Policies related to the submission of grades are determined by the faculty. These policies are identified in Chapter 6 of the Faculty Handbook.
It is the responsibility of the instructor to submit grades for all students enrolled in their courses. While assistance in the process may be requested of assistants or departmental staff, the instructor assumes the responsibility to "sign off" on all student grades. There are two ways by which grades can be submitted by instructors:
- Grades may be submitted online via DukeHub. Initial access to DukeHub must be requested of SISS (Student Information Services and Systems). Once DukeHub access is granted faculty use their NetID and password to log in to the system and can access grade rosters via a grade roster icon found on each class listing. Faculty must successfully log on to DukeHub at least once within the previous twelve months or their DukeHub account becomes inactive.
- Grades may also be submitted via a Grade Roster printed from the Department Center in DukeHub. Class Rosters with grades noted will not be accepted. The Grade Roster printed from DukeHub must contain the appropriate grade for each student, the signature of the instructor, and the date when the Grade Roster was signed by the instructor. The paper Grade Roster should then be either hand-delivered, faxed (919-684-4500), or scanned and attached to an email (firstname.lastname@example.org) to the Office of the University Registrar.
The identification of grades in Sakai is not the final step for grade submission. Grades may, however, be uploaded from Sakai into DukeHub. See Uploading Grades for DukeHub Online Grading for additional instructions.
Grades should never be sent in the text of an email, as email is not a secure means of communication.
If you are submitting grades via DukeHub, be sure to turn off your browser's pop-up blocker before attempting to submit grades. If you do not see a small pop-up window after clicking on the "submit grades" button, the pop-up blocker is turned on.
Faculty policy stipulates that grade changes may only be requested due to computation or transcription errors. Grade change requests from I, N, and X grades require no explanation. Once a grade has been posted, it cannot be changed online, nor can grade changes be accepted via email. Grade changes must be submitted on departmental letterhead and addressed to Frank Blalark, Assistant Vice Provost and University Registrar. Please include the following information:
- student name and student ID number
- academic term
- subject, catalog number, section number
- grade already given to the student
- new grade
- brief explanation of the reason for the change (Remember, faculty policy states that grade changes may be requested due only to computation or transcription errors.); changes from I, N, and X grades require no explanation
The letter must contain the instructor's signature (no digital signatures) and date, and the letter may either be faxed (919-684-4500), scanned and attached to an email (email@example.com), or hand-delivered to the Office of the University Registrar. Campus mail is not recommended.
Faculty policy, as stipulated in the Faculty Handbook, Chapter 6, requires that grades for graduating students be submitted within 24 hours of a final exam. Grades for all other students must be submitted within 48 hours of the final exam. If a final exam is not being held, the deadline for grade submission is relative to when a final exam would have been held as per the posted final exam schedule. A deadline for the submission of midterm grades is established by the University Schedule Committee in order to assist faculty in planning for this activity during the creation of syllabi for their courses. For more information on the submission of midterm grades see below.
Midterm grades must be provided for all first-year undergraduate students, new transfer undergraduate students, and any other undergraduate students making less than C- progress in a course. The midterm grade rosters in DukeHub contain a "Required" column and "YES" appears in this column beside the name of each first-year student for which a grade is required. Faculty, however, are encouraged to provide midterm grades for all students.
The deadline for submitting midterm grades can be found on the appropriate Academic Calendar. All faculty are encouraged to incorporate the deadline for the submission of midterm grades into the construction of their courses. A reminder message about the deadline is sent out to all instructors a couple of weeks prior to the deadline for submission.
Students enrolled under the audit grading basis must also receive grades. To identify the valid audit grade options click on the magnifying glass icon located immediately to the right of the grade input box of the student. Students receive either "AD" (successful completion of an audit) or "WA" (withdrawn from an audit).
The Duke University Transcript Guide appears on the reverse side of the Duke University transcript and is included with every electronic transcript distributed by the Office of the University Registrar. The purpose of the Transcript Guide is to provide additional information (course number schema, valid grade options and grade definitions, course unit to semester hour conversion, etc.) and historical context to supplement what is found on the actual transcript.
This section is for the identification of grades that have not been submitted for posting or to identify grade rosters that may contain grading errors in need of attention. This page is updated daily during the grading period. Click on the links listed below to see the "report of the day." A grade post process is run once per hour (not necessarily on the hour) to post grades that have been submitted for posting. Grades that have been submitted within an hour of the time and date of the report of the day will be included in this report as missing. These grades will clear from the next report that is posted. (Midterm grades do not get posted to student permanent records.)
The deadlines for the submission of final grades are 24 hours after the final exam for graduating students and 48 hours after the final exam for all other students. Reference to faculty policy on grade submission can be found in Chapter 6 of the Faculty Handbook.
Trinity College of Arts & Sciences and the Pratt School of Engineering utilize the I grade reversion process for the submission of incomplete grades. The process is identified on the Trinity website and the Pratt website. Essentially, the process is as follows:
- Faculty should calculate the grade that the student would receive if the student did not submit any of the incomplete work.
- Add an I to the calculated grade (e.g., IA-, IB and IC-).
- Submit the grade (IX) for the student via DukeHub.
The incomplete grade process indicates that students have through the fifth week of classes in the next regularly enrolled term (Fall or Spring) to submit incomplete work to their instructors, unless an alternate date had been determined. Faculty have until the end of the sixth week of classes to submit grade changes for students with incomplete work. If no grade change request is submitted by the instructor, the student will be assigned the I reversion grade provided earlier by the instructor, minus the I.