Grading Information (Instructors)

Please contact Penny Vadnais or Alex Mikkelborg with questions.

Academic Policy 303-24 Grading Timeline Course Grading Modes Grade–Changes Grades–Incompletes Grading Online–Problems (solutions) You May Encounter

Academic Policy 303-24

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

Grading Timeline

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 the full session course online grading closes.
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.

Course Grading Modes

Grade–Changes

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

Students wishing to initiate the grade change process must first discuss the grade change option with the instructor. Faculty and department staff can obtain Grade Change Forms from Records and Registration.

Grade changes may, at the discretion of the Dean, be submitted via fax or email, providing the following information is provided:

1. Student name and EWU ID
2. CRN (Course Reference Number), Course Title and Course Sequence Number and Section Number (example: 12746 ADST49101)
3. Number of credits

4. Term and year of the course (The term may be written out or term coding may be used. Example of term coding: fall quarter 2015 = 201540; winter semester 2016 = 201615)

Fall Semester = 35
Fall Quarter = 40
Winter Quarter = 10
Winter Semester = 15
Spring Quarter = 20
Spring Semester = 25
Summer Quarter = 30
Summer Semester = 35

5.   The current grade
6.   The new grade
7.   Reason for the change (see suggestions, below):

Administrative Clerical Error
Additional Work Completed (X Grades only)
Attended wrong section
Entry Error
Instructor Error
Name Change
Resolution Academic Integrity
Student Request
Re-Calculated

8. Instructor's printed name, department and the telephone number.
9. Department Chair approval.
10. Dean approval.

Grades–Incompletes

Incomplete 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) (AP 303-24 1-5):

For fall, winter and spring terms, 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 term, 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.)

When assigning an incomplete grade, you will need the last date of attendance, the date that the coursework needs to be completed (within one year), and the grade that should be assigned (e.g. conversion grade) if no additional coursework is submitted. The default date used for incompletes is one year from the end of the course term; the default conversion grade is 0.0.

Grading Online–Problems (solutions) You May Encounter

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.
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 359.6594.
Student never attended–Leave no grades blank. A grade must be assigned for each student. Students must contact Records and Registration to appeal before they can be officially withdrawn.
Last date of attendance–must be listed for each student receiving a 0.0, X, or NC. This information is used to calculate refunds for financial aid. If you have a course that has start/end dates that are outside of the regular term dates, you may need to adjust your last date of attendance to fit within the main term dates. Also, the online grading system will not accept a last date of attendance that is not part of the dates that the course is offered.
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 work the next term.
Remember to actually submit your grades after you entered them on the EagleNet.
Check that all the grades have been saved in the system (go back to the Eaglet grade roster).

If you have an emergency that prevents you from getting the grades in for your courses, 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.