Grades
Step-by-Step Instructions for Final Grade Entry
In order to access the Self-Service System ALL faculty members must establish an EnterpriseID. Please click here for instructions.
- Select or type the following link to the Self-Service System on your browser http://apps.uillinois.edu.
- Select the link Student & Faculty Self-Service.
- Select the link University of Illinois at Urbana-Champaign (UIUC).
- Use your Enterprise ID to login. You must be either a primary or secondary instructor assigned to a specific class (with a distinct Course Reference Number, or CRN) in order to access class rosters and enter final grades via the web.
- Select Faculty & Advisor Services.
- Select Faculty Services.
- Select Final Grade Entry.
- Select a specific term and a specific class section (Course Reference Number - CRN) to begin grade entry. If the CRN is not displayed, contact your department.
- Each student who is registered for that term in the specific class section is listed alphabetically with information about their University Identification Number, number of credit hours enrolled, and registration status.
- To assign a grade for individual students in each specified class section, use the drop down box that appears in the Grade column (a student will not receive credit for the course without a final grade assignment). To assign a grade for multiple students in each specified class section, refer to the Mass Grade Entry Tool Instructions (PDF).
- When submitting a grade of "F" or "U" the Last Attend Date must be populated. In addition, for any student who never attended, update the Attend Hours field. See below for additional information.
- To save the grades you have entered, select the Submit button (it is recommended that you submit/save your grades often, it is not necessary to enter and submit grades all at once).
- You will have the ability to edit and/or correct grades you have already submitted through the Self-Service system up until the Office of the Registrar published grade deadline.
- Repeat steps eight through twelve to enter grades for each course you are teaching.
Final Grade Entry Tips
- Student on class list, but did not attend section/course
- Student is enrolled in wrong section. Instructors can assign an ABS grade to students absent from the final examination without an acceptable excuse. An ABS grade counts as a failure, not acceptable for degree credit. If a student is absent from a final examination, and it is clear that taking that examination could not have resulted in a passing grade for the course, a grade of F may be given instead of an ABS grade. If a student is enrolled in a course, but attending a different section of the course the student must contact their college office. The ABS grade will be removed from a student's record when the section change is processed.
- Student is enrolled, but never attended course. Students not attending any section of the course, are required to initiate Late Course Change forms to drop the course(s) indicated on the Class List. Student must contact their college office.
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- Name is missing from Class List, but student attended section
- If a student is missing from the Class List below are the possible scenarios:
(1) The student might be attending the wrong section.
(2) The student might not be officially enrolled in the section.
In both instances the student must contact their college office to add the missing section(s).
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- Credit/No Credit
- Students who have elected to take a course using the Credit/No Credit option will not appear differently than students taking a course for a Standard Letter grade to instructors during grade entry and instructors will submit letter grades. When grades are 'rolled' to academic history, grade substitution rules will award a CR grade to students who receive a C- or higher; or a NC grade to students who receive a D+ or below.
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- DFR (Deferred) Grades
- When submitting grades, the DFR grade code will only display in the drop-down menu if the course has been approved for DFR grading. The DFR grade is valid only for thesis, research and special problems courses that extend over more than one semester. Generally these courses are taken by graduate students as preparation for thesis and by undergraduate students in satisfaction of the requirements for graduation with honors.
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- Honors Credit Learning Agreement (HCLA)
- Undergraduate students may elect to take a course not specifically designated as honors for honors credit through an Honors Credit Learning Agreement. College office staff will change a student’s Registration and Grade Mode during the semester to indicate that an HCLA has been initiated.
On the Final Grade Entry screen, the student’s Registration Status should read: ‘Registered Honors’.
If the student has met the conditions of the HCLA, submit an Honors Grade of A+H, AH, A-H, B+H, BH or B-H.
If the student has NOT fulfilled the HCLA, submit a Standard Letter Grade of A+, A, A-, B+, B, etc. The student is not eligible to receive honors credit.
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- Honors Section
- There are sections specifically designated for honors credit.
On the Final Grades Entry screen, the Registration Status will NOT read ‘Registered Honors’. Instructors assign a Standard Letter Grade to students. (ie: A+, A, A-, B+, B, B-, C+, C, C-, etc)
Note: Substitution rules will automatically assign the honors grade to students who earn a grade of B- or higher. For example, when the instructor enters an A for a student who is registered in an honors-designated section, the student will receive an AH grade
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Download HCLA and Honors Sections Grading Instructions
- Undergraduate "I" (Incomplete) Grades
- Instructors cannot assign a grade of I for Incomplete to undergraduate students using the Self-Service System. According to university policy, undergraduate students must receive permission from their college to receive an Incomplete grade. Students or instructors can contact their college office to obtain written permission for Incomplete grades.
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- Last Attend Date and Attend Hours
- Determining Last Date of Attendance
Federal regulations indicate that a school that is not required to take attendance may define a student's last date of attendance as participation in an academically related activity, as documented by the school, for the student's withdrawal date. Examples of acceptable academically related activities are:
- Examinations or quizzes
- Tutorials
- Computer-assisted instruction (requires more than just logging in)
- Academic conferences
- Completing an academic assignment, paper or project
- Attending a study group required by the university where attendance is taken
- LAST ATTEND DATE field
- Applies ONLY to grades of "F" or "U"
- Enter the date in the format of MM/DD/YYYY (No date needed for grades other than "F" or "U")
- The last attendance date you enter must fall within the scheduled meeting dates of the term of your class (This is a date between the first and last date of instruction for the term.)
- Enter information in the Attend Hours field as indicated below
- ATTEND HOURS field
Scenario I - If the student attended the entire semester:
- Enter the last day of instruction in the Last Attend Date field as instructed above
- Leave the Attend Hours field BLANK
Scenario II - If the student partially attended (at least one class or day of instruction):
- Enter the last date of class participation in the Last Attend Date field as instructed above
- Leave the Attend Hours field BLANK
Scenario III - If the student NEVER attended class:
- Use the first day of instruction in the Last Attend Date field
- Enter a "0" (ZERO) in the Attend Hours field
Note: Do not enter a Last Attend Date for the ABS grade as it is defined as "Absent from the Final Exam".
IMPORTANT!!!
The Last Attend Date is required before your grade submission can be saved. If you enter all of your grades but forget to record the "Last Attend Date" for students receiving an "F" or "U", none of the grades on the page will be submitted.
- Last Date of Attendance Frequently Asked Questions
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- Missing Grades
- If an instructor does not enter grades for a student before the grade entry deadline, the Office of the Registrar will post a grade of NR for Not Reported at the time grades are rolled to history.
All NR grades will be listed on reports that can be used to follow-up with instructors. These reports will be available to the colleges and departments. As grade changes are entered after grade roll, the NR grade will be replaced with the corrected grade as submitted by the instructor.
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- Grade Changes after Grade Entry Deadlines
- Following the Grade Entry Deadlines for each term, grades are 'rolled' to Academic History. Once grades have been rolled, grade changes must be processed through the Office of the Registrar. This process is the same as our existing process for grade changes.
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- Post-Grade Entry Processes
- Many other processes are dependent on the grade roll process. Once grades are rolled, term and cumulative Grade Point Averages, Academic Standing (Drop, Good Standing or various Probation levels), and Dean's Lists are calculated and produced for administrative review. It is important to have grades entered prior to the grade entry deadline to avoid delays in these other processes that are dependent upon the grade roll.
Grades turned in late may affect a student’s academic standing (probation or drop status), eligibility for financial aid, or ability to graduate.
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