Community College of Rhode Island

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Faculty Tips For Successfully Entering Grades

Faculty should refer to the CCRI administrative calendar each semester in order to adhere to grade submission time deadlines.

Final grades - faculty must enter a grade for each and every student listed on the roster by the designated date/time listed on CCRI’s administrative calendar.

It is imperative faculty submit grades on time. Students need the grades in prerequisite coursework to proceed to their next course. Title IV fund recipients need their grades to maintain their eligibility to receive these vital funds. Students who are graduating need their grades to complete their program requirements, successfully graduate and proceed on to the next stage of their academic or professional careers.

Grades that are not submitted will be entered as NR (Not Reported). The NR indicator does not adversely affect a student’s GPA. However, it does adversely affect those students receiving Title IV funds (financial aid) – they may lose their subsequent semester aid. It does adversely affect students registered for subsequent coursework for the following semester – their subsequent course will be dropped. It does adversely affect graduating students – they will not graduate. The NR indicator never automatically converts to a legitimate grade, it must be changed by the faculty member.

Once grades have been frozen, and 'NR' has been assigned, all grade changes must be completed using the (paper) Grade Maintenance Form. These forms are available at all OES offices. Due to problems in the past involving fraudulent grade maintenance forms submitted by students, OES will not release blank forms to anyone other than a faculty member, chair, or department administrator (and will ask for identification from those individuals requesting forms), nor will OES accept forms from anyone other than a faculty member, chair, or department administrator (and will ask for identification for those individuals submitting forms).

If a faculty member wishes to mark a student with a WP, WF, I, IC (Math lab only), F or NA, the faculty member MUST insert a “Last Attend Date.”

The “Last Attend Date” needs to be inserted in a specific format as follows: MM / DD / YYYY .
Correct example:   11/03/2011 NOT:       11-3-11

If a “Last Attend Date” was not entered correctly for any student earning a grade of WP, WF, I, IC, F or NA – THE ENTIRE GRADE ROSTER WILL BE REJECTED. No grades will be recorded for this course.

Faculty should confirm submission. Once the submit button is clicked, the page will revert to the top of the roster where you will see either; Grades Successfully Submitted, OR a RED notification message that grades were not successfully submitted.

Grades that are not submitted will be entered as NR (Not Reported). The NR indicator does not adversely affect a student’s GPA. However, it does adversely affect those students receiving Title IV funds (financial aid) – they may lose their subsequent semester aid. It does adversely affect students registered for subsequent coursework for the following semester – their subsequent course will be dropped. It does adversely affect graduating students – they will not graduate. The NR indicator never automatically converts to a legitimate grade, it must be changed by the faculty member.

All grade changes must be completed using the (paper) Grade Maintenance Form. These forms are available at all OES offices. Due to problems in the past involving fraudulent grade maintenance forms submitted by students, OES will not release blank forms to anyone other than a faculty member, chair, or department administrator (and will ask for identification from those individuals requesting forms), nor will OES accept forms from anyone other than a faculty member, chair, or department administrator (and will ask for identification for those individuals submitting forms).

Final grades - faculty must enter a grade for each and every student listed on the roster by the designated date/time listed on CCRI’s administrative calendar.

If a faculty member wishes to mark a student with a WP, WF, I, IC (Math lab only), F or NA, the faculty member MUST insert a “Last Attend Date.”

The “Last Attend Date” needs to be inserted in a specific format as follows: MM / DD / YYYY.
Correct example:   11/03/2011 NOT:       11-3-11

If a “Last Attend Date” was not entered correctly for any student earning a grade of WP, WF, I, IC, F or NA – THE ENTIRE GRADE ROSTER WILL BE REJECTED. No grades will be recorded for this course.

Faculty should confirm submission. Once the submit button is clicked, the page will revert to the top of the roster where you will see either; Grades Successfully Submitted, OR a RED notification message that grades were not successfully submitted.

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Last Updated: 12/29/11