Note: Final Grades issues are time sensitive. If you are dealing with a Final Grades issue during the Final Grades submission period and cannot resolve the issue quickly, please do not hesitate to escalate to the CTL immediately (801-422-8180).
For instructions on submitting final grades via AIM, use KB0023069
For instructions on submitting final grades via Canvas, use KB0023069
Table of Contents
General Notes and Information
- Final Grades can be submitted and resubmitted until the submission deadline.
- You may begin submitting final grades on the last day of classes (1st term classes are open from their last day all the way to the due date. 2nd term and normal classes open on the last school day of the semester and are open until the due date). Attempts to submit grades via BYU Grades before that will return an error stating "Outside the grade submission period".
- If a professor is unsure whether grades were accepted or not, they can check their grade roll in AIM or call the Registrar's Office at 801-422-2631
- For information about the letter grades: Grades
- Note: In Learning Suite and AIM; Supervisors, Primary Instructors, Co-Instructors, and Grading Assistants can submit final grades. Users must be in a grading role in AIM; if a person was added as a co-instructor in Learning Suite but not added as a team instructor in AIM, they will not have access to submit grades.
- TA's cannot submit final grades unless they are also a Grading Assistant (see KB0028324)
- Note: In Learning Suite and AIM; Supervisors, Primary Instructors, Co-Instructors, and Grading Assistants can submit final grades. Users must be in a grading role in AIM; if a person was added as a co-instructor in Learning Suite but not added as a team instructor in AIM, they will not have access to submit grades.
- IF AN INSTRUCTOR WANTS TO SUBMIT AN INCOMPLETE (I) GRADE:
- If an instructor needs to give a student an incomplete grade (I), the instructor should submit whatever grade the student has earned thus far (even if it is an E). The instructor and student then need to go to incomplete.byu.edu and follow the instructions there. The Registrar's Office will review the Incomplete Contract and will override the grade in AIM as part of that process. Please contact the Registrar’s Office for any questions about Incomplete grades.
How to Submit Final Grades
- Go to learningsuite.byu.edu
- Access the correct semester and course
- Click the "BYU Grades" tab
- Click the "Final Grades" section on the left side of the screen.
- (Be sure to review grades before submitting)
- Professors can edit "Final Grades For Submission" and manually enter any desired letter grade for any student. The letter entered must be in accordance with the course's assigned grade rule (P/E vs A-E, etc.). Check AIM if there are questions on which grade rule is assigned to the course (CLS04).
- Final Grades in Learning Suite will assume a zero (0) for any unscored assignment.
- Grades that have been manually changed by the professor will show a grey X in the far right column. Clicking the grey X will revert the score to the default score that the student receives according to where their score lies within the grade scale.
- Professors can edit "Final Grades For Submission" and manually enter any desired letter grade for any student. The letter entered must be in accordance with the course's assigned grade rule (P/E vs A-E, etc.). Check AIM if there are questions on which grade rule is assigned to the course (CLS04).
- Click "Submit" (or "Resubmit") on the right side of the screen. Instructors can resubmit grades as many times as desired, up until the submission deadline.
- Final Grades Page
- Final Grades Page
- A window will appear displaying all students that will be given an "E" or a "T" as their final grade. Instructors must check one of the three boxes, then click save.
- First Window After Submission
- First Window After Submission
- The next window will ask professors when they want the final grade to be visible to students. They must choose one of the two boxes and click "Save"
- Second Window After Submission
- Second Window After Submission
- A success message will be given after finishing the above steps to show that everything was sent from Learning Suite, but do not leave the page until the "Submission Status" checks the status to ensure that no errors are given.
- THIS IS CRITICAL: Errors given will be shown under "Submission Status" EVEN AFTER the message confirming that the submission has started is given. So, again, be sure to check the "Submission Status" after the countdown is finished to ensure that the grades were successfully submitted to AIM.
