Posting Final Grades
Grading
- Grading Policies
- Procedure for Posting Final Grades
- Manually Enter Final Grades to the ASU Grade Roster
- “Export Final Grades” to Grade Roster through Canvas grade export tool
- Import Grades to the Grade Roster from an External File
- Request Grade Changes
- Grading Options and Definitions
Grading Policies
Per university requirements, faculty instructors are expected to submit/post final grades for each student in their class Grade Roster(s) by the end of term deadline corresponding to their course session in ASU’s Academic Calendar. Final grades are posted on My ASU under My Classes.
Faculty should anticipate short lead times (one week or less) to prepare and submit final grades following the last day of class/final exams. It is imperative that faculty make every effort to comply as final grades are factored into the end-of-semester processing of many important academic decisions, including, but not limited to students’ graduation eligibility, financial aid eligibility, academic probation/disqualification decisions, and field placement eligibility.
- For questions and concerns regarding grade posting, contact SOLS Undergraduate Programs at [email protected]
- For information regarding ASU grading policies, visit the Faculty Center at students.asu.edu/facultycenter.
Procedure for Posting Final Grades
This guide provides detailed instructions on accessing the ASU Grade Roster and how to Post, Import, or Request Changes to Final Grades.
Accessing the Grade Rosters
ASU Grade Rosters are hosted in the PeopleSoft platform and can be accessed through your My ASU under My Classes.
**You must have an active ASURITE ID in order to post grades in the ASU system. If you have not already activated your ASURITE ID, please visit asu.edu/asurite for instructions on how to activate your ID. Contact the UTO Help Desk at 1-855-278-5080 if you any questions or issues.
To access your Grade Rosters, follow these steps.
Navigate to My ASU at my.asu.edu. Sign in using your ASURITE User ID and password.
On the My ASU home page you will see a box labeled My Classes which displays a list of the courses you are assigned to teach in a given term. Here you’ll select the course for which you will be assigning grades. If you don’t see your course(s) listed, contact University Registrar Services at [email protected] or 480-965-3124.
Locate the course that you would like to enter grades for and click on the Class Tools icon next to the course. Under Class Tools, click on Grade Roster.
- The Grade Roster for the identified course will now be open. Here is where instructors will post the Final Grades for each student enrolled in the course.
**When working in the Grade Roster, it is important to click Save frequently, as the system will automatically log you out after 10 minutes of inactivity.
How to Post Final Grades
Instructors utilize Canvas Gradebook to share student grades and progress insights with their classes throughout the semester. Faculty are responsible for calculating final grades in Canvas, entering/importing them to the course’s Grade Roster, then posting them to the Grade Roster by the assigned deadline.
Reporting Final Grades in the Grade Roster
There are three options for reporting final grades which are outlined in this guide:
- Manually enter Final Grades to the ASU Grade Roster
- “Export Final Grades” to Grade Roster through Canvas (* Recommended)
- Import Final Grades to the ASU Grade Roster through an external spreadsheet file
- Manually create a Final Grades spreadsheet file for upload
- Download a Final Grades spreadsheet file from the Canvas Gradebook for upload
Posting Final Grades to Student Records in the Grade Roster
After your final grades have been reported to the Grade Roster, faculty must select one of the following options from the Grade Roster Action: Approval Status menu at the top of the roster to indicate to PeopleSoft if/when to officially post the final grades.
Once grades are entered/reviewed and approval status is selected, click Save. You will receive an error message if you attempt to exit the course roster without saving your changes.
Grade Roster Actions
- Approval Status: Not Reviewed
Use this status if you are entering/reviewing grades but you are not ready to post to the student's record. You can change the grades at any time while in this status. Click on the Save button to save your entries.
Approval Status: Post Tonight
Use this status if you are ready to post grades to the student's record. The roster may be partially or completely graded. Grades will be posted to the student's record in a nightly batch process. Click on the Save button to save your entries.**Important note: Be sure to leave grades that you do NOT have as blank. Grades that are posted overnight are not editable and can only be changed via the grade change process.
- Approval Status: Complete
If ALL the grades for a class are entered and finalized, set the approval status to Complete. Once Saved, this will prompt a Post button option to appear at the bottom of the roster. When you click on Post, grades will immediately post to the student's record. If you choose to exit after clicking Save and do not click the Post button, the grades will be posted overnight.
