Part VI: Grades & Transcripts

< back to Contents​​

6.1 Grades & Late Grades

The University’s Assessment and Grading Practices Policy sets out the principles and key elements that should characterize the assessment and grading of student work in for‐credit programming at the University of Toronto.

SGS sets deadlines for the completion of course work and grade submission in each academic session. Students are expected to meet the course deadlines both of SGS and of the graduate units in which they are registered and are advised to plan their research projects accordingly. Likewise, course instructors are expected to assess work and submit grades for their students within these deadlines. In all cases of incomplete course work, instructors should submit to their graduate unit whatever grade has been earned; blanks, NGA, or INC notations should not be accepted.

Students who find themselves unable to meet SGS deadlines for completing course work can, under certain conditions, receive extensions for completing that work. Students must apply for extensions using the course extension form, and this form should be kept in the student file. This policy is outlined in the SGS Calendar, under "Enrolment Policies and Procedures." For students who have been granted a course extension, the graduate unit will assign the temporary, non-grade report SDF (Standing Deferred), pending receipt from the instructor of a final grade report. This final report is due no later than the SGS deadline for completion of course work and grade submission in the session following the original one for the course.

Extensions beyond these deadlines will require the approval of both the graduate unit and the SGS Admissions and Programs Committee. If unusual circumstances beyond the student's control mean that the student will not be able to complete the course work given reasonable extensions, graduate units should consider requesting late withdrawal (WDR) as opposed to using INC.

Grading Scale:

​Letter G​​rade

Numerical Scale​

A+90100%
A8589%
A-8084%
B+7779%
B7376%
B-​​7072%
FZ069%

Non-grade Reports:

SDF (Standing Deferred): Assigned by a graduate unit review committee to a student who has been granted an extension for the completion of coursework beyond the SGS deadline for completion of coursework, pending receipt from the instructor of a final course report. A final course report is due no later than the SGS deadline for completion of coursework and grade submission following the original one for the course. SDF carries no credit for the course and is not considered for averaging purposes.

INC (Incomplete): Assigned as a final report by a graduate unit review committee or SGS Vice-Dean on the basis of incomplete course work in special circumstances (e.g., medical reasons or when there are no grounds for assigning a failing grade). INC carries no credit for the course and is not considered for averaging purposes.

WDR (Withdrawal without academic penalty): Assigned by the graduate unit review committee, when there are extenuating circumstances, upon approval of the student's request for late withdrawal from a course. It carries no credit for the course and is not considered for averaging purposes.

IPR (In progress): An interim grade generated by ROSI for a course that is in progress for more than one session, i.e. a full year course or a course that is continuous over several years. Graduate units should not use IPR as a grade report with the sole exception of the first session of an extended course bridging the Summer session.

TRF (Program Transfer): Assigned by SGS to a continuing research/seminar course begun but not completed in the first program and will not be required in the new program to which the student has been officially transferred.

GWR (Grade Withheld pending Review): GWR is assigned by the division (School of Graduate Studies in the case of graduate courses) in cases where a course grade is being reviewed under the Code of Behaviour on Academic Matters. It is replaced by a regular grade upon completion of the review. It carries no credit for the course and is not considered for averaging purposes.

If a graduate course has been approved for such grading, you may also use:

CR​Credit
NCRNo Credit

In ROSI, a "Cancel" is used to drop a course before the program change deadline. A "Drop" is used to drop a course after the deadline (WDR). "Drops" must be processed by SGS.

Deadlines for Submitting Grades:

Deadlines for grade submission change nominally each year. Current deadlines are published each year in the SGS Calendar. Release dates for student access to grades on ROSI may be viewed on 1 A D A (Sessional Event Information) entering the session, SGS as the organization and reason code N07.

Responsibility:

Graduate Unit:     

Loads student grades, including late grades for students with an approved course extension (i.e., replaces non-grade report SDF once the final grade is available).

SGS:        

Monitors the assignment of grades by running diagnostic reports; contacts graduate units after the deadline for grade submission to ask for outstanding grades.

The undergraduate division loads grades for graduate students in their courses. A graduate course code will still exist for the course. The graduate grading scale applies to graduate students sharing a classroom with undergraduates. If a graduate student receives a grade below 70%, it will be converted to a failure (FZ). A numerical mark will not appear on transcripts or grade reports. The graduate unit loads grades for undergraduate students in their courses. The undergraduate grading scale applies to undergraduate students taking graduate courses. Graduate units enter numerical marks which will appear on transcripts.

