Grading FAQ's

Submitting Grades

Who can submit grades?

Given that departments and the faculty within them are responsible for grading, each department should consider its own best practices of grading. 

The Office of the Registrar encourages each department to be proactive about entering the appropriate grading and approval authority for access to grade rosters in a timely manner. 

When can I begin to submit final grades?

Final grade rosters are available beginning Thursday of the last week of a class.

When are final grades due?

Final grades are due to the Office of the Registrar 144 hours after the final examination. This is the deadline approved by the Faculty Senate.

Do I have to submit all grades at once?

Instructors can begin grade entry, save their work, and resume grade entry at another time. 

All grades must be entered and saved before the grading deadline.  Instructors must then change the status of their roster to "Submit to Registrar." 

What will happen if my grades are late?

If grades are not submitted by the deadline, all students are given NR (Not Reported) grades.  The instructor will have to submit electronic grade changes for each student individually and Academic Deans will have to approve each individual grade change. 

 

Who has access to the class grade roster?

All assigned instructors of a course will have access to class grade rosters to submit grades. Departmental Timetable Representatives can help with access issues.

 

Can a Teaching Assistant (TA) enter and submit grades?

It is the department's decision whether TAs only enter, or both enter and submit grades. Grading status that can be set up though the Department’s Curricular Representative. 

The grading system can be also set up so TAs only have the ability to enter the grades and the supervising faculty approves the submission of the grades.  

How do I submit final grades using Learn@UW?

If you use Learn@UW, you may report final grades using the grade book tool. For further instructions visit the Learn@UW web site.

How do I submit grades from an Excel spreadsheet?

Grades rosters must be downloaded as a .csv file format.  Grades can then be entered into the spreadsheet.  The grade roster must then be uploaded into the Faculty Grading Center. A very precise template must be adhered to ensure an accurate mapping of the data back into the system.

If you are unable to export the grade roster, make sure your pop-up blocker is disabled.  If have additional issues, contact the DoIT Help Desk T 264-HELP (4357).

When will students' final grades be posted?

Once submitted by instructors, grades are posted nightly. Grades must be submitted no later than 144 hours after the final examination.

 

Grade Change FAQ

Who can submit grade changes?

Any instructor with the ability to submit grades can also make electronic grade changes.

How do I submit a grade change?

When and how can I change a grade on the grade roster?

The "Ready for Grading" status means that grades can be changed within the grade roster at the instructor’s leisure. A status must be on "Ready for Grading" to edit or input any grade. 

The "Submit to Registrar" status means the grades are ready to be posted by the Office of the Registrar. When the status is changed to "Submit to Registrar," grades will be posted the same night.

Grades can only be edited if the grades have not yet been posted and the instructor switches the status back to “Ready for Grading.” After grades are edited, the instructor must change the status back to “Submit to Registrar.”


If grades have been posted, the instructor must complete a grade change. 

What if an electronic grade change is not possible?

 Paper grade changes are only allowed for students that do not appear on the grade roster.  All other grade changes must be done electronically through the grade rosters on My UW Madison.

How do I change a grade for student that is not on the grade roster?

The student added the class too late to appear on the grade roster.  The grade and or grade change will need to be reported to the Office of the Registrar on a paper Grade Change Form, obtained from your department administrator. 

Logistical Grading Questions

What is the difference between a class roster and a grade roster?

A class roster is a tool to monitor enrollment of students in each class you are teaching. You will see one aggregate class roster for any combined section course or cross-listed course. 

The grade roster is used to submit final grade. You will see an individual grade roster for each graded section of any combined section course (e.g., lecture with discussions) or cross-listed course. 

What if I am unable to see or access a grade roster?

What if a student does not appear on the grade roster?

The student will need to fill out the required paperwork to add the course (Course Change Form). 

The grade will need to be reported to the Office of the Registrar on a paper Grade Change Report form, obtained from the department administrator. 

When will students' final grades be posted?

Once submitted by instructors, grades are posted nightly. Grades must be submitted no later than 144 hours after the final examination.

 

Valid Grades

What are valid grades?

If you attempt to enter an invalid grade, you will receive an error message and will be prompted to click on the list of valid grades from which to choose. 

Just as a reminder the grade is AB, not A/B or A-B. Click the magnifying/spy glass to view the list of valid grades.  

How do I know which grades are valid for a particular student or class?

Click the magnifying/spy glass to view the list of valid grades. 

What grade is valid for an auditor?

Valid grades can be viewed by clicking the magnifying/spy glass. Auditors may be assigned an S (Satisfactory), NR (No Report) or NW (No Work). 

What grade should a student on the roster get if they never attended class?

The grade of NW (No Work) should be assigned to students who enroll in a course and never attend. No Work means that the instructor has no evidence that the student ever attended and no work was ever submitted. 

A failing grade should be given to any student who does attend for part of the term and then stops participating, unless there are grounds for assigning a grade of I (Incomplete). 

What if a student who withdrew is still on the grade roster?

Assign the grade earned by the student for work performed. Once the withdrawal has been processed, a grade of "W" will override all grades for that term.  

What grade do I give a student that did not fulfill the honors requirements?

Instructors may assign a grade of Q indicating that there is a question about the student's honors enrollment in the course. To cancel (or add) the honors designation, a change must be initiated and completed, using a Course Change Form (add/drop).

What grade do I give if a student needs to change credits in a variable credit course?

Instructors may assign a grade of Q indicating that there is a question about the student's credit enrollment in the course. To change credits load of a course, a change must be initiated and completed, using a Course Change Form (add/drop).

Grading Information for Students

Why can't I see my the new grade if the instructor completed the grade change?

Once an instructor completes a grade change, an Academic Dean must approve the change.  If you know the instructor has made the change and you cannot see it, contact your Dean's Office. 

How can I get a grade changed?

Instructors must initiate all grade changes.  Once an instructor has completed their part of the grade change, the student's Academic Dean's Office must approve.  


CONTACT INFORMATION

University of Wisconsin-Madison
Office of the Registrar
333 East Campus Mall #10101
Madison, WI 53715-1384
608-262-3811
7:45am – 4:30pm (M-F)
Contact Us
U-Square