Please note that clicking Save DOES NOT post the grades to the Grade Roster. If you are ready to post, you will have to click on Post separately.
After grades for a course have been posted, the Request Grade Change button will appear on the roster. Click on this button if you need to make a change to a student’s posted grade. Please refer to the Request Grade Changes section of this document for more information on the grade change process.
Manually Enter Final Grades to the ASU Grade Roster
- Access your Grade Roster for your course through MyASU.
Enter grades by selecting them from the drop-down list. To speed up your work: select multiple students using the check boxes next to their IDs, select a grade (e.g., "B"), and click add this grade to selected students
**Make sure to save frequently. The system will automatically log you out after 10 minutes of inactivity.**
After entering/reviewing all grades, select a Grade Roster Action, Click Save, then Post Final Grades to student transcripts when ready.
Manual Grade Reporting Shortcuts
The following shortcuts can be used to make manual grade reporting quicker and easier.
- Locate a Student on the Roster
- Enter Same Grade for Multiple Students
- Display Blank Grades Only
Locate a Student on the Roster
The roster is displayed in a web browser, so standard searching techniques will work. Most browsers will open a “Search” dialogue box when you press CTRL-F on your keyboard.
Enter Same Grade for Multiple Students
To help speed up the grade entry process, if the majority of students in the course received the same grade, you can assign the grade to all students, and then, as necessary, change the grades for those students who earned a different grade.
- Select a grade from the drop-down menu next to the add this grade to all students button.
- Click the add this grade to all students button. The grade selected will be assigned to all students in the course.
- Change grades as necessary for those students who earned a different grade.
- Select the appropriate status from the Approval Status drop down menu.
- Click Save.
Display Blank Grades Only
If you have entered grades for only some students on the roster and need to go back at another time and continue entering grades, you can filter the course roster to display only those students who do not have a grade assigned.
- Check the box next to Display Unassigned Roster Grade Only to display only those students without a grade assigned.
- The roster will adjust to list only those students who do not have a grade assigned. Enter grades for students.
- Select the appropriate status from the Approval Status drop-down menu (each day the roster will be reset to Not Approved status).
Click Save.
“Export Final Grades” to Grade Roster through Canvas grade export tool
These steps will guide instructors through the process of exporting/posting final grades from their courses in the Canvas Learning Management System (LMS) to the ASU Grade Roster in PeopleSoft.
How to use the "Export Final Grades" Tool in the Canvas Course Menu
- Access your Canvas course and click the "Settings" link via Course Navigation.
Select the "Course Details" tab and ensure the box to "Enable Course Grading Scheme" is checked. Click "Update Course Details" at the bottom of the page to save any changes.
Click on "View Grading Scheme" and then click "Select Another Scheme".
Select the ASU Grading Scheme (or the one your College has set up) and then click on "Use This Grading Standard". Scroll to the bottom of the Course Details page to save your options.
Click the "Export Final Grades to PeopleSoft" link in the Course Navigation menu on the left. This will redirect you out of the Canvas LMS and into ASU's PeopleSoft system.
If you don't see this option in your course menu, you will need to first enable it in your course Settings by following the instruction in Manage Course Navigation Links.If you have multiple sections merged into a single 'combined' Canvas course site, you will need to export the grades for each section separately. Select the first section in the list and then repeat steps 6 - X for the remaining sections.
Review all grades for accuracy. Click the "Import" button to proceed.
Any grade import errors will show on the next page. Otherwise, click "Finish".
After grades are imported and you have completed another review in the Grade Roster, select a Grade Roster Action, click Save, then Post Final Grades to student transcripts when ready.
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How to Enable “Export Final Grades”
If the “Export Final Grades” option isn’t visible in the Canvas Course Navigation menu, you can add the option to the navigation menu.
Go to “Settings” in the Course Navigation menu.
Choose the Navigation tab
Scroll down to the bottom and find “Export Final Grades to PeopleSoft.” Click the kebab () and select “+Enable”. (Alternatively, you can click and drag this from the bottom list to the top list.)
Be sure to click “Save” to confirm the change.
Import Grades to the Grade Roster from an External File
How to Generate an External File for Upload
There are several ways instructors can generate a Final Grades spreadsheet file to upload to the Grade Roster.
