Submitting Grades
Fall Term, Spring Term and Summer Semester
Final course grades for the Fall term, Spring term, and Summer semester must be submitted to the Office of the Registrar through our Grade Submission System. Grade due dates are listed in the current Course Schedule.
Winter Term and May Term
Final course grades for the Winter term and May term must be submitted to the Office of the Registrar through our Online Grade Change system. The Winter and May terms also include courses that begin prior to the end of the Fall or Spring Term but end during the respective Winter or May Term.
In the Online Grade Change system, select the "Change a grade to another grade" option; leave the first field blank and enter the assigned grade in the second field, ex. (__ to A-).
Authorizations
To enter grades, you must be listed by the Office of the Registrar as the instructor of record for the class, be named a designee by the instructor of record, or be assigned to a student for individual instruction. If you, as instructor of record, can not access a class in our system, contact your office's grade reporting representative for help. Note that our system doesn't accept grades for School of Law classes.
Instructors of record may appoint staff with an upgraded UT EID as a designee for their courses. Designees may enter grades but can not submit a grade sheet; instructors of record will still need to submit the final grade sheet. Designees can not be appointed to individual instruction.
Students may see their grades online the day after grades have been sent to the registrar after the last class day of a semester or summer term.
Accessing the Grade Submission System
A grade sheet contains the names of all students officially registered for a course on the generated date. Grade sheets are available after the last class day of a semester or summer term. Once generated, grade sheet information won't change, though a student's grading or registration status may. Recorded grades may be verified online through the last day of grade reporting. Grades submitted online are available for review by instructors of record and their designees. Submitted grade sheets become permanent University documents.
From the navbar of any page in the system, press Check My Authorization.
The grade reporting system will be available by 10:00am on the first day of the reporting period and 24 hours a day thereafter, except for short periods of routine maintenance. Grades can't be entered after the final grade due date (as published in the Course Schedule). If there are any questions regarding access to the grade reporting system please contact us.
Trouble Shooting
What do I do if a student's status changed after the grade sheet was generated?
Mark their grade with the available radio buttons, then enter their information in box at the bottom of the sheet. We'll update their record with the marked grade, based on the student's latest status.
What do I do if a student dropped my class, but the Q isn't shown on the sheet?
Since grade sheets can't be sent in with blank grades, assign the appropriate grade. (If the student didn't pass, mark an F.) Add a note in the Remarks column if the student dropped the class.
What do I do if my grades won't be turned in by the deadline?
Call Student Academic Records at 512 475-7644 immediately.
Why don't I see a Submit button on individual instruction courses?
Instructors enter grades for students on their grade sheet. After all instructors for one unique number have entered grades, the department representative sends those grades to our office.
What do I do if a student has earned a grade but isn't listed on the sheet?
A student not on the grade sheet wasn't registered for the class when the sheet was generated. Type their information at the bottom of the sheet. (For individual instruction, ask your department representative to add that information to the bottom of the sheet.) If the student officially registers, we'll post the assigned grade.
How do I use the Remarks column?
Use the remarks column when a student has never attended class, or stopped attending on a given date. Remember: this is a permanent document, and any comments remain on the grade sheet.
How do I assign grades for dissertation, thesis, master's or departmental report, recital, and treatise?
A grade of CR or NC should be reported at the end of each semester.
When using CR, what's a passing grade?
For CR, an undergrad must earn a D- or better, and a grad student must earn a C or better.
When can I use X to show an incomplete?
With instructor approval, use an X with an undergrad for one of three reasons:
- Incomplete classroom assignment. The student hasn't finished required class or lab assignments for a reason other than lack of effort.
- A request for temporary delay of the final course grade because of incomplete class or laboratory work can be made only if the student has a passing average on the classwork or laboratory work already completed and has taken and passed the final examination (unless a final examination is not given in the course or the student is unable to take the examination for reasons indicated in the following paragraph).
- Missing the final examination. The student is unable to take the final examination because of illness or for another nonacademic reason. A physician's statement or other satisfactory verification is required.
- Reexamination petition. Only a student who has an average of at least C on all classwork and laboratory work submitted before the final examination may request a temporary delay of the final course grade because he or she failed the final examination; the final examination is the examination given during the official final examination period. If the instructor denies the petition, the student's final course grade remains as originally assigned. If the instructor grants the petition, the grade on the reexamination is substituted for the grade on the original examination in determining the student's final course grade, provided the student earns at least a C on the reexamination. If the student earns a grade of less than C on the reexamination, a final course grade of F must be recorded.
For more about symbols, see General Information. For more about academic regulations, see current University catalogs and the Course Schedule.
Contact Us
studentacademicrecords@austin.utexas.edu
Phone
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