Procedure:

1. To Load Grades for a Course:        

- Direct command: 4 C A A B.

- Enter the following information and then press ENTER:

  • Action Code: M

  • Session CD

Do not enter grades for full-year courses (Y Section) in the Fall Session!  You must use the Winter Session to enter these grades.

  • Activity CD

  • Section CD   

- A list of the students registered in that course will appear.

- Enter the assigned mark in the "Mark" column and "Y" in the "Approve" column and press ENTER.

- You will see the message at the bottom "Activity Modified Successfully."

- Press F8 to move to the next page.

The Approve All (Y/N) indicator can be used to approve all marks only for the students visible on the screen. It cannot be used to approve all marks for the activity at once, unless all students in the activity can be visible on one screen.

JDE1000H Ethics in Research is added by SGS.

2. To Load a Grade for a Single Student:                 

- Direct Command: 4 C A A F.

- Enter the following information and then press ENTER:

  • Person ID

  • Session CD

  • Post CD

- Select the course you want by typing "M" and press ENTER.

- The MAINTAIN STUDENT MARKS AND CREDITS screen appears.

- In the "Entered Mark" field, enter the grade and press ENTER.

- You will see the message at the bottom "Activity Modified Successfully."

- Press F2 to go back to the previous page.

3. Electronic Grade Submission & Approval:

Some faculties of the University have developed systems through which instructors enter grades for their courses in a common database. When all grades have been entered, the Faculty Registrar's Office will then "upload" the grades in batch to ROSI. These grades are loaded as "unapproved." The graduate unit must print off the grade sheets (see section 6.5 Grade Submission) and obtain the signature of the graduate coordinator/chair indicating approval. The signed grade sheets must be retained in the unit's files. Once the grades have been authorized the graduate administrator can approve the grades in batch in ROSI.

- Direct Command 4 C A A E.

- Enter action code: D

  • Primary Org: SGS

  • Secondary Org: unit

  • Session_cd: grade entry session (see note about fall/winter courses above)

  • All marks entered: Y

- Press ENTER.

A list of courses with all grades submitted but not yet approved will appear. If you wanted to see which courses with missing grades you could have entered 'N' in "all marks entered". A blank would have shown all.

- Change the action code to M.

- Beside courses to be approved enter "Y."

- Process the screen as for 4 C A A B above. F8 progresses through the list of courses to be approved. A print request popup may appear. A summary report will be directed to the printer you indicate.

 

6.2  Grade Changes

Any revision of a final grade must be submitted to SGS for approval and entry on ROSI. Requests for such changes must be made using the grade revision form, including a written explanation for the change.

Responsibility:

Graduate Unit: 

Submits the grade change request to SGS with a written explanation from the instructor and graduate unit co-ordinator for the change.

SGS:                

Reviews requests and enters approved grade changes; monitors grade changes on ROSI.

 

6.3 Transcripts

All transcripts are produced by the University of Toronto Transcript Centre (UTTC) located at 100 St. George Street. The cost of producing a transcript is $12.00 (HST included). Transcripts can be ordered in person or through Student Web Services​ (ROSI). The web service is not available to students who last registered prior to 1978.

When ordering official transcripts, graduate students or alumni of graduate programs have the option of selecting only the graduate portion of their academic record to be displayed on their transcript. The student's registration history summary and the degrees conferred at any level are included on the transcript. The format of the consolidated transcript remains but the sessional registration and course detail from undergraduate divisions is suppressed. All graduate registrations will be included. The full undergraduate/graduate transcript remains the default unless the graduate only option is indicated by graduate students or alumni when ordering a transcript.

Electronic transcripts (EDI transcripts) requested through the Ontario University Application Centre (OUAC) will be in the full version. This is appropriate as most transcripts ordered through OUAC are to support applications for admission or for accreditation through the Ontario College of Teachers and a full transcript is required.

Responsibility:

Graduate Unit: 

Maintains student records.

SGS:                            

N/A.

Procedure:      

  • Direct Command: 4 A G C.

  • Enter Person ID and press ENTER.

  • ROSI displays the student's name and date of birth.

  • Press ENTER to continue.

  • If there are any financial or administrative holds they are displayed at the top of the transcript.

  • To page through, press F8. 

  • To print transcripts press F9, enter your printer destination and press ENTER.

  • You will get a message at the bottom of the screen "Job submitted."

