Faculty resources and grade submission guidelines | SMU
Source: https://www.smu.edu/enrollment-services/faculty-staff
Archived: 2026-04-23 17:13
Faculty resources and grade submission guidelines | SMU
Skip to main content
Faculty resources and grade submission guidelines
Enrollment Services
What you'll find here:
important
resources and forms
,
end-of-term grading guidelines
,
early participation / mid-term grading guidelines
, grade change steps for
1-14 days post-term
, and grade change steps for
15+ days post-term
.
Resources for Instruction & Records
Account Access:
Login to my.SMU
Guide for my.SMU
Password Reset for my.SMU
Canvas (Learning Management System):
Hub for Canvas
Bulk Export Grades to my.SMU
Simple Syllabus Tool
Calendar for Exam Schedule and Other Top Dates
Classroom Information/Room Scheduling
Course Development Guide
Course Evaluation Information
To view the following forms, log in
here
:
Administrative Drop Request
Academic Honors and Awards
Course Catalog Update Form
e-Incomplete Grade Lapse – Deadline Extension
Exclude from GPA Grade Basis
First-Year Course Repeat Request Form
Grade Basis Change Request Form
Grade Change Request Form
Grade of Incomplete Agreement for Graduate Courses
Grade Replacement Repeat
Grade Replacement Repeat Authorization ADDENDUM
Graduate/Professional Transfer Credits Accepted
Information Sheet for Claiming Veterans
Notice of Special Topic
Petition for Enrollment Policy Exception
Rebuilding Readmitted Student Academic Records Form
Request for Internal Transfer Credit
Student Petition for Withdrawal/Cancellation
Study Abroad Cancellation/Withdrawal Request Form
Test Credit Form
Transfer Grades for Graduation Candidates/Form Letter
Transfer Rules Request Form
Disability Accommodations & Success Strategies (DASS)
Degree Progress Report (DPR) Issues/Requests Tracker
Degree Planner Issues/Requests Tracker
Mental Health/Medical Class Excuse Policy
Retired Faculty Directory
Syllabus Library Pre-Fall 2023 (Archival-purpose only)
Enrollment Reporting
Office of Institutional Planning and Effectiveness (Assessment and Accreditation)
End-of-Term Grading Guides
There are two methods to enter final grades:
Bulk Canvas Export: Allows you to export grades from Canvas (Learning Management System) and upload them directly to my.SMU — an especially useful option for large classes, as it greatly reduces manual entry.
Traditional my.SMU Process: Enter grades through the Faculty Center of my.SMU. This offers flexibility to enter part of your class grades.
Steps for each method:
Bulk Canvas Export
Follow the directions in this video or the IT wiki. For support, contact the IT Help Desk.
Traditional my.SMU Process
Follow the directions below, which includes steps on submitting grades of Incomplete (I) or of F.
Log into my.SMU and select "Faculty/Advisor Homepage" from the drop-down menu at the top. Then select the "Faculty Center" tile.
Ensure the correct term is listed near the top — click the "Change Term" button to the right to choose another term.
On "My Teaching Schedule," look for the class you're entering grades for and click the "Grade Roster" icon i.e. the third icon to the left of the class listing.
Put grades in the "Roster Grade" field — to the right of the student's name. You can either type it in or click the magnifying glass icon to choose from a selection of grades eligible to be assigned according to the course’s Grading Basis.
More information on grades of Incomplete (I) and F are below. Grades of S, S- and X are not valid and should not be assigned.
Once you're done entering grades, click the "Save" button at the bottom of the screen.
If you're ready to post grades — i.e. you've entered grades for every student — then change the Approval Status to "Approved."
If you're not finished grading, you can post the grades you've submitted so far by checking the "Post Partial Roster" box and changing the status to "Not Reviewed."
You can post partial grades as many times as needed until your grading is complete, but once you're completely done, you must change the Approval Status to "Approved" — even if you have partially posted multiple times. This will ensure that grading is complete and the roster is finalized.
Grades will then be posted to the student’s record on
my.SMU
following this cadence:
Fall, Spring and Summer terms: Grades posted every two hours seven days a week.
Interterms (May, August, J term): Grades posted approximately every two hours during regular business hours (8:30 a.m. to 5 p.m. Monday through Friday).
If you need to change a grade at this point, you must follow one of the grade change processes outlined below for 1-14 days after term or 15+ days after term.
