Electronic Submission of Grades

Electronic Submission of Grades

Final Grade Instructions: Electronic Grading

Electronic final grade rosters and departmental control lists are available for each of the courses offered by your department this term. Please give these your prompt and careful attention so that we can provide fast, accurate service to students.

Go to:
Departmental Personnel: Instructions
Instructors: Final Grade Roster Instructions
Deadline for Final Grade Submission
Valid Grades and Special Notes
Additional Assistance

Departmental Personnel: Instructions
  • Grade Roster Control List
    The electronic control list replaces the paper control sheets for auditing the grade rosters generated for instructors in your department. In addition to including basic course and instructor information, the control list indicates the status of the grade roster (Ready for Grading, Submit to Registrar, or Posted) as well as the number of missing grades per roster if it is not yet completed. The control lists are real-time, allowing you to track the status of all grade rosters so that you can provide reminders and assistance to your faculty. To view the control list, login to ISIS and go to >UW Madison Applications >Student Records Applications >Inquire >Control List.

  • Grade Roster Inquiry
    Departmental administrators/grades contacts will have inquiry access to grade rosters in ISIS, so grade rosters will always be available and can be monitored by departmental personnel. You will need to update your ISIS security to access these grade rosters (Form available at the     ISIS authorization website for DoIT). To view the grade rosters, log in to ISIS and go to >UW-Madison Applications >Student Records Applications >Inquire >Grade Roster.

  • Submission of Final Grades
    All electronic grade rosters must be completed and submitted to the Office of the Registrar on or before the grading deadline. Once an instructor has entered all grades on a roster and saved the work, she or he clicks the "Submit to Registrar" button, saves again, and the process is complete.

    Please note: Late grade rosters cannot be processed. Any grades not submitted by the grading deadline will need to be processed as if they were grade changes, using individual Grade Change Forms. Please encourage your faculty to submit their grade rosters in a timely fashion.

  • Posting of Final Grades to the Students' Records
    We will run a nightly process that posts the grades for all grade rosters submitted to the Office of the Registrar during the previous day. This process posts the grades to the students' records and enables them to immediately look up their grades via My UW Madison.

Instructors: Final Grade Roster Instructions

Deadline for Final Grade Submission

Final grades are due no later than 96 hours after the final examination. To see the deadline for the current term click here. It is critical that this deadline is met. Late submission of grades results in restrictive academic actions on students that can have myriad negative impacts. Further, late grade rosters can not be processed. Any grades submitted after the deadline will need to be processed as if they were grade changes, using individual Grade Change Forms for each student.

Please submit your grade rosters in a timely fashion; the earlier you submit the grades, the better the turnaround for your students. A nightly process is run that posts the grades for all grade rosters submitted to the Office of the Registrar during the previous day. This process posts the grades to the students' records and enables students to immediately look up their grades via My UW Madison.


Valid Grades and Special Notes

  • Standard Grading Basis
    Most courses are graded on the conventional A-F grading basis. This is noted at the top of the electronic grade roster. Valid grades are A, AB, B, BC, C, D and F. Please note that CD and A/B are not valid grades, nor is plus (+) or minus (-) used.

  • Other Grades That May Be Used
    I (Incomplete) is used for a student who has carried the course with a passing grade until near the end of the term and then, because of illness or other unusual and substantial cause beyond his/her control, has been unable to take or complete the final examination or to complete some limited amount of course work.

    S (Satisfactory), P (Progress) and U (Unsatisfactory) are valid grades for graduate students in seminars and independent study classes. As of summer of 1999, graduate students enrolling in a research or thesis course can only be assigned S, P, or U. The top of the grade roster indicates that the course is to be graded on a Satisfactory/Unsatisfactory basis.

    P (Progress) is the only grade that can be given to an undergraduate in the first term of a senior thesis course.

    NR (No Report) is used for regular A - F graded courses, this grade should only be given to students who you know to be mistakenly in the class. If your inclination is to leave the grade column blank, this is the grade that should be used.

    All courses taken for Audit (AU) must be given a grade of S (Satisfactory) or NR (No Report). S indicates that the student has attended with reasonable regularity and done assigned work, if any, and NR is assigned if those minimum standards are not met.

    A grade of NW (No Work) should be used for students who enroll in a course and then never attend. "No Work" in this context means that the instructor has no evidence that the student ever attended, in that no course work was ever submitted. Any student who does attend for part of the term and then stops participating should be given a grade of 'F' unless there are grounds for assignment of a grade of 'I' (Incomplete). Per Fac. Doc. 1028, effective 1994-95.

    • Credit/No Credit Courses
      Courses using the Credit/No Credit grading basis (CR/N) will be noted as such at the top of the electronic grade roster. Valid grades are CR (Credit), N (No Credit) or IN (Incomplete). There are no exceptions.
    • Changes to Credits or Honors Status
      Credit changes require an Academic Dean's approval. Check each student on the grade roster for the correct number of credits. If the credit number is not correct, assign a grade of Q (Question on Credits or Honors) and notify the student to file a course change form for the correct number of credits with his/her Academic Dean's office. The student's grade report will show the Q grade until the credit change has been processed. The Q grade should not be used for any purpose other than an honors problem or an invalid number of credits. This same process applies to the adding or dropping of Honors. (Please note: students enrolling for honors classes identified with the ! symbol (HOP designation) will automatically be assigned honors and no longer have the option to select or not select honors.

Additional Assistance

For technical assistance, contact the DoIT Help Desk at 264-HELP (4357); help@doit.wisc.edu

For procedural and policy questions, contact the Office of the Registrar at 262-4859, email egrade@em.wisc.edu, or your department administrative staff. For after hour triage, contact the DoIT Help Desk.

For coaching or questions about using the electronic grade roster, contact the Office of the Registrar at 262-4859 or your department administrative staff.



Student Privacy Rights

CAUTION: By federal law, students must not be given access to the grades of others, nor have their own grades released without their consent. As soon as grades are submitted electronically and posted (nightly), students can access their grades by means of My UW Madison on the web; or by means of a campus transcript in #10101, 333 East Campus Mall. It is therefore not necessary to post grades on office doors or departmental bulletin boards, nor give students their grades over the telephone. Please do not compromise your students' rights to privacy. Submit your grades as early as you can, and the students will have secure access to them.