How to Submit Final Grades

In Fall 2017, the university adopted a new final grade submission process.

1. Click on the "Submit Final Grades" link in the portal ( https://myau.american.edu).

2. You will be directed to the Eagle Service home page. Click on the "Faculty" section.

3. From the available terms, you will select the section you want to grade.

4. Once you select your section, click on the "Grading" tab.

5. On the Grading tab, you MUST click on the "Submit Final Grades" link in order to enter grades. The default view is the roster overview, not the grade submission page.

6. Once you click on the "Submit Final Grades" section, you will be able to enter grades on a student-by-student basis using the drop-down grade selector.

The student's name and Student ID# will populate from the section. Select a Final Grade from the drop-down list of available grades. Pass/Fail classes now require the selection of a letter grade. Both the undergraduate and graduate academic regulations specify a minimum grade threshold to achieve a passing grade. Once the appropriate letter grade for the performance in the class is selected, the system will translate the grade to either a P or an FZ, based on the letter grade selected and academic level associated with the class.

If you select an FX grade (administrative fail), you will be required to enter either a Last Date of Attendance or check the “Never Attended” box. Administrative fail is assigned by the instructor in lieu of a grade of F when a student never attended or ceased attending the class, rendering an assessment of academic performance impossible. If awarding an FX, select the FX grade from the drop-down menu before checking “Never Attended” or placing a last date of attendance. If you accidentally check “Never Attended” before selecting FX, uncheck it, and then place the FX grade. For students taking the class Pass/Fail, FX will be converted to a ZX.

Faculty who award an Incomplete (I grade) must enter a date in the "Incomplete Grade Expire Date" column and complete the Incomplete Grade Contract via the Faculty Incomplete Grades Administration section in Eagle Service (additional instructions below). For your convenience, here are links to the Undergraduate Academic Regulations (section 3.5) and the Graduate Academic Regulations (section 3.7) regarding the assignment of incompletes.

For select courses, faculty may award an IP (In Progress). This option will only appear for IP-eligible courses. Unlike Incompletes, once an IP has been awarded, the final grade can only be placed via the Grade Change Request under “Academics” in the MyAU portal.

Grades entered into the Faculty Grade Submission application are immediately written to the student information system. For this reason, do not enter grades as "practice" or until you are ready to enter grades for the entire section.

How to Post an Incomplete Grade Contract

If you have awarded a grade of I - Incomplete to any student, you must complete an Incomplete Grade "contract" for that student. To do so, click on the "Faculty Incomplete Grades Administration" link on the Eagle Service landing page.

There are two sections on the Faculty Incomplete Grades Administration page. At the top of the page is where you complete the contract for newly awarded Incomplete grades in the "Post Incomplete Grade Contracts" section.

The first six columns populate from the Final Grades Submission process:

The Default Grade is the grade that the student will earn if the student does not complete the requirements in the timeline specified in the Incomplete Grade Contract. Select the default grade using the drop-down grade picker.

The Work Due Date is the date by which the student must complete all outstanding requirements and submit them to the faculty member for grading. This date should be far enough in advance of the Incomplete Grade Expire Date to allow for appropriate evaluation and grading.

The Incomplete Grade Expire Date is the date that the currently selected Default Grade will be posted to the student information system. The grade will default to the end of the following semester, but can be adjusted by the faculty member.

In the Work To Be Completed box, please detail any outstanding requirements the student must complete. Provide detailed instructions for the student including:

• Specific details of what assignments are outstanding
• Meeting dates/times/frequency between student and instructor
• Details about any equipment or space the student will need to complete the assignments
• Detailed instructions about how to submit the outstanding assignments The more detail the faculty can provide in this space, the better it will be for students and faculty alike.

The second section of the form, "Pending Incomplete Grades Overview" is in the lower half of the page and lists all of the open Incomplete grades you have awarded.

For each student, you will see the following standard information:

Additionally, you will have the option of modifying the Work Due Date and the Incomplete Grade Expire Date.

How to Change an Incomplete Grade to a Final Grade

When the student has submitted the specified work and you are ready to post a final grade, use the "Update Final Grade" button to change the Default Grade to the Final Grade.

The student's ID, name, the number of credits and academic level will be displayed.

Use the drop-down selector to report the final grade. The final grade should be determined following the evaluation of any work submitted by the student as part of the Incomplete Grade contract.

Once you select the final grade, click on the "Post Final Grade" button. The grade will be submitted to the student information system and the Incomplete Grade Contract will be removed from your view in the Faculty Incomplete Grades Administration section.