Pro Tip
Pay close attention to the "Approval Status" and only use "Approve" or "Not Reviewed." Here's a primer on each option:
Approved
– Only use when you're done and ready to post the entire roster.
Not Reviewed
– This default lets you input grades.
Ready for Review
– Do not use — this doesn't allow for grade input.
When you enter an Incomplete (I) grade and click "Save," click the next link and complete the "Incomplete Agreement" — seen below — with the following information:
Instructor's Deadline for Completion: This is the default lapse date i.e. when an Incomplete grade automatically converts to an F (failing grade) if no final grade is submitted.
You can adjust this date when assigning the Incomplete. It defaults to 45 days from the end of term.
Nature of Work to be Completed
Relative Weight of Incomplete Work: Must be at least 50 percent.
Grade on Work Already Completed
Grade to be Assigned if No Additional Work Done: If no update is made here, the grade will lapse to an F.
Once completed, click "OK." You can now successfully save the Grade Roster.
Once the Incomplete grade is posted, the student, instructor and academic dean receive a system generated email that contains instructions stating how to view the Incomplete Agreement in
my.SMU
.
Information can be changed on this Incomplete Agreement until the grade of Incomplete has been posted to the student's academic record.
To request an extension to the original lapse date, fill out the e-Incomplete Grade Lapse – Deadline Extension form
here
.
To make other changes to the Incomplete Agreement, contact Claudia Castillo at
cycastillo@smu.edu
or Melissa Kadlec at
mkadlec@smu.edu
.
When you enter a grade of F and click "Save," click the next link and complete the "SS Last Attendance Dt" — seen below — depending on the student's situation:
If the student participated the entire term: In the first field, enter the date of the final exam or last class day if no final was given.
If the student stopped participating: In the second field, enter the last date the attended class or completed some type of assignment.
Only one field should have a date in it. Once completed, click "OK." You can now successfully save the Grade Roster.
End-of-Term Grading FAQs
Grades are due 72 hours after the final exam for each course section. If you teach multiple sections, each one has its own 72-hour deadline.
The same 72-hour rule applies — grades are due 72 hours after the final exam would have been scheduled. Check the final exam schedule
here
.
Grades aren’t visible to students until they are posted. Refer to the End-of-Term Grading instructions above for details on posting or partially posting a roster. Once you finalize grading, you must change the Approval Status to “Approved.”
If rosters aren’t finalized within 72 hours, automated reminders are sent by the Academic Schools and the University Registrar’s Office. If you believe the message is in error, first check that your final grades have been entered and the roster is set to “Approved.”
If there's a delay in approving your roster, please notify your
Department Chair
.
Contact the
Department Chair
for guidance.
Graduation candidates are marked with an asterisk (*) to the left of their name on the grade roster.
No. A "W" means the student has withdrawn or dropped the course. No further action is needed and this grade cannot be changed.
If the grade has not yet been posted to the student’s record, you can update it directly in the grade box and click "Save."
If the grade has posted, you must follow the procedures outlined below to submit a grade change depending on whether it's 1-14 days after the term finished or 15+ days after the term finished.
Check wether the Approval Status is set to “Ready for Review" — this setting locks the roster and prevents further edits.
If this was not intentional, change the status to “Not Approved” to regain access.
If the student is continuing enrollment in the next term, you must still need to enter a final grade for the current term. An asterisk (*) next to the student’s name in the grade roster indicates that they are expected to graduate. You must submit final grades for these students within the 72-hour window.
Many instructors use I (Incomplete) in these cases, but refer to your syllabus and course grading basis to determine whether that or another grade is appropriate.
If the student is not returning or is graduating, a final grade must be entered. Students cannot graduate with an Incomplete.
If you’re unsure what to do, contact
facultysuccess@smu.edu
for help.
Once you enter grades, they'll be posted following the cadence below so students can view them on
my.SMU
:
Fall, Spring and Summer terms
: Grades posted every two hours seven days a week.
Interterms (May, August, J term)
: Grades posted approximately every two hours during regular business hours (8:30 a.m. to 5 p.m. Monday through Friday).
Early Participation / Mid-Term Grading Guide
Early Intervention/Mid-term grade rosters are produced for all undergraduate students enrolled on the SMU main campus. These checkpoints can help identify students who may need support.
