Subject: Fwd: End of Term Exams and Grades
From: "Erin Guild" <[email-masked]>
To: "undisclosed-recipients:"
Date: Thu, 26 Apr 2012 09:43:11 -0400

My apologies to those who are receiving more than one copy of this...

---------------------------------
Mr. Erin E. Guild
Director of Academic Affairs
Master of Science in Foreign Service
Edmund A. Walsh School of Foreign Service
Georgetown University
tel: 202.687.1764
fax: 202.687.5116
[email-masked] <mailto:[email-masked]>
msfs.georgetown.edu <http://msfs.georgetown.edu>
Facebook <facebook.com/georgetownmsfs>Youtube 
<youtube.com/georgetownmsfs>Twitter <twitter.com/msfsinfo>

-------- Original Message --------
Subject: 	End of Term Exams and Grades
Date: 	Wed, 25 Apr 2012 20:55:11 -0400
From: 	University Registrar <[email-masked]>
Reply-To: 	[email-masked]
To: 	[email-masked]

Please read the following points with great care so that you will have 
no problems during the final examinations period. After you submit your 
grades, I hope you enjoy a restful and productive summer!

1.  The Spring Final Examination Schedule including room assignments and 
approved changes is available on the Registrar's web site. Final 
examinations are to be administered during the final examination period 
scheduled by the Registrar for the course.  Take-home final exams must 
be due AFTER the study days.  If there is no final exam, term papers and 
projects must be due after the study days end.  These term papers and 
projects are defined as substantial assignments that generally play a 
major role in determining the grade for a course. The Dean's Office will 
handle the rescheduling of an examination in the following cases: (1) 
two examinations scheduled at the same time; (2) three examinations on 
one day or three examinations in a row (in three successive timeslots). 
Provide your own proctor; bluebooks may be obtained from your department 
office.  Plan ahead please!  Ten minutes before the exam you, or your 
proctor, should be in the classroom assigned.  Space students in 
alternate seats whenever possible.

2.  Please review the Grading Policies
Undergraduate Bulletin - http://www12.georgetown.edu/undergrad/bulletin/
Graduate Bulletin - http://grad.georgetown.edu/pages/bulletin.cfm
SCS Student Handbooks - 
http://scs.georgetown.edu/academic-affairs/student-handbooks
Pay particular attention to the grading system for each group of 
students and to the grade change policies. If you have questions, please 
call.  The only provisional grades are "N" (for undergraduates) and "I" 
for graduate students.  "N" grades MUST be approved by the dean.  
Unauthorized "N" grades will be recorded as "F" (FA). "I" grades for 
MSFS students must be approved by the director.

3.  Submit your grades by going to MyAccess and then to "Faculty 
Services".  From there, select "Term", and then "Course Number (CRN)".  
Your courses will be listed.  Then go to "Final Grades".  (You may also 
start at "Summary Class Lists" but that requires more clicks.)  Pull 
down the list of approved grades.  Unlike Faculty Access+ there is no 
requirement for double entry but you must click "Submit" to post your 
grades.  After you click "Submit", then you should review the grades you 
have posted by going back to "Final Grades".   Note "Rolled".  This 
indicates with a "Y" when the grades are posted on a student's record.  
While the flag is "N" you may change the grades on line.  After we roll, 
you have to use the grade change process.  We roll grades between 6:00 
pm and midnight each night. The grade reporting service is available for 
use now.  Please note:

    * Send grading comments to us by writing to
      [email-masked]  For now, no pop-up will appear so
      you must remember to send notes as appropriate.
    * Be sure to send a note with name, ID number, and grade for any
      student who attended the class but does not appear on the roster.
    * You are not required to submit all grades at once, but you should
      submit one for each student by the deadline. Up to the deadline,
      leave missing grades blank so you can submit those grades later
      using the on-line system.  Record "NR" when there is a pending
      Honor Council case or if you know the work will be late and the
      undergraduate student does not have an approved "N" posted.  Once
      you have finished grading, please provide us with an explanation
      for any grade you leave blank or for any grade you report as
      "NR'.  We may change some of these to "F" (FA) according to
      University policy. We are required to record "F" (FA) for
      undergraduates and "NR" for graduates for whom you do   not submit
      a       grade and for whom the dean does not approve an  
      exception.  If you do not submit a roster, "In   Progress" or "NR"
      will be reported for all students.  Remember that once a grade is
      "rolled" then you will no longer be able to make changes using the
      on-line system.
    * Valid grades appear in a pull-down box in the grade column.
    * Many of you have expressed concern that students respond
      immediately after you submit your grades. As a result, and with
      the concurrence of the Main Campus Executive Faculty, we will not
      begin reporting grades to students until the end of the
      examination period.

4. If you really would rather record your grades on a copy of your class 
list, you may do so. We distributed an official class roster earlier in 
the term for that purpose.  Please note:

    * Use the appropriate grading system for each student. The grading
      system for undergraduate students is different than the one for
      graduate students.  See the appropriate bulletin.
    * Write the appropriate grade for each student in ink in the blank
      column provided.
    * If an undergraduate student's work is not complete, write "N" in
      the grade column.  Write "I" for graduate students whose work is
      incomplete.
    * If a student is not in the class, write "delete" in the grade
      column.  We'll check.
    * Make no entry for students for whom a "W" grade appears.  You may
      indicate "W" for auditors who have not attended your class.
    * If a student's name is missing, write the name, student number and
      grade after the last student listed. Note credits for variable
      credit courses.
    * Sign the roster at the bottom of the page.
    * Bring your grades to the Office of the University Registrar, G-01
      White Gravenor.  There is a mail slot you may use if the office is
      closed. The slot is located in the single wood door in the West Lobby.

5.  Grades will not be made available to your students until the end of 
the examination period. But you should report your grades by the 
following deadlines:
May 14 (Monday)                 10:00 am: Grades for seniors and 
graduating grad students
May 16 (Wednesday)            Noon: Remaining undergraduate grades
May 21 (Monday)                  Noon: Remaining Main Campus graduate grades
June 18 (Monday)                  Noon: Remaining Medical Center 
graduate grades

6. The Family Educational Rights and Privacy Act (Buckley Amendment) 
provides that students' grades (and other academic information, 
including social security number) may not be disclosed without the 
student's written permission.    Please do not post grades either 
electronically or on paper using any personally identifiable 
information.  Since students may check for grades in MyAccess, there 
should be no need to post grades in any other way. Pease do not use or 
save student social security number for any reason!

John Q. Pierce
University Registrar and Assistant Provost