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FAQ: Reporting Grades, NA Placeholders and Last Dates of Attendance

PIN/Password Issues, Web Access and Technical Assistance   

My user ID/PIN does not work. I do not know my PIN/Password. What do I do? 
I want to enter my grades from my full time job/home. I cannot access the website to enter my grades. What do I do? 
How do I submit grades for students when access to my computer has been disabled due to power outages, interrupted internet service, etc.? 
In Banner, ZFAGRAD isn't opening for me to enter my grades. What should I do? 

 

Entering/Changing Grades

May I enter a “W” for students who have withdrawn and an “AU” for students who have changed to an audit status? 
When is the deadline for entering grades? 
I am not sure if I should enter and save a grade for a student because he/she may/will be submitting his/her papers, essay, project soon. 
Why can’t I enter grades for courses that have been assigned to me? Why can’t I enter my grades and/or those for a course which was re-assigned to me from another instructor? 
How do I submit a grade change? 
How do I know when grades have been rolled? 
I submitted a grade change to the Office of Admissions and Records a few weeks ago, but the change is not reflected on my roster. Why? 
How do I administer an “F” or “U” as a final grade? 
How do I handle an incomplete? 
I entered grades for the graduating and non-graduating students yesterday. I want to change a grade for one of the non-graduating students and can’t. What is the problem? The deadline for entering grades for non-graduating students is not for a few days. 

 

Grade Visibility 

How soon will my students be able to view their grades? 
My students did not get their grades in the mail. Why not? 
How may students request an official transcript?   

 

Attendance Reporting and NA Placeholders  

What constitutes attendance in a course? 
Why do I need to report student attendance? 
What do I do if a student never attends class? 
What do I do if a student stops attending class? 
I keep seeing 20% of class meetings, 50%, 73%... How do I know what tthe withdrawal deadline dates are for my course sections? 
How do I enter the last date of attendance?  
For which students is the last date of attendance recorded? 
I submitted an “F” (or “U”) for a student but forgot to record the last date of attendance. Today when I attempted to rectify this the system would not let me. Why not? 
A student attended consistently and earned an “F”. What last date of attendance do I record? 
May I submit an “F” or “U” and the last date of attendance on the mid-term grading screen? 
Upon submitting my grades online I got this message: “Web page not found.” What did I do wrong? 
I received this message “Error Message: Your Grade submissions have been rejected.” Why? 
How will faculty be reminded to submit NA placeholders? 
Is it the faculty member’s responsibility to notify students that they are submitting an NA and that the student will automatically be withdrawn from class, or will the college automatically notify students that they’ve been withdrawn? 
Has specific syllabus language been written for faculty to use regarding the NA placeholder, or is the assumption that since the students won’t have come to class for syllabi, the syllabus doesn’t need to mention this grade possibility? 

 

Have another question?  Contact Registrars@montgomerycollege.edu


My user ID/PIN does not work. I do not know my PIN/Password. What do I do? 

Contact ITServicedesk@montgomerycollege.edu, or call the IT Service Desk at 240-567-7222  or x77222 when calling from within the College.

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I want to enter my grades from my full time job/home. I cannot access the website to enter my grades. What do I do? 

This usually indicates a technical problem. Contact the ITServicedesk@montgomerycollege.edu, or you may call 240-567-7222.

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How do I submit grades for students when access to my computer has been disabled due to power outages, interrupted internet service, etc.? 

You may submit your grades on a paper copy of your class roster. Enter the grades for each student, then sign and date the class roster. You may submit it to the Office of Admissions and Records on your campus. Contact ITServicedesk@montgomerycollege.edu for login issues to My MC.

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In Banner, ZFAGRAD isn't opening for me to enter my grades. What should I do?

For Banner users, ZFAGRAD is no longer an option for submitting grades, as this form was not able to support the last date of attendance reporting requirement. All original grade entries must  be submitted through My MC. 

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May I enter a “W” for students who have withdrawn and an “AU” for students who have changed to an audit status? 

No. “W” and “AU” each indicate a registration status.  Only the Office of Admissions and Records may enter a “W.”  The best practice is to print and review your class roster at least three times:

  • the first day of class,
  • at the end of the first week of class, and
  • at the end of the third week of class.

Please also check for Audit status, as some students register for audit by mistake.  Others intend to register for audit but accidentally register for credit.  Sign and date a Credit Registration/Schedule Change form and refer students to the Office of Admissions & Records before the end of the third week of a fall or spring course, or before the end of the first week of a summer or winter course.          

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When is the deadline for entering grades?

As an instructor you receive an e-mail prior to the grade submission deadlines. This e-mail notice will provide the deadline(s) for submitting grades, procedural information, and instructions.  NOTE:  After the deadline, the Office of Admission and Records submits reports showing outstanding missing grades and Incompletes to department chairs and deans.

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I am not sure if I should enter and save a grade for a student because he/she may/will be submitting his/her papers, essay or project soon. 

Do not enter and save a grade until it is FINAL.  In this instance, it is better to enter no grade than to enter an incomplete, unless there is a bona fide emergency situation. Grades are rolled to a student’s academic history beginning the first day that grades are due each term, and summer and winter grades are due one week after the last scheduled class.