New for Fall 2025:
A grade selection has been added to the Early Participation grade rosters. Instructors can select Inconsistent Attendance (IA), Never Attended (NA) or Stopped Attending (SA). If there are no participation concerns on the grade roster, ‘Roster Reviewed No Deficiency’ box should be checked.T
Log in to my.SMU, go to Faculty Center, and select the appropriate grade roster.
For Early Participation, if you have students who have attendance concerns
Enter one of the following grades:
IA (Inconsistent Attendance)
SA (Stopped Attending),
NA (Never Attended)
For students who have no attendance concerns, no grade entry is needed.
If there is a “W” grade showing in the Official Grade column, the course has been dropped and you do not have to enter a grade for this student.
After you enter the grades, click Save, and exit the roster.
For Early Participation, if you do not have any students with participation concerns
Look for the checkbox labeled “Roster Reviewed, No Deficiencies”
Check it, click Save, and exit the roster.
For Mid-Term Grading, if you have students who have deficient grades
Enter one of the following grades: C-, D+, D, D-, F, FA (Failure due to attendance), or FT (Failure due to tests).
For students who are making a grade of A, B, or C, no grade needs to reported. You only report deficient grades on the early intervention / mid-term grade rosters.
If there is a “W” grade showing in the Official Grade column, the course has been dropped and you do not have to enter a grade for this student.
After you enter the grades, click Save and exit the roster.
Note:
The “Approval Status” box is grayed out as it's not part of this process.
For Mid-Term Grading, if you do not have any students on the grade roster making a C- or below
Look for the checkbox labeled “Roster Reviewed, No Deficiencies”
Check it, click save, and exit the roster.
Early Participation / Mid-Term Grading FAQs
There’s a deadline for submitting Early Participation and Mid-Term grades. Once that deadline passes, the roster is locked. For those dates, check the notification about the grade roster being available or check
this calendar
.
Yes. While we recognize that students may already know they're not doing well in your class, submitting this information helps others identify students who may be struggling.
No. For the Early Participation Roster, only enter grades for students who have participation issues. For the Mid-term Progress grading, only enter grades for students who are making a C- or below (including FA – Failure due to attendance, or FT – Failure due to tests).
You don’t need to approve anything. Just click "Save" and exit. The “Approval Status” box is only used during End-of-Term grading.
Yes. The system doesn’t look different after saving and you won’t get a confirmation email. As long as you clicked "Save," your entries were recorded.
Yes, as long as it’s before the grading deadline. Just make the correction and click "Save."
Yes, as long as it’s before the grading deadline. Enter the deficient grade and click "Save." The “No Deficiency” box will automatically uncheck itself.
For assistance, contact Claudia Castillo at
cycastillo@smu.edu
or Melissa Kadlec at
mkadlec@smu.edu
.
Grade Change Guide: 1-14 Days After Term
There's a two-week grace period to make grade changes, specifically you can make adjustments until 11:59 p.m. on the 14th day after the last day of final exams for that term. This is only available to instructors with the ability to approve the Grade Roster. Additional guidelines:
Grades of W (for students who drop a course) are not eligible to be changed.
Letter grades can only be changed to an Incomplete (I) or F after submitting
this document
. Grades of I or F can be changed to letter grades.
Log into
my.SMU
and select "Faculty/Advisor Homepage" from the drop-down menu at the top. Then select the "Faculty Center" tile.
Once a grade is posted, you can click the "Request Grade Change" button on the lower right-hand side. The button won't be available if the grade hasn't been posted or if it's outside of the two-week grace period.
On the Grade Change Request page, make changes to the "Official Grade" column on the right-hand side of the table, as seen below. Simply click on the grade and choose the updated grade from the drop-down field.
Reminder: You cannot change grades of W (for students who drop a course), as they are not eligible to be changed. Letter grades can only be changed to an Incomplete (I) or F after submitting this document.
If the original grade shows up as "Invalid Value," the original grade is either an I or an F, which can be changed to letter grades. To confirm the grade, click "Return to Grade Roster" at the bottom of the screen.
Double check the grades you've updated — once submitted, grade changes are instant and are immediately updated on the student’s transcript.
To finalize the updated grades, click "Submit" at the bottom of the page. Then scroll up to look for a "Success" message next to each grade you changed.
To review the grade changes, click "Return to Grade Roster" on the bottom of the screen. The original grade should appear in the "Roster Grade" column and the new grade should appear in the "Official Grade" column.
To make additional grade changes within the two-week grace period, follow the same procedure.
