstanding Academic Integrity investigation or appeal. If it is used for some other purpose, the instructor should contact the Student Services office to provide an explanation.

Aegrotat estimated standing (AG) & Credit standing (CR)

  • Assigned only by the Assistant/Associate Dean (Studies) upon successful appeal by the student. If a student is appealing for AG or CR standing, the instructor should submit a final grade based on the work submitted to date.

Other Non-Evaluative Grades

  • PeopleSoft will not accept any non-evaluative grade other than IN or GD.
  • Grades of ED (Exam Deferred) and NW (Not Written) are no longer being used. If these grades are entered into the grade roster, an error message indicating “invalid grade” will appear. Instructors and Department Heads should identify and correct the invalid grade instead of overriding this notification.

For more information, see Academic Regulation 10.3 Non-Evaluative Grades.

For additional assistance, see Contacts.

Transcript Notes

Transcript notes are not to be entered by instructors, Heads, or Administrative Assistants during the grade submission process. Any notes that are entered display on the student’s official transcript, and would require Senate approval. Therefore, please do not use this field.

Official Grade Changes

Once final grades have been approved, any changes must be submitted on the current Change of Grade Form available from both the Faculty of Arts and Science and the Office of the University Registrar.

Completed forms should be sent to the Student Services office (Dunning Hall, first floor).

Please note the following:

  • If a form is missing student details, course details, reason for change, date coursework/deferred exam completed, and/or signatures from both the instructor and the Department Head, it may be returned to the instructor/Department for correction.
  • As of May 2011, all grade changes should be submitted as letter grades. If you have assessed students using percentage conversion, please also indicate the associated letter grade.
  • The term code is an abbreviated version of the year and term in which the course is offered. For example, the term code for Summer 2016 courses is 2165, to indicate the millennium (2), the last two digits of the year (16) and first month of the term (5 for May). If you are uncertain about the term code, please clearly indicate the year and term and the term code can be added by the Student Services office.
  • If the student’s grade is being lowered, the student must be notified by the Department. Please indicate that this has been done.
  • If there are more than 5 changes for a particular course for the same reason (i.e. Moodle error), you may submit the Change of Grade form as a cover sheet and attach a spreadsheet to indicate the student names, student numbers and updated grade information.

For additional assistance, see Contacts.

Contacts

Katie Phillips

Admin. Asst. to Assistant/Associate Deans (Studies)
Student Services, Faculty of Arts and Science
E-mail: f2deans@queensu.ca
Phone: 613-533-6000 ext. 79584

*Primary contact regarding: Faculty grading policies and forms; Grades Memo (dates & deadlines); late/delayed grade rosters; non-evaluative grades; Incomplete (IN) grades; official grade changes


Tricia Acton

Manager, Student Records
Records and Services, Office of the University Registrar
E-mail: actonp@queensu.ca
Phone: 613-533-6000 ext. 78577

*Primary contact regarding: PeopleSoft grade entry; security of student grades