 

6.4 Comments on Transcript

SGS enters comments on transcripts (e.g., academic misconduct, program transfers etc.). For more information, please see U of T's Transcript Policy.

Responsibility:

Graduate Unit: 

Requests that SGS place a comment on a transcript, if necessary.

SGS:                            

Assigns comments on transcripts if approved.

Procedure:

- Direct Command: 4 C A B A.

- On the "Enter Student Comments" screen, enter the following information and then press ENTER:

  • Action: D 

  • Person ID

  • Session Code

  • Post Code

ROSI displays the comments attributed to the student for that session. If there are no comments, a blank screen will appear.

- There are three types of comments that can appear:

  • Permanent comments appear on the student transcripts until the "valid until" date passes (e.g., academic penalty, withdrawal).

  • Temporary comments appear on some reports but not on the student transcript (e.g., student on probation).

  • Internal comments do not appear on reports or transcripts.

 

6.5  Grade Submission

Instructors must submit a completed grade list to their graduate unit by the submission deadline for approval by the Coordinator or the Chair and for grade entry on ROSI. Prompt submission of grades is important so that students can access marks on ROSI as published. In all cases of incomplete course work, instructors should submit to their graduate unit whatever grade has been earned; blanks, NGA, or INC notations should not be accepted. Assigning and entering grades promptly is also important for students who are graduating, as SGS cannot verify completion of degree until all grades are entered.

Responsibility:

Graduate Unit: 

Distributes grade reports to instructors; enters grades on ROSI.

SGS:    

Sets deadlines and marks/transcript release dates for students; advises graduate units; monitors grade submission changes on ROSI.

Procedure:

To produce collection lists on paper:

- Direct Command: 4 B C F C

- Enter the following information and then press ENTER:           

  • Session CD

  • Primary Org: SGS

  • Secondary Org: your graduate unit

  • Activity Code:  blank for all

  • Submit: Y

- You may also produce student signature lists (for exams etc.) or produce lists for multiple meeting sections of the course. Enter "Y" if list is required.

- On the popup enter your printer destination and press ENTER.

You may also produce electronic class lists using 4 B C F A through Entire Connection. Grades may be electronically uploaded using 4 B C F D. Consult the SGS Associate Director, Student Services—​​Student Systems if you wish to make use of this function.

 

6.6  Grade Reporting

Students normally will have access to their grades on Student Web Services (ROSI). Students may also be notified in writing by use of a Grade Report (formerly titled a Statement of Results).

Responsibility:

Graduate Unit: 

Ensures that grades are entered promptly so that students can view their results. Advises students on using the Student Web Services (ROSI). Produces grade reports when necessary.

SGS:    

Sets grade release dates to enable student access to grades.

Procedure:

- Direct Command: 4 B C D

- For a Grade Report for a single student enter the following:  

  • Session CD:

  • Previous session: Y/N (Y only if producing report in May for both Fall and Winter sessions)

  • Person ID​

- For a group of Grade Reports enter the following:

  • Session CD

  • Previous session: Y/N (Y only if producing report in May for both Fall and Winter sessions)

  • Primary Org: SGS and Secondary Org: your graduate unit

OR

  • POSt Code

OR

  • Dataset name if you have created a group in TSO from a download (format: ten character personID with leading zeroes, comma, and POSt code)

- Also enter the following:

  • Mailing or Permanent address of the students: M or P

  • Amend Report: Y only if grades have changed since printing an earlier version. Will print only for students whose grades have been amended since the last printing.

  • Reprint Grade Report: Y only if you are reissuing an unamended grade report (i.e. a second copy); leave at N if printing first copy of amended results

  • Print Format: P (portrait)

  • Leave other fields in this section at the default N

- Amend the Registration Confirmation line. Blank out with space bar or amend the statement. If text remains and you are printing Fall session results, even if amended, the statement will appear and will cause Winter courses to print on the report.

- Amend the Message Lines. You must at least change the date on the statement. You may also want to change the directions. 

ROSI does not automatically wrap text. Do not break words over the line break.

- Enter Submit: Y and press ENTER.

- On the pop-up, enter your printer destination and press ENTER.

All reports printed at your own printer destination will always print in landscape format. If you want to print in portrait you must enter LOCAL in the printer destination. This will direct your print job to the central campus printer in the McLennan Physical Laboratory building. You can pick up the reports in from the blue boxes inside the door in RM367—South Tower.​