Grade Change Guide: 15+ Days After Term
Grade changes submitted more than two weeks after the end of the term must be approved by the School Records Office and the Registrar’s Office using the process outlined below.
Additional guidelines:
Grades of W (for students who drop a course) are not eligible to be changed.
Letter grades can only be changed to an Incomplete (I) or F after submitting
this document
. Grades of I or F can be changed to letter grades.
Log into
my.SMU
and select "Faculty/Advisor Homepage" from the drop-down menu at the top. Then select the "Faculty Center" tile.
On the Request Grade Change page, click the "Add a Faculty GradeChg Request" at the top of the menu.
Complete the prompts on the page. While some will default to the correct choice, like your Instructor ID and the student's Original Grade, you'll need to provide information for other categories, including:
Term: Only terms within a calendar year are available for selection. Any requests outside of this timeframe must be handled through your department administrator.
Student ID: To search for eligible students, click the magnifying glass. Students who won't appear include those who have graduated and those who received a W (meaning they dropped the course).
New Grade: Click the dropdown to select a new grade. The selection available is based on the grade basis for the course. Reminder: Letter grades can only be changed to an
Incomplete (I) or F after submitting
this document
— and in the case of an F, a
Last Date of Attendance
form as well.
Explanation for Grade Change: Detail the reasoning behind the grade change.
Comments: This is not required, unless specific comments need to be viewed by approvers.
Once completed, click "Submit." You'll see the following Transaction/Signature Log page, which confirms the grade change.
An alert will be sent to the person responsible for approving the grade change form. Once the grade change is complete and it appears on the student's record, the student will receive a notification.
On the Request Grade Change page, click the "Update a Faculty GradeChg" — the third option on the menu.
The "Search by" function will appear. There are two options: Either view all of your grade change forms at once or search for an individual form.
To view them all, don't fill out any fields and simply click "Search." To view them individually, search by Form ID or Student ID. The Form Type is "GRADECHG."
Once you select the right form, make your updates and add today's date with an additional explanation. Comments are only necessary if approvers are required to review them.
You can now withdraw or resubmit the form.
Note: We’re continuing to improve the search function for a more streamlined experience. For now, the best results come from one of these methods:
Click "Search" to view all submitted grade forms
Search by Form ID
Search by Student ID
Search the SMU website
Search
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Skip to main content
Faculty resources and grade submission guidelines
Enrollment Services
What you'll find here:
important
resources and forms
,
end-of-term grading guidelines
,
early participation / mid-term grading guidelines
, grade change steps for
1-14 days post-term
, and grade change steps for
15+ days post-term
.
Resources for Instruction & Records
Account Access:
Login to my.SMU
Guide for my.SMU
Password Reset for my.SMU
Canvas (Learning Management System):
Hub for Canvas
Bulk Export Grades to my.SMU
Simple Syllabus Tool
Calendar for Exam Schedule and Other Top Dates
Classroom Information/Room Scheduling
Course Development Guide
Course Evaluation Information
To view the following forms, log in
here
:
Administrative Drop Request
Academic Honors and Awards
Course Catalog Update Form
e-Incomplete Grade Lapse – Deadline Extension
Exclude from GPA Grade Basis
First-Year Course Repeat Request Form
Grade Basis Change Request Form
Grade Change Request Form
Grade of Incomplete Agreement for Graduate Courses
Grade Replacement Repeat
Grade Replacement Repeat Authorization ADDENDUM
Graduate/Professional Transfer Credits Accepted
Information Sheet for Claiming Veterans
Notice of Special Topic
Petition for Enrollment Policy Exception
Rebuilding Readmitted Student Academic Records Form
Request for Internal Transfer Credit
Student Petition for Withdrawal/Cancellation
Study Abroad Cancellation/Withdrawal Request Form
Test Credit Form
Transfer Grades for Graduation Candidates/Form Letter
Transfer Rules Request Form
Disability Accommodations & Success Strategies (DASS)
Degree Progress Report (DPR) Issues/Requests Tracker
Degree Planner Issues/Requests Tracker
Mental Health/Medical Class Excuse Policy
Retired Faculty Directory
Syllabus Library Pre-Fall 2023 (Archival-purpose only)
Enrollment Reporting
Office of Institutional Planning and Effectiveness (Assessment and Accreditation)
End-of-Term Grading Guides
There are two methods to enter final grades:
Bulk Canvas Export: Allows you to export grades from Canvas (Learning Management System) and upload them directly to my.SMU — an especially useful option for large classes, as it greatly reduces manual entry.