- Manually Create a Final Grades Spreadsheet for Upload
- Download a Final Grades Spreadsheet from the Canvas Gradebook for Upload
Manually Create a Final Grades Spreadsheet for Upload
- Open your spreadsheet program (such as Microsoft Excel).
- Create two columns: one for the student's Affiliate ID and another for the Letter Grade. .
- Use “ID” and “Grade” for the two respective column headings.
- Enter all student Affiliate IDs (which begin with 1000 or 1200) numbers in the ID column. One student per row.
- Enter all student final letter grades in the Grade column corresponding to the Affiliate ID row.
- Follow ASU Grade Policies.
- Save the file. The format must be in .xls or .txt file extension.
- Upload the Final Grades Spreadsheet file to your ASU Grade Roster.
Download a Final Grades Spreadsheet from the Canvas Gradebook for Upload
- Access your Canvas course and click the "Settings" link via Course Navigation.
- Select the "Course Details" tab and ensure the box to "Enable Course Grading Scheme" is checked. Click "Update Course Details" at the bottom of the page to save any changes.
- Click on "View Grading Scheme."
Click "Select Another Scheme" then select the ASU Grading Schema and then click on "Use This Grading Standard". Scroll to the bottom of the Course Details page to save your options.
Navigate to the Gradebook by clicking the "Grades" link via Course Navigation. Click to expand the "Actions" tab and select "Export" from the drop-down menu.
- Open the Excel spreadsheet (CSV file) which was automatically downloaded to your local computer upon completing the previous step above.
Delete all columns with the exception of "SIS User ID" and the "Final Grade" column in which the letter grade is displayed.
Highlight the column with the "SIS User IDs", click the "Format" button in Excel, click "Format Cells" and select the "text" option.
- Save the file as an Excel file (.xls) or a text (.txt) file
- Upload the Final Grade Spreadsheet file to your ASU Grade Roster
Uploading External Files for Final Grades Import to Grade Roster
Steps for uploading the Spreadsheet file to Grade Roster:
- Access your Grade Roster for your course through MyASU.
Once the correct Grade Roster is opened, click on Import Grades from File. Click Next.
Select the file delimiter. Excel .xls format is the most popular, then select the file to load and click on get file.
Browse your computer to find the desired spreadsheet file. Click Upload.
Map the columns on your spreadsheet to identify the ID and Grade columns. If you only have two columns in your spreadsheet, map column 1 and 2. This example maps column 2 and 6. Click Next.
Review the import data. Cross-reference a few of the student IDs to their grades to ensure accuracy. If you have a significant number of errors, correct the spreadsheet and upload it a second time OR manually correct errors in the ASU Grade Roster later. Click Submit to import the Final Grades information into the Grade Roster.
NOTE: If you are importing a spreadsheet that has combined sections, you will get an error during this step. You do not have to reconfigure your spreadsheet. Simply save the import, exit the page, and then return to the import page. The system will then show only the grades for that particular section. You will need to repeat this process for however many sections there are in your spreadsheet.
- After grades are imported and you have completed another review in the Grade Roster, select a Grade Roster Action, click Save, then Post Final Grades to student transcripts when ready.
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Common Importing Results
- If the Grade Roster already has a grade posted the import process will not post over this grade. No errors will be reported.
- If the Grade Roster already has a grade posted that is different from the grade on the import roster, the import process will not overwrite this grade. An error message will display.
- If the student is not found in the Grade Roster, or if the grade on the import roster is not a valid grade for the student, an error message will display.
- Grades will be imported into the roster in Not Reviewed status. Be sure to adjust the roster’s Approval Status as appropriate and save your roster after the import.
Request Grade Changes
When all of the grades have been posted and the roster status is “complete,” Instructors will need to Request Grade Changes if they’d like to adjust any grades.
Click on the Request Grade Change button.
To submit a new grade change, select the new grade from the Change Grade To drop-down list and enter a reason for the grade change. All grade changes must have a reason entered.
- After all grade changes have been entered, click the Submit button at the bottom of the page. After you have clicked Submit, your grade change(s) will be labeled with a Grade Change Status of Requested.
- Once grade changes are requested, they go to the Level 1 Approver for the Academic Org associated with the class (generally the department office).
