Questions about grade reporting

Here are answers to common questions about grade reporting.

When is the grade submission system accessible?   Grades may be entered using the grade submission system twenty-four hours a day during the grade reporting period, except for brief periods of routine maintenance. Grades may not be entered through the system after the final date that grades are due as published in the Course Schedule.

What if I can't access a class I'm teaching this semester?   In order to enter grades for a class, you must be listed as the instructor of record for an organized course by the registrar's office, be named a designee by the instructor of record, or be assigned to a student for an individual instruction course. If you are the instructor of record but cannot access a class through the online grade submission system, contact the grade reporting representative in your office for assistance. Grades may not be submitted through this system for classes taught in the School of Law.

What do I do if a student's grading status changed after the grade sheet was generated?   Assign the student's grade using the radio button options and type the student's information in the blank area at the bottom of the grade sheet. We'll update the student's record with the appropriate grade or symbol based on the student's revised grading status.

What do I do if a student dropped my class, but the Q is not reflected on the grade sheet?   The grade sheet can't be submitted with a blank grade. You must assign the appropriate grade. If the student did not pass the class an F should be assigned. You may add a note to the Remarks column indicating that the student dropped the class.

What if I think my grade sheet will not be turned in by the deadline?  Call Jane Shaughness in Student Academic Records at (512) 475-7638 immediately.

Who can I appoint as a designee?   An instructor of record may appoint an appropriate University staff member with a high assurance UT EID as a designee for organized courses. A designee may enter, but not submit, final grades through the online system. Designees cannot be appointed for individual instruction courses.

How do I know what classes I will be able to enter or submit grades for this semester?   From the navbar of any page in the system, click Check My Authorization.

Why don't I have a submit button on my individual instruction courses?   Instructors enter grades for students appearing on their grade sheet. After all instructors for a specific unique number have entered grades, the authorized department representative will submit grades to the Office of the Registrar.

What do I do if a student has earned a grade in my course but the student isn't listed on the grade sheet?   A student not listed on the grade sheet was not registered for the class at the time the grade sheet was generated. You may type the student's information in the area at the bottom of the grade sheet for organized courses. Ask the department representative to add the student's information in the area at the bottom of the grade sheet for individual instruction courses. If the student officially registers for the course, we'll enter the grade you assigned.

How do I use the remarks column?   Use it to note that a student has never attended class, or stopped attending on a given date. Remember, this is a permanent document, and any comments remain on the grade sheet.

How do I assign grades for dissertation, thesis, master's report, departmental report, recital, and treatise?   The only valid grades for the first portion of thesis (698A) and recital (698RA) are CR and NC. The symbol * (asterisk) should be assigned to dissertation, master's report, departmental report, treatise, the second portion of thesis (698B), and the second half of recital (698RB) to show that the student is continuing. A grade of CR or NC should be reported at the end of the student's registration, when he or she has completed the course.

How do I change a grade after submitting a grade sheet?   Fill out a grade change form, available in your department.

How can I see a grade sheet I submitted via the online system?   Click on the "View submitted grades" link and select a year, semester, and unique number.

When using CR, what's a passing grade?   For CR, an undergraduate must earn a D or better, and a graduate student must earn a C or better.

When can I use an X to show an incomplete?   An undergraduate student may, with the approval of the instructor, be assigned the symbol X in a course for one of three reasons:

Incomplete classroom assignment.   The student has not been able to complete the required class or laboratory assignments for a reason other than lack of adequate effort. A request for temporary delay of the final course grade because of incomplete class or laboratory work can be made only if the student has a passing average on the classwork or laboratory work already completed and has taken and passed the final examination (unless a final examination is not given in the course or the student is unable to take the examination for reasons indicated in the following paragraph).

Missing the final examination.   The student is unable to take the final examination because of illness or for another nonacademic reason. A physician's statement or other satisfactory verification is required.

Reexamination petition.   Only a student who has an average of at least C on all classwork and laboratory work submitted before the final examination may request a temporary delay of the final course grade because he or she failed the final examination; the final examination is the examination given during the official final examination period. If the instructor denies the petition, the student's final course grade remains as originally assigned. If the instructor grants the petition, the grade on the reexamination is substituted for the grade on the original examination in determining the student's final course grade, provided the student earns at least a C on the reexamination. If the student earns a grade of less than C on the reexamination, a final course grade of F must be recorded.

For more information about symbols, see General Information.

For more information, see About grade reporting, or call the Office of the Registrar at 475-7644. For more information about academic regulations, see current University catalogs and the Course Schedule.