Traditional my.SMU Process: Enter grades through the Faculty Center of my.SMU. This offers flexibility to enter part of your class grades.
Steps for each method:
Bulk Canvas Export
Follow the directions in this video or the IT wiki. For support, contact the IT Help Desk.
Traditional my.SMU Process
Follow the directions below, which includes steps on submitting grades of Incomplete (I) or of F.
Log into my.SMU and select "Faculty/Advisor Homepage" from the drop-down menu at the top. Then select the "Faculty Center" tile.
Ensure the correct term is listed near the top — click the "Change Term" button to the right to choose another term.
On "My Teaching Schedule," look for the class you're entering grades for and click the "Grade Roster" icon i.e. the third icon to the left of the class listing.
Put grades in the "Roster Grade" field — to the right of the student's name. You can either type it in or click the magnifying glass icon to choose from a selection of grades eligible to be assigned according to the course’s Grading Basis.
More information on grades of Incomplete (I) and F are below. Grades of S, S- and X are not valid and should not be assigned.
Once you're done entering grades, click the "Save" button at the bottom of the screen.
If you're ready to post grades — i.e. you've entered grades for every student — then change the Approval Status to "Approved."
If you're not finished grading, you can post the grades you've submitted so far by checking the "Post Partial Roster" box and changing the status to "Not Reviewed."
You can post partial grades as many times as needed until your grading is complete, but once you're completely done, you must change the Approval Status to "Approved" — even if you have partially posted multiple times. This will ensure that grading is complete and the roster is finalized.
Grades will then be posted to the student’s record on
my.SMU
following this cadence:
Fall, Spring and Summer terms: Grades posted every two hours seven days a week.
Interterms (May, August, J term): Grades posted approximately every two hours during regular business hours (8:30 a.m. to 5 p.m. Monday through Friday).
If you need to change a grade at this point, you must follow one of the grade change processes outlined below for 1-14 days after term or 15+ days after term.
Pro Tip
Pay close attention to the "Approval Status" and only use "Approve" or "Not Reviewed." Here's a primer on each option:
Approved
– Only use when you're done and ready to post the entire roster.
Not Reviewed
– This default lets you input grades.
Ready for Review
– Do not use — this doesn't allow for grade input.
When you enter an Incomplete (I) grade and click "Save," click the next link and complete the "Incomplete Agreement" — seen below — with the following information:
Instructor's Deadline for Completion: This is the default lapse date i.e. when an Incomplete grade automatically converts to an F (failing grade) if no final grade is submitted.
You can adjust this date when assigning the Incomplete. It defaults to 45 days from the end of term.
Nature of Work to be Completed
Relative Weight of Incomplete Work: Must be at least 50 percent.
Grade on Work Already Completed
Grade to be Assigned if No Additional Work Done: If no update is made here, the grade will lapse to an F.
Once completed, click "OK." You can now successfully save the Grade Roster.
Once the Incomplete grade is posted, the student, instructor and academic dean receive a system generated email that contains instructions stating how to view the Incomplete Agreement in
my.SMU
.
Information can be changed on this Incomplete Agreement until the grade of Incomplete has been posted to the student's academic record.
To request an extension to the original lapse date, fill out the e-Incomplete Grade Lapse – Deadline Extension form
here
.
To make other changes to the Incomplete Agreement, contact Claudia Castillo at
cycastillo@smu.edu
or Melissa Kadlec at
mkadlec@smu.edu
.
When you enter a grade of F and click "Save," click the next link and complete the "SS Last Attendance Dt" — seen below — depending on the student's situation:
If the student participated the entire term: In the first field, enter the date of the final exam or last class day if no final was given.
If the student stopped participating: In the second field, enter the last date the attended class or completed some type of assignment.
Only one field should have a date in it. Once completed, click "OK." You can now successfully save the Grade Roster.
End-of-Term Grading FAQs
Grades are due 72 hours after the final exam for each course section. If you teach multiple sections, each one has its own 72-hour deadline.
The same 72-hour rule applies — grades are due 72 hours after the final exam would have been scheduled. Check the final exam schedule
here
.
Grades aren’t visible to students until they are posted. Refer to the End-of-Term Grading instructions above for details on posting or partially posting a roster. Once you finalize grading, you must change the Approval Status to “Approved.”
