Grade Submission Procedure

Page Contents

• Midterm Grading Instructions
• Final Grading Instructions
• Changing a Grade

Drop Dates

The deadline for midterm grades is the Monday after your midterm date before 7 pm. The Illinois Community College Board (ICCB) requires midterm certification of students enrolled in courses claimed for state funding.

Video instructions for grading and grade changes

Midterm Grading Instructions

1. Go to my.Elgin.edu. Employees will be prompted to enter their employee1234 login credentials.
2. Select Self-Service from the Quick Links at the top of the page.
3. From the Self-Service homepage, select Faculty.
4. Choose “Grading.”
5. Choose “Midterm 1”. Review the grade roster to ensure all students in your class appear on the roster. Send any students who do not appear to the Registration Office in B105. Students in cross-listed courses will be notated under the student’s name.
6. Midterm grades are required for all students. Appropriate midterm grades include A, B, C, D, or F. Students who have never attended or who are not actively pursuing the course according to the attendance policy stated on your course syllabus should be assigned a midterm grade of W by the 10th day of the semester, but no later than the date of the midterm. A midterm grade of CR is only appropriate for students eligible for a final grade of CR (e.g., pass/no credit) or those participating in approved experiential learning programs (e.g., internships, study abroad, clinicals). If you wish to drop a student after the midterm date of your class and before the last day to drop, submit an email to records@elgin.edu with the student’s name, ID, and course information. Instructors cannot drop students after the last day to drop.
7. After entering your midterm grades, return to the “Overview” tab to review your midterm grade entries.
8. There is no “Okay” or “Submit” button to check to confirm the grade choices. You need to select the appropriate grade from the drop-down menu, which is then recorded in the system.

Important Dates to Remember

Final grades are due by 4 pm on the Monday following the last day of a course. The last grade deadline following semester courses are:

• 2024FA - December 16, 2024
• 2025SP - May 19, 2025
• 2025SU - August 11, 2025
• 2025FA - December 15, 2025

Incomplete Expiration Dates

The college recommends completion within 120 calendar days after the last day of the course. For courses ending at the end of the semester, the dates are:

• 2024 Fall - April 11, 2025
• 2025 Spring - September 11, 2025
• 2025 Summer - December 5, 2025

Final Grading Instructions

1. Go to my.Elgin.edu.
2. Employees will be prompted to enter their employee1234 login credentials.
3. From the Self-Service homepage, select Faculty.
4. Choose “Grading.”
5. Choose “Final Grade”
6. Final grades are required for all students still enrolled in the course. Only Incomplete grades should have an expiration date. AU should only be entered for students auditing the course. CR/NC is only appropriate for pass/no credit courses. W is not an option for a final grade.
7. Return to “Overview” to view your final grades. The records office will verify grades.
8. There is no “Okay” or “Submit” button to check to confirm the grade choices. You must select the appropriate grade from the drop-down menu, which is then recorded in the system.

Changing a Grade

1. Visit the employee Intranet, my.Elgin.edu.
2. Enter your employee1234 login credentials.
3. From the Self-Service homepage, select Faculty.
4. From the drop-down, select Grade Changes.
5. Select the appropriate term from the Available Terms drop-down menu. Select the appropriate course and section and click Next.
6. Enter the new grade, and select the reason for the grade change from the Reason drop-down menu. Then, click Next.
7. If students initially had an Incomplete as their final grade, the Expiration Date field notes the date a Final Grade must be entered through the Grade Change process. If the incomplete grade is not changed by the chosen expiration date, the grade will automatically be changed to an F.
8. Review the information. If everything is correct, click Submit. A new window will then appear, confirming the grade change submission.
9. The records office will process the grade change.