- Where to see if submission was successful:
- Where to see if submission was successful:
If Submission Fails Somehow, or other errors are given
Under "Resubmit" will be a red notice stating there was a problem with the grade submission and a button labeled "Error Summary." Click the button for error details.
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- Where to See Errors.
- Where to See Errors.
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- The page that comes up will show all errors that the professor has received while trying to submit final grades.
- What Errors Look Like.
- What Errors Look Like.
- Sometimes when going to the Final Grades tab the teacher may see a similar error to the one below. This could be related to bringing an old calculation from a previous semester. It could be that the teacher made a calculation in Final Grades and then made extra categories.
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- The best option here is to close this message, create a new calculation that is just the default settings, and then delete the old calculation.
- If you receive an error stating "Some students were in Gradebook but not in AIM and their grades were not submitted", it is referring to students whom have either withdrawn from the course after the add/drop deadline, or they audited the course. All other grades should have submitted successfully unless specifically stated in the error.
- If you receive the error "Failed: this section is not set up to receive grades from the Gradebook" follow KB0023069
- If you receive an error stating "There was an error getting the final grades page data" proxy into the course under Home--setup and if there are any blank sections (no times listed next to them) or if one of the courses that are combined has no students, () next to it, you or the instructor can edit the sections and delete the empty ones. If that does not resolve the issue, escalate to CTL.
It can look like this: or it can also look like this:
- The best option here is to close this message, create a new calculation that is just the default settings, and then delete the old calculation.
During Final Grade submission period, if a user cannot submit final grades, or they are having issues, please get as much information as possible and immediately assign the incident to the CTL (BYU-Center for Teaching & Learning). The Registrar's Office is also available to answer questions related to AIM grade submission (801-422-2631)
How to add/edit Calculations
- To add a calculation:
- Click "New Calculation" - (This will default you to the "Assignments" tab of the Calculation)
- Where to Add New Calculation.
- Click "New Calculation" - (This will default you to the "Assignments" tab of the Calculation)
- Check all assignments you want included in the final grade.
- You are able to change the weight of any assignment and change how many scores will be dropped per category.
- What the Calculation Window Looks Like.
- What the Calculation Window Looks Like.
- You are also able to change the Grade Scale score cutoff ranges through the "Grade Scale" tab. Note that the Learning Suite grade scale follows the grade rule set in AIM for the course (see CLS04 to see what grade rule is set in AIM for the course).
- What the Grade Scale Tab Looks Like
- What the Grade Scale Tab Looks Like
- To edit a calculation:
- Next to the new calculation there will be a small black arrow that you click on.
- Click "Edit Calculation" to have all of the options to edit the calculation. (As described above)
- Click "Delete Calculation" to remove the added calculation
- How to Edit/Delete Calculations.
- How to Edit/Delete Calculations.
- Next to the new calculation there will be a small black arrow that you click on.
- NOTE: After adding new calculations, by default, the highest grade for students will be selected, but this behavior can be overridden. Expand the dropdown menu on the "Final Grades for Submission" column. Sort the students by name or by final grade, choose to "Use Current Setting", "Use Highest Score", or choose to "Use [theirCustomCalculationName]". This allows instructors to choose to use a more strict grading calculation without manually changing student scores.
- How to select the Active Grade Calculation
- How to select the Active Grade Calculation
Grades Export/Import from Final Grades
Instructors can export the current final grade calculations if they wish to keep a separate record or if they wish to do any additional calculations outside of Learning Suite. After making outside calculations, instructors can import the new final grades using the Import feature.
- Import/Export Feature
Note: If importing Final Grades make sure that column is labeled with "Final Grade" not just "final". Submission has to follow the same format it was exported as.
Important Troubleshooting Note
When troubleshooting, an analyst should ask the user if there are X's next to the grade in the "Final Grades for Submission" column. This will help the analyst know whether the grades are from the default Learning Suite calculations or if they were manually changed (an X indicates they were manually entered or one of the calculations were used instead of the default).