Grading

The Grades Memo is used to communicate important information about the submission of final grades, including dates and deadlines. It is circulated at the beginning of each term to all departmental Undergraduate Chairs and Assistants and is posted on this page.

• Grades Memo for Fall Term 2022

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.

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

• Through the change of grade module in SOLUS

Please note the following:

• 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:
  
  • Fall 2022 term code – 2229
  • Winter 2023 term code – 2231
  • Summer 2023 term code – 2235
  • Fall 2023 term code – 2239
  • Winter 2024 term code – 2241
  • Summer 2024 term code - 2245

• There will be no grade change process for mid-year grades(Fall term NG grades cannot be changed for dual term A/B courses)
  
• 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.

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 grade change through the electronic system in SOLUS.
• 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.

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

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.