If approved, the grade change then moves to a Level 2 Approver (generally the college office).
- If approved by Level 2, the grade changes are posted to students’ records and students receive an email notifying them to check their records.
Important Note: A grade change may be denied at Level 1 or Level 2 status. At that time email notifications are sent back to the requestor and/or the Level 1 Approver. Denied grade changes may be re-requested.
Multiple grade changes may be submitted for a single student; however, each change request must be processed through to completion before a new request may be submitted. The Grade Change Request page may be viewed at any time to see the status of a grade change.
Grades and Grading Resources
Resources from the Registrar on Grades and Grading.
- Grades and Grading Policies
- Grade Posting FAQs
- Academic Organization List for Roster Contacts
- Request a Grade Change (PDF)
Grading Options and Definitions
Below is additional information on grade options that faculty most frequently have questions about. Please visit the Grades and Grading Policies website if you have questions about a grading option not listed here.
Incomplete (I)
A grade of "I" (Incomplete) should be assigned when a student is otherwise doing acceptable work but is unable to complete the course because of illness or other conditions beyond his/her control.
Students are required to arrange with the instructor for the completion of the course requirements. The arrangement should be recorded on the Request for Grade of Incomplete form. The completion date is determined by the instructor, but may not exceed one calendar year from the date the grade of “I” is recorded. When a student completes the course, the instructor must submit an online grade change request to assign the earned grade.
For undergraduate students, you may send the completed form to [email protected].
For graduate students, you may send the completed form to [email protected].
Pass (P)
A "P" grade should only be assigned when an individual student receives permission from both the class instructor and his/her college to take the course as Pass/Fail. Permission is recorded on the Pass/Fail Enrollment form. If the course only awards Pass/Fail grades, the "Y" grade should be utilized to indicate successful completion of the course.
Audit (X)
A mark of "X" is recorded for completion of an audited course, unless the instructor determines that the student's participation or attendance has been inadequate, in which case the mark of "W" (Withdrawal) may be recorded. This grading option may not be changed after the close of the drop/add period. The "X" is not included in earned hours and is not computed in the GPA.
Satisfactory (Y)
A "Y" grade is used for courses in which the instructor assigns only grades of "Y" or "E”. The “Y” grade is generally used for successfully completed internships, projects, readings and conference, research, seminars, theses, dissertations, and workshops. If a course utilizes only the letter grades of A+, A, A-, B+, B, B-, C+, C, D, and E, but a student receives permission to take the course for Pass/Fail credit, the "P" (Pass) or "E" (Fail) grade should be assigned to the student.
Course in Progress (Z)
The "Z" grade is typically used for courses where work will not be completed within one semester's time, such as research, thesis, and dissertation. Once coursework is complete, the instructor must submit a grade change to assign an appropriate grade.
Academic Dishonesty (XE)
The grade of "XE" denotes failure due to academic dishonesty and is treated the same as an "E" for the purposes of GPA, course repeatability, and academic standing determination. A student may not avoid any penalty for academic dishonesty by withdrawing from a course. A student may be reinstated to a course to receive a penalty of a reduced or failing grade of XE.
Failing Never Participated (EN)
The grade of "EN" denotes failure due to the student never participating in a course and is treated the same as an "E" for the purposes of GPA, course repeatability, and academic standing determination. The "EN" grade assists ASU in determining a student's financial aid eligibility. For federal aid purposes, we must determine if a student participated in all courses for which they received federal aid. When a student does not participate, the financial aid office must recalculate the student's eligibility. A grade of "EN" will display on the student's transcript beginning fall 2016. Please review the "Grades and Grade Selection" section of the Grade Posting FAQs page for more information about the "EN" grade.
Failing Did Not Complete (EU)
The grade of "EU" should be used to indicate that a student never officially withdrew from the course, but failed to participate in course activities through the end of the course. The EU grade should be used when, in the opinion of the instructor, the student's completed assignments, course activities or both were insufficient to make normal evaluation of academic performance possible because the student stopped participating in the course. This grade distinction is critical to federal financial aid administration. A grade of "EU" will display on the student's transcript beginning fall 2019. Please review the "Grades and Grade Selection" section of the Grade Posting FAQs page for more information about the "EU" grade.