If rosters aren’t finalized within 72 hours, automated reminders are sent by the Academic Schools and the University Registrar’s Office. If you believe the message is in error, first check that your final grades have been entered and the roster is set to “Approved.”
If there's a delay in approving your roster, please notify your
Department Chair
.
Contact the
Department Chair
for guidance.
Graduation candidates are marked with an asterisk (*) to the left of their name on the grade roster.
No. A "W" means the student has withdrawn or dropped the course. No further action is needed and this grade cannot be changed.
If the grade has not yet been posted to the student’s record, you can update it directly in the grade box and click "Save."
If the grade has posted, you must follow the procedures outlined below to submit a grade change depending on whether it's 1-14 days after the term finished or 15+ days after the term finished.
Check wether the Approval Status is set to “Ready for Review" — this setting locks the roster and prevents further edits.
If this was not intentional, change the status to “Not Approved” to regain access.
If the student is continuing enrollment in the next term, you must still need to enter a final grade for the current term. An asterisk (*) next to the student’s name in the grade roster indicates that they are expected to graduate. You must submit final grades for these students within the 72-hour window.
Many instructors use I (Incomplete) in these cases, but refer to your syllabus and course grading basis to determine whether that or another grade is appropriate.
If the student is not returning or is graduating, a final grade must be entered. Students cannot graduate with an Incomplete.
If you’re unsure what to do, contact
facultysuccess@smu.edu
for help.
Once you enter grades, they'll be posted following the cadence below so students can view them on
my.SMU
:
Fall, Spring and Summer terms
: Grades posted every two hours seven days a week.
Interterms (May, August, J term)
: Grades posted approximately every two hours during regular business hours (8:30 a.m. to 5 p.m. Monday through Friday).
Early Participation / Mid-Term Grading Guide
Early Intervention/Mid-term grade rosters are produced for all undergraduate students enrolled on the SMU main campus. These checkpoints can help identify students who may need support.
New for Fall 2025:
A grade selection has been added to the Early Participation grade rosters. Instructors can select Inconsistent Attendance (IA), Never Attended (NA) or Stopped Attending (SA). If there are no participation concerns on the grade roster, ‘Roster Reviewed No Deficiency’ box should be checked.T
Log in to my.SMU, go to Faculty Center, and select the appropriate grade roster.
For Early Participation, if you have students who have attendance concerns
Enter one of the following grades:
IA (Inconsistent Attendance)
SA (Stopped Attending),
NA (Never Attended)
For students who have no attendance concerns, no grade entry is needed.
If there is a “W” grade showing in the Official Grade column, the course has been dropped and you do not have to enter a grade for this student.
After you enter the grades, click Save, and exit the roster.
For Early Participation, if you do not have any students with participation concerns
Look for the checkbox labeled “Roster Reviewed, No Deficiencies”
Check it, click Save, and exit the roster.
For Mid-Term Grading, if you have students who have deficient grades
Enter one of the following grades: C-, D+, D, D-, F, FA (Failure due to attendance), or FT (Failure due to tests).
For students who are making a grade of A, B, or C, no grade needs to reported. You only report deficient grades on the early intervention / mid-term grade rosters.
If there is a “W” grade showing in the Official Grade column, the course has been dropped and you do not have to enter a grade for this student.
After you enter the grades, click Save and exit the roster.
Note:
The “Approval Status” box is grayed out as it's not part of this process.
For Mid-Term Grading, if you do not have any students on the grade roster making a C- or below
Look for the checkbox labeled “Roster Reviewed, No Deficiencies”
Check it, click save, and exit the roster.
Early Participation / Mid-Term Grading FAQs
There’s a deadline for submitting Early Participation and Mid-Term grades. Once that deadline passes, the roster is locked. For those dates, check the notification about the grade roster being available or check
this calendar
.
Yes. While we recognize that students may already know they're not doing well in your class, submitting this information helps others identify students who may be struggling.
No. For the Early Participation Roster, only enter grades for students who have participation issues. For the Mid-term Progress grading, only enter grades for students who are making a C- or below (including FA – Failure due to attendance, or FT – Failure due to tests).
You don’t need to approve anything. Just click "Save" and exit. The “Approval Status” box is only used during End-of-Term grading.
Yes. The system doesn’t look different after saving and you won’t get a confirmation email. As long as you clicked "Save," your entries were recorded.
