Deferred Grades Submission Instructor Manual Contents: Deferrals... 1 Deferred Final Grades... 2 Deferred Components and Submission Deadlines... 4 Grade Mode... 4 Deferred Final Grades Submission... 5 Help and Support... 8 Deferrals A deferral is a final exam, a take home exam, a final assignment (or a combination of these) that is postponed by the Registrar's Office based on established criteria and supporting documentation upon successful petition by a student, usually for reasons of illness or circumstances beyond their control. Applications for examination deferrals must be made in accordance with rules and regulations published in section 2.5 of the Undergraduate Calendar which includes obtaining a medical certificate dated no later than one working day after the examination or other appropriate documentation to support the deferral request. The deferral application must be submitted with 5 working days of the original final exam or the due date of the take home exam. In some situations, students are unable to complete a significant term assignment because of illness or other circumstances beyond their control, which forces them to delay submission of the work. If this happens late in the term, it may be necessary for the due date to be delayed beyond the deadline for reporting the course grades. The student should, in the first instance, consult with the course instructor. If a student is unable to submit an essential piece of term work in time for the determination of the final grade, the student may apply for a deferral of the assignment deadline. Applications for deferred term work must be made in accordance with rules and regulations published in section 2.6 of the Undergraduate Calendar. The application for deferred assignment must: a. be made in writing to the Registrar's Office no later than five working days after the last day of classes; and b. be fully supported in cases of illness by a medical certificate or by appropriate documents in other cases. Medical documents must specify the date seen; date of the onset of the
illness, the (expected) date of recovery, and the extent to which the student was/is incapacitated during the time the assignment was to be prepared. c. Be supported by official confirmation of the assignment due date; for example, a copy of the course outline specifying the due date and any documented extensions from the course instructor. A successful deferral application receives the status of Granted. Upon submission of the student s final grade by the course instructor, the student with the Granted status of their petition receives the interim notation DEF. Please note that if the final grade submitted by the instructor is FND, the student is not eligible for the requested deferral even if the student s deferral application was granted by the Registrar s Office. If at least one student in the class has DEF notation, a deferred final grades roster is created on the Instructor s Menu under the Submit Deferred Final Grades option. Deferred Final Grades To access your deferred final grades roster, log into Carleton Central, select Faculty Services on the Main Menu and click on Enter the E-grades System. This will bring you to your Instructor Menu.
Click on Submit Deferred Final Grades to see the list of courses that require deferred final grades submission. Note that the number of courses in brackets is the number of courses pending deferred grades submission. Click on the course subject in order to access the deferred grades roster. Note that Courses with a (*) are pending grade submission. The Pending and Completed Deferrals section of the roster lists student with petition status other than Granted such as Hold, Not Granted, Rescinded and Completed. This is for your information only; no action is required on your behalf.
Deferred Components and Submission Deadlines Deferred grades submission deadlines depend on the Deferred Component and therefore students on the same deferred final grades roster may have different deadlines. Deferred Component Submission Deadline Final Exam The date of the deferred exam + 10 calendar days* Final Exam + Assignment The date of the deferred exam + 10 calendar days* Assignment The final date for submission of deferred assignments** + 10 calendar days* Take Home Exam The final date for submission of deferred assignments** + 10 calendar days* Take Home Exam + Assignment The final date for submission of deferred assignments** + 10 calendar days* *If the 10 th calendar day falls on a Saturday, Sunday or statutory holiday, the deadline is extended until the next business day. **The final dates for submission of deferred assignments are the Senate dates, unless alternate arrangements are made with the instructor: Fall-term courses: January 15 Fall/winter- and winter-term courses: May 15 Summer-term courses ending in June: July 15 Summer term courses ending in August: September 1 Grade Mode Click the Grade Mode link to view the course grade mode and valid deferred grades.
Note: FND (Failure No deferral) grade is not a valid deferred grade. GNA (Grade not available) grade should be accompanied with the Dean consulted comment. Deferred Final Grades Submission You may submit deferred grades individually as academic work is complete. When you are ready to submit a deferred grade, enter the grade in the Grade field. Note that students who applied for graduation are highlighted in grey as they should be grades as soon as possible to meet Senate Deadline for Graduation. You may enter letter grades only. If you wish, use the drop down menu in the comments field to enter a pre-selected comment. To erase a comment, select the empty line on the drop down menu.
To submit a deferred grade, click on the Submit grade(s) button. Note that you can submit multiple grades simultaneously. If a grade does not meet the submission requirements, an error message will be displayed in the Error Message field upon submission. Once you correct any errors, click the Submit Grades button again. A grade with an error cannot be submitted. Error Messages Error Message The grade FND cannot be assigned for deferral grades. Not a valid grade for the grade mode specified. Click HELP for assistance. Grade has been denied by Chair or Dean. Action Replace FND with another grade and resubmit. Click the Grade mode link on the top of the class roster to view valid grades. Replace the grade with a valid grade and re-submit. Change the grade and re-submit.
Note that the grade may be returned to you by Chair or Dean. In this case, the Error field will contain the following message: Grade returned by Chair or Dean. Please change the grade and re-submit. Once the grade is submitted, it will be approved by your Chair and Dean. The information in the Chair and Dean Columns indicates whether the grade has been approved by Chair and Dean (Y for Yes, N for No). Once all deferred grades on the roster are submitted and approved, please print the roster for you records.
Help and Support E-Grades web site: http://www2.carleton.ca/registrar/admin-info/e-grades/ E-Grades documentation and instructional videos will be available on the web site as of October 1, 2009. Systems and Training Support Lisa Tsotroudis Faculty_Systems_Support@carleton.ca, tel.: (613) 796-3450