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 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.


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.


Once final grades have been approved, any changes must be submitted:

  • Through the change of grade module in SOLUS

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 Fall 2020 courses is 2209, to indicate the millennium (2), the last two digits of the year (20) and first month of the term (9 for September). For reference, please see the following examples:
    • Winter 2020 term code = 2201
    • Summer 2020 term code = 2205
    • Fall 2020 term code = 2209
    • Winter 2021 term code = 2211
    • Winter 2019 term code = 2191
    • Summer 2019 term code = 2195
  • There will be no grade change process for mid-year grades
  • For grade changes affecting graduating students, please clearly indicate "Degree List" on the top of any Change of Grade forms so that they can be processed without delay.
  • 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 in a particular course for the same reason (i.e. OnQ calculation 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.


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

Instructors who require specific assistance shoud contact the IT Support Centre.


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.
  • 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 (rather than entering an IN grade for this situation). 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 (link is external) to ensure expectations and deadlines are clearly communicated. This form can be sent to the Student Services office for record-keeping.
  • 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 (see "Grading Policies and Forms").
  • Extensions beyond one term are allowed only upon successful appeal to the Associate Dean (Academic).

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 Associate Dean (Academic) upon successful appeal by the student.
  • If a student is appealing for AG or CR standing, the instructor should still submit a final grade based on the work submitted to date  – even if the grade is a low passing grade or a failure. The final grade will be updated by the Student Services Office following a successful appeal.

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.


Effective for classes offered as of Fall Term 2016

In order to encourage students to explore subject matter outside their program of study and to promote interdisciplinary study, all upper-year Arts and Science students will be permitted to designate up to 6.0 units of degree-credit courses for pass/fail grading, thereby minimizing any risk to the students’ GPA.  Such courses designated for pass/fail grading will be referred to as Personal Interest Credits (PIC’s).

Instructors will not be informed by the University or PeopleSoft of a student’s designation of a course for pass/fail grading.  The responsibilities of both the student and the instructor in the course will remain the same as when letter grades are assigned.

Upon completion, the instructor will enter the letter grade that the student earned in the class.  If the student has selected the class as a PIC, a letter grade of D- or greater will be converted to a final grade of P (pass); otherwise a grade of F (fail) will be assigned. 

The student’s transcript will show only the P or F grade and not the letter grade.

For more information about the Personal Interest Credit, see Personal Interest Credit and/or Academic Regulation 10.2.2 – Pass/Fail Grades in Courses Designated by the Student (Personal Interest Credit).


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.


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