Yes, as long as it’s before the grading deadline. Just make the correction and click "Save."
Yes, as long as it’s before the grading deadline. Enter the deficient grade and click "Save." The “No Deficiency” box will automatically uncheck itself.
For assistance, contact Claudia Castillo at
cycastillo@smu.edu
or Melissa Kadlec at
mkadlec@smu.edu
.
Grade Change Guide: 1-14 Days After Term
There's a two-week grace period to make grade changes, specifically you can make adjustments until 11:59 p.m. on the 14th day after the last day of final exams for that term. This is only available to instructors with the ability to approve the Grade Roster. Additional guidelines:
Grades of W (for students who drop a course) are not eligible to be changed.
Letter grades can only be changed to an Incomplete (I) or F after submitting
this document
. Grades of I or F can be changed to letter grades.
Log into
my.SMU
and select "Faculty/Advisor Homepage" from the drop-down menu at the top. Then select the "Faculty Center" tile.
Once a grade is posted, you can click the "Request Grade Change" button on the lower right-hand side. The button won't be available if the grade hasn't been posted or if it's outside of the two-week grace period.
On the Grade Change Request page, make changes to the "Official Grade" column on the right-hand side of the table, as seen below. Simply click on the grade and choose the updated grade from the drop-down field.
Reminder: You cannot change grades of W (for students who drop a course), as they are not eligible to be changed. Letter grades can only be changed to an Incomplete (I) or F after submitting this document.
If the original grade shows up as "Invalid Value," the original grade is either an I or an F, which can be changed to letter grades. To confirm the grade, click "Return to Grade Roster" at the bottom of the screen.
Double check the grades you've updated — once submitted, grade changes are instant and are immediately updated on the student’s transcript.
To finalize the updated grades, click "Submit" at the bottom of the page. Then scroll up to look for a "Success" message next to each grade you changed.
To review the grade changes, click "Return to Grade Roster" on the bottom of the screen. The original grade should appear in the "Roster Grade" column and the new grade should appear in the "Official Grade" column.
To make additional grade changes within the two-week grace period, follow the same procedure.
Grade Change Guide: 15+ Days After Term
Grade changes submitted more than two weeks after the end of the term must be approved by the School Records Office and the Registrar’s Office using the process outlined below.
Additional guidelines:
Grades of W (for students who drop a course) are not eligible to be changed.
Letter grades can only be changed to an Incomplete (I) or F after submitting
this document
. Grades of I or F can be changed to letter grades.
Log into
my.SMU
and select "Faculty/Advisor Homepage" from the drop-down menu at the top. Then select the "Faculty Center" tile.
On the Request Grade Change page, click the "Add a Faculty GradeChg Request" at the top of the menu.
Complete the prompts on the page. While some will default to the correct choice, like your Instructor ID and the student's Original Grade, you'll need to provide information for other categories, including:
Term: Only terms within a calendar year are available for selection. Any requests outside of this timeframe must be handled through your department administrator.
Student ID: To search for eligible students, click the magnifying glass. Students who won't appear include those who have graduated and those who received a W (meaning they dropped the course).
New Grade: Click the dropdown to select a new grade. The selection available is based on the grade basis for the course. Reminder: Letter grades can only be changed to an
Incomplete (I) or F after submitting
this document
— and in the case of an F, a
Last Date of Attendance
form as well.
Explanation for Grade Change: Detail the reasoning behind the grade change.
Comments: This is not required, unless specific comments need to be viewed by approvers.
Once completed, click "Submit." You'll see the following Transaction/Signature Log page, which confirms the grade change.
An alert will be sent to the person responsible for approving the grade change form. Once the grade change is complete and it appears on the student's record, the student will receive a notification.
On the Request Grade Change page, click the "Update a Faculty GradeChg" — the third option on the menu.
The "Search by" function will appear. There are two options: Either view all of your grade change forms at once or search for an individual form.
To view them all, don't fill out any fields and simply click "Search." To view them individually, search by Form ID or Student ID. The Form Type is "GRADECHG."
Once you select the right form, make your updates and add today's date with an additional explanation. Comments are only necessary if approvers are required to review them.
You can now withdraw or resubmit the form.
Note: We’re continuing to improve the search function for a more streamlined experience. For now, the best results come from one of these methods:
Click "Search" to view all submitted grade forms
Search by Form ID
Search by Student ID
Search the SMU website
Search
Submit
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