FINAL GRADES FAQ FOR MAIN CAMPUS FACULTY

• What should I do when my CRN is not displayed?
• What if the CRN selected does not show a student who is in my class?
• Are all students in a class always displayed on the same Web page?
• When must grades be entered?
• What does the "Not Gradable" designation mean?
• How do I process Incomplete grades for students?
• Can I enter grades for one student one day and others on a subsequent day?
• What if I notice that a grade is incorrect and rolled?
• How do I grade a student who never attended class or stopped attending class and has not officially withdrawn?
• When can I change a Last Attend Date?
• What is the Last Date of Attendance for a student who NEVER attended my course, appears on my Final Grading Worksheet and has not officially withdrawn?
• When a section has more than 100 students, they are displayed in Record Sets of 100 on the Final Grades Worksheet. How do I navigate between Record Sets?
• Must I submit my grades before moving to another Record Set of students?
• When can the students see grades?
• Can I change a grade once it has been submitted?
• Will I be able to see that a grade change submitted on an official form has been processed?
• What if a grade is not entered for a student within two weeks after the last day of final examinations?

Once logged in, be sure to enter the correct TERM and CRN for any inquiry.

• Q. What should I do if I get a message "No active semester available for faculty"?
  A. If you get a message that there is no semester available, check with your academic department to determine if you are listed as active for the chosen semester. Your Chair will work with the Provost's Office to resolve any issue.

• Q. What should I do when my CRN is not displayed?
  A. First check that you have selected the correct semester. If you are trying to grade, it is possible that you are not the primary instructor. If a CRN is not appearing for the correct semester and you are the primary instructor, check with your academic department to be sure you are assigned to the section. The academic area can be checked in Banner Proper. If you do not appear as the primary instructor and your department has submitted the correct information, have your department contact the Office of Academic Records and Registrar at 463-4387.

• Q. What if the CRN selected does not show a student who is in my class?
  A. First check that you have selected the correct CRN and semester. If there are two sections of the same course, it is possible that some students may be listed in a different section. If the student does not appear on any roster, the student is unregistered and should have registered for the course prior to the deadline for the specific term. Students who are not registered by the deadline should not have been permitted to remain in your class and cannot receive a grade at this point. Please email the student's name (and student ID#, if known) to Registrar@hofstra.edu so outreach can be made to the student notifying them that they are not permitted to attend classes unregistered and that credit will not be earned for the course.

• Q. Are all students in a class always displayed on the same Web page?
  A. No. Larger classes may display students on more than one page. When this happens, you will notice a link to the additional page(s) at the bottom. Until the start of the semester, students will appear in order of registration.

• Q. When must grades be entered?
  A. This may vary from school to school. General rule is that faculty should enter grades within 72 hours of the final exam or class. The Web, however, is available for entering grades during hours of operation without limit at this time. By contract, the grades should be entered within 6 (six) days.

• Q. What does the "Not Gradable" designation mean?
  A. This designation appears for any student who may not be in compliance with University forms submission policy as noted on the rosters you receive during the semester. Grades must be submitted on an official Change of Grade form to 207 Memorial Hall. Mark the student's grade in the "TO" column. This automates grading once the student completes the missing requirements.

• Q. How do I process Incomplete grades for students?
  A. Enter "I" on the Web roster and submit grades. You will automatically be brought to the "Incomplete Final Grades" page. On this page, enter the default grade (other than UW) that will be assigned to the student if they DO NOT complete the outstanding course work. You can also select a reason for assigning the incomplete from a drop menu at the same point when they enter the default grade. If unchanged, the default reason is "Missing Assignment(s)". For all students, you will also have the option to shorten the pre-determined University deadline. For Graduate students, you will also have the option to lengthen the pre-determined University deadline up to one year from the end of the semester. (If a date greater than one year is entered, Academic Records will automatically change it to the one year deadline.) For more information, please visit http://www.hofstra.edu/studentaffairs/studentservices/academicrecords/acdrec_ug_incomplete_grade_faq_faculty.html

• Q. Can I enter grades for one student one day and others on a subsequent day?
  A. Yes. However, you cannot change grades after they are "Rolled." Grades are rolled into Academic History approximately every evening. If you review your Web Final Grades Worksheet for a specific CRN and the "Rolled" column indicates "Y" next to a student's name, then any grade changes for that student must be submitted on an official Change of Grade form to 207 Memorial Hall. If the "Rolled" column indicates "N," you may change or enter and submit the grade via the Web.

• Q. What if I notice that a grade is incorrect and rolled?
  A. If you recognized a grade error and a "Y" appears in the Rolled column, you must submit an official Change of Grade form to 207 Memorial Hall.

• Q. How do I grade a student who never attended class or stopped attending class and has not officially withdrawn?
  A. If the student never attended class, enter grade "UW" and the last date of attendance as the first date of the semester. If a student stopped attending before the 10th week of the semester, enter grade "UW" and the last date of attendance. If a student stopped attending after the 10th week of the semester, enter the grade earned based on whatever coursework was submitted. (Students are not eligible for a "UW" grade if they attend after the 10th week of the semester.)
  
  NOTE: The last attend date you enter must fall within your scheduled meeting dates. If it does not, an error will occur. Refer to the "Faculty Detailed Schedule" for your scheduled meeting times.

• Q. When can I change a Last Attend Date?
  A. All Last Dates of Attendance were recorded from the online LDA rosters that faculty submit twice a semester or as submitted to the Office of the Registrar. If the Last Date of Attendance is inaccurate, correct it when submitting a UW grade. If a letter grade is given to the student other than UW, delete the Last Date of Attendance.

• Q. What is the Last Date of Attendance for a student who NEVER attended my course, appears on my Final Grading Worksheet and has not officially withdrawn?
  A. If a student never attended your course, enter the Last Date of Attendance as the first date of the semester.

• Q. When a section has more than 100 students, they are displayed in Record Sets of 100 on the Final Grades Worksheet. How do I navigate between Record Sets?
  A. Enter digits as instructed and click on the link to the Record Set of students you wish to grade or review. Example: 1-100   101-125

• Q. Must I submit my grades before moving to another Record Set of students?
  A. No. Moving between Record Sets automatically saves any grades you have entered or changed.

• Q. When can the students see grades?
  A. Once the grades are marked "Y" in the rolled column, the student can view grades on the Web. Grades are rolled into Academic History approximately every evening.

• Q. Can I change a grade once it has been submitted?
  A. You may change anytime during the calendar day in which you submit the grade. Grades are rolled into Academic History approximately every evening. If you review your Web Final Grades page for a specific CRN and the "Rolled" column indicates "Y" next to a student's name, then any grade change for that student must be submitted on an official Change of Grade form to 207 Memorial Hall. If the "Rolled" column indicates "N," you may change or enter and submit the grade via the Web.

• Q. Will I be able to see that a grade change submitted on an official form has been processed?
  A. Yes. Changes to rolled grades can be viewed on the student's transcript. Only original grades submitted online and rolled will be viewable on the Final Grades Worksheet on the Hofstra Online Information System or the Class Roster in Banner Proper.

• Q. What if a grade is not entered for a student within two weeks after the last day of final examinations?
  A. The Provost, Chair and Dean's Office are informed of missing grades. After that time an "NR" (never received) is entered as the student's grade. Any subsequent changes must be made via an official Change of Grade form sent to 207 Memorial Hall.