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My VWCC Survival Guide

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• Student Tutorials

Record Grades

Instructors will enter grades via the grade roster found in the Faculty Center. Depending upon the grading basis of the class, grades of A, B, C, D, F, P, S, R, and U may be entered.

Under certain circumstances, instructors may also enter a grade of I.  The I grade is to be used only for verifiable, unavoidable reasons when a student is unable to complete a course within the normal course time.  When an I grade is awarded, a completed Incomplete Grade Contract must be submitted to the Division Office or the Records Office.  The form must include the following:

• the reason for assigning the grade
• the work to be completed and indicate its percentage in relation to the total work of the course
• the date by which the work must be completed
• the default grade based upon course work already completed. Completion dates may not be set beyond the subsequent semester (including the summer term).

A grade of W cannot be entered by faculty. Before entering grades, please review the Important Information found below.

Important Information

When entering a grade of F, U, or R the Last Date of Attendance field must be populated. Failure to populate this field correctly will prevent you from completing the grade entry process. For information on populating the Last Date of Attendance field, please refer to instructions outlined below under Completing the Last Date of Attendance Field.

Please note that any student who does not attend even one class is considered a no-show student and must be reported to the Admissions Office on the no-show roster at the end of the add/drop period for the class. No-show students should not appear on the Grade Roster. For additional information on reporting no-show students, refer to the Faculty Handbook under Instructional/Registration Information.

Instructors are also required to report students who began attendance in a class and ceased attendance prior the withdrawal deadline for the class. If a student ceases attendance after the withdrawal deadline, a grade of F must be awarded on the grade roster. For additional information on reporting students who cease attendance prior to the withdrawal deadline, refer to the Faculty Handbook under Instructional/Registration Information. The withdrawal deadline for regular session classes can be found on the Faculty/Staff Resources page. Withdrawal deadlines for non-standard session classes are found under Policies and Procedures.

1. Sign into My VWCC by clicking on the Login to My VWCC link on the left of this screen or the My VWCC link on the VWCC homepage.
2. Click VCCS SIS: Student Information System. 
3. Click Faculty Center. Your schedule for the designated term will be displayed. To change the term, click change term. Select the term and click CONTINUE.
4. Click the Grade Roster icon  located in the My Teaching Schedule area of the screen. The Grade Roster page will be displayed. Please note that the Grade Roster icon will not be available until the Records Office has generated the grade roster. 
   
   
5. To enter grades, the Approval Status of the grade roster must be Not Reviewed. 
6. Use the drop-down menu in the Roster Grade column and select the Grade. 
   • If a grade of I is found on the grade roster for a student, the I grade must NOT be changed or removed. In many cases, the I grade has been inserted by the Records Office to indicate that the student has an outstanding debt with the college. 
   • When faculty select a grade of F, U, or R, the Last Date of Attendancefield appears. Instructions for populating the Last Date of Attendance field are outlined below under Completing the Last Date of Attendance Field.
7. When all grades have been selected, click Save. 
8. Return to the top of the Grade Roster page to the Approval Status drop-down menu and select Approved.
9. Click Save a final time. 
10. To exit, click Sign Out.

Completing the Last Date of Attendance Field

After entering a grade of F, U, or R in the Roster Grade field, the Last Date Attendance field will appear.

Click in the Last Date of Attendance field and enter the correct placeholder date. Placeholder dates are defined below.

• 01/01/1900—The placeholder date of 01/01/1900 indicates the student stopped attending/participating prior to or on the 60% withdrawal date, to the best of the instructor’s knowledge. For financial aid purposes, this is considered an unearned grade.
• 12/31/9999 —The placeholder date of 12/31/9999 indicates that the student stopped attending/participating after the 60% withdrawal date or remained in the class, to the best of the instructor’s knowledge. For financial aid purposes, this is considered an earned grade.