Grading Information (Instructors)

Online Grading FAQs:

1. Be sure you are in the correct term—if you try to open the wrong term, it may appear that you have no classes or the wrong courses are showing.
2. Student name not on grade roster—check with the student for name changes or to determine if the student may have registered in another section of the course, etc., or call Records and Registration for assistance at 359.2321.
3. Student never attended—a final grade must be assigned for each student. Students must contact Records and Registration to appeal before they can be officially withdrawn. Do not leave any grades blank!
4. Last date of attendance–must be listed for each student receiving a 0.0, X, XC, or NC. This information is used to calculate refunds for financial aid. If you have a course with start/end dates outside of the regular term dates, you may need to adjust your last date of attendance to fit within the main term dates. The online grading system will also not accept a last date of attendance that is not part of the course's dates.
5. Missing grades for special courses (internship, directed/independent study, etc.)—These are listed individually on the pull-down menu. You need to assign a Y grade for the students even if they plan to complete their coursework the next term.
6. Remember to actually submit your grades after you entered them on the EagleNET.
7. Check for the green "Save Successful" banner to ensure that all the grades have been saved in the system.

If you have an emergency that prevents you from entering your course grades, please contact your Chair or Program Director so that they are aware of the delay if possible.

In an emergency, work with Records and Registration to make arrangements to get the grades submitted when they are ready. You can also send a notification to your students through EagleNET or Canvas. Contact grades@ewu.edu for assistance.

Effective Fall 2020, all grade change requests must be submitted by faculty using the new electronic Grade Change Form. Faculty can also access the electronic form under the Faculty & Advisors tab in EagleNET.

Note: the online Grade Change Form is currently experiencing a known issue where the form times out before it can be loaded. This issue is intermittent, and we are working on a solution. If the form times out when you are trying to enter a grade change, please contact us at grades@ewu.edu for assistance.

Faculty and staff can read more information about the grade change process in the Faculty Guide to Grading (p. 11). Please contact grades@ewu.edu for assistance.

Students wishing to initiate the grade change process must first discuss the grade change option with the instructor.

Except for X, XC, and Y, all grades are final and can be changed only in the case of university error (instructor, clerical, or administrative). Such corrections must be submitted by the instructor and approved by the department chair and college dean. Grade changes must be submitted to the Records and Registration Office within two terms of the initial grade assignment (AP 303-24 2-1).

Incomplete "X" grades may be assigned, at the discretion of the instructor, to students who cannot complete the required coursework due to circumstances that are beyond the student's control (e.g., severe illness, death of a family member, or military deployment).

Note: Incomplete "X" grades are different than "XC" grades. For "XC" grades, please review the information in the next section.

According to the EWU Academic Policy (AP 303-24 1-5):

For Fall, Winter and Spring quarters, the student must have been attending the class, receiving a passing grade, and completed all necessary work up until the last three weeks of the quarter, including the final exam period.

For summer session, the student must have been attending class, receiving a passing grade, and completed all necessary work through at least three-fourths of the course duration (e.g. three weeks of a four-week course, six weeks of an eight-week course, etc.)

How to Assign an "X" Grade:

When entering final grades online in EagleNET:

• Enter the last date of attendance;
• Choose the "X" grade from the dropdown box
• Choose the final grade to be assigned (conversion grade—default conversion grade is an "F");
• Enter the date by which the coursework must be completed (conversion date—within one year);
• Save changes.

Incomplete "XC" grades may be assigned, at the discretion of the instructor, to students who cannot complete the required coursework due to circumstances that are beyond the student's control (e.g., severe illness, death of a family member, or military deployment).

Note: Incomplete "XC" grades are different than the standard "X" grades. An "XC" grade must have a conversion grade of a "C" or higher. "XC" grades do not negatively impact students' satisfactory academic progress for financial aid.

The "XC" grade was implemented as a response to hardships impacting students as a result of the COVID-19 pandemic.

According to the EWU Academic Policy (AP 303-24 1-5):

For Fall, Winter and Spring quarters, the student must have been attending the class, receiving a passing grade, and completed all necessary work up until the last three weeks of the quarter, including the final exam period.

For summer session, the student must have been attending class, receiving a passing grade, and completed all necessary work through at least three-fourths of the course duration (e.g. three weeks of a four-week course, six weeks of an eight-week course, etc.)

How to Assign an "XC" Grade:

When entering final grades online in EagleNET:

• Enter the last date of attendance;
• Choose the "XC" grade from the dropdown box
• Choose the final grade to be assigned (conversion grade—default conversion grade is a "C", conversion grade must be "C" or higher);
• Enter the date by which the coursework must be completed (conversion date—within one year);
• Save changes.

The following coding is used on courses and identifies the type of grading that is allowed:

• D ESL Non-Credit P/NC
• E ESL Non-Credit Numeric
• N Pass/Fail (Pass or 0.0)
• P Pass/No Credit Student Option
• Q Pass/No Credit Course
• S Standard Numeric Grading
• U Pre-University Basic Skills Numeric
• V Pre-University Basic Skills P/NC Courses
• XC (COVID–19 extenuating circumstances)
• Z No Credit/Non-Graded

• Grades must be submitted by:
  • 11 a.m. on the 2nd Tuesday after the last day of classes during the academic year. (See EWU Academic Calendar for specific online grading due dates.)
• Courses with non-standard start and end dates may be graded outside the standard grading cycle.
  • Faculty teaching these types of courses will be notified of the opening and closing of the grading cycle. With very few exceptions, these courses will close on a Tuesday by 11:00 a.m.). Faculty may also contact Records and Registration for the online grading schedule.
• In summer session, online grading will be available on the first Monday after the last day of instruction for the course.
  • Grading closes at 11 a.m.the Tuesday of the following week.
  • Courses that still have pending grades will be reopened throughout the summer session until all grades are posted or until online grading closes for full-session courses.
• Online grading for those summer quarter courses which end after the regular term will be available
  on the first Monday (on Tuesday if Monday is a holiday) after the last day of instruction for the course. Grading closes at 11 a.m.the Tuesday of the following week.

Grading & Grade Changes are processed in accordance with EWU Academic Policy 303-24. This policy contains information about:

• Grading symbols
• Department and student designated pass/no credit and pass/fail options
• Incomplete grades
• Grade corrections
• Grade appeals