After grades have been rolled, you may no longer change a grade and must follow grade change procedures. (See: How to Submit a Grade Change)

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Why can’t I enter grades for courses that have been assigned to me?    Why can’t I enter my grades and/or those for a course which was re-assigned to me from another instructor?  

There are two possibilities.  The course may not be assigned to you in the Banner system, or, if the course was team taught (i.e. more than one instructor taught the course), you may not be assigned as the primary instructor in the Banner system. Only the assigned primary instructor may enter grades for the course. Check with your administrative aide or chairperson in both of these situations.  If neither situation applies, still check with the administrative aide in your department first and then check with your campus registrar.  NOTE: Grades are not entered into Banner for the laboratory component of most lab courses.

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How do I submit a grade change? 

From your MC e-mail address only, select the appropriate address below and send an e-mail including this information to the Office of Admission and Records: the student’s name, M-number, term (ex. 201130), CRN, course, new grade and old grade.

rockvillegrades@montgomerycollege.edu
tpssgrades@montgomerycollege.edu
germantowngrades@montgomerycollege.edu

Never include the student's name or M-number in the subject line of the e-mail.     

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How do I know when grades have been rolled? 

To find out if grades have been rolled to a student’s academic history, return to the roster. If an “N” appears in the "Rolled" column or if the column is blank, grades may still be changed. If however, there is a “Y” in that column, grades may not be changed, as a "Y" indicates that the grade has rolled.  Another way of determining if a grade has rolled is to look at the Final Grade list in My MC.  If they can no longer enter a grade because the grade box has disappeared, and only the grade given is displayed, then the grades have rolled.

Starting the first day of scheduled final exams, grades are rolled to students' academic history records. All grades saved to the academic history record become a part of the academic history and may only be changed by the Office of Admissions and Records. NOTE: The grade change(s) will appear only on Student Academic History. The change(s) will not be reflected on either INB (Banner desktop) or on SSB (online Banner) class rosters.   

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I submitted a grade change to the Office of Admissions and Records a few weeks ago, but the change is not reflected on my roster. Why? 

Rosters only show the original grades that were submitted for a class. All grades changed by the Office of Admissions and Records are made directly to a student’s academic history record. The changes will not appear on your roster. To verify that a grade has been changed, log-on to Banner non-Web, access the ZHATERM form, enter the M-number for the student and then click on the Academic History tab. Students are able to see the updated grade through My MC.

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How do I administer an “F” or “U” as a final grade?

When you report an “F” (credit) or “U” (developmental) as a final grade, you will be required to record the student’s last date of attendance . If the student never attended your class, you should report an "NA" prior to 20% of class meetings.  For more information on "NA" placeholders, see: What do I do if a student never attends class? 

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How do I handle an incomplete? 

The use of an “I” grade is limited to bona fide emergency situations that occur at the end of a semester and that prevent students from completing all course requirements in a timely fashion. Given the emergency nature of the situation, either the instructor or the student in consultation with the instructor may initiate the request for an “I” grade. It is the responsibility of the instructor to specify the exact work to be completed to meet course requirements”. Faculty Handbook, p.54.

Instructors should report an “I” grade on their roster, and provide the Office of Admission and Records with an expiration date; this date should be before the fourth week of the next spring or fall semester at which point the “I” grade will be converted to an “F” if no other grade change is provided.

"I" grade expiration dates may be reported to the Office of Admissions and Records as follows:

From your MC e-mail address only, select the appropriate address below and send an e-mail including this information to the Office of Admission and Records: the student’s name, M-number, term (ex. 201130), CRN,  course, and expiration date.  Be sure to note in the subject line "Incomplete Grade Notification"

rockvillegrades@montgomerycollege.edu
tpssgrades@montgomerycollege.edu
germantowngrades@montgomerycollege.edu

Never include the student's name or M-number in the subject line of the e-mail.

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I entered grades for the graduating and non-graduating students yesterday. I want to change a grade for one of the non-graduating students and can’t. What is the problem? The deadline for entering grades for non-graduating students is not for a few days. 

The Office of Admissions and Records must perform graduation checks on all graduates prior to graduation thus their grades are rolled early and posted to their academic history record. If grades are entered for non-graduates at the same time, these grades are automatically rolled too. The system cannot distinguish between grades entered for graduates and those entered for non-graduates. You must submit a grade change. (See: How to Submit a Grade Change)

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How soon will my students be able to view their grades?

Students can view their grades online the day after the grades have been entered provided they have been entered by 7:00 p.m. Grades entered after that time will be available the second day.

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My students did not get their grades in the mail. Why not?

Grade reports are not mailed to students’ homes. They are available via My MC. Please advise your students that they may access their grades by logging onto My MC and clicking on “My Grades” under Student Quick Links. Grades should never be disclosed via phone or to a non-MC e-mail address.                                                                                 

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How may students request an official transcript?   

Students may request an Official Transcript through My MC if they need to provide an official grade report to a transfer institution or employer. For more information, direct students to http://cms.montgomerycollege.edu/MCtranscript/

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Why do I need to report student attendance?

Reporting students that never attended ("NA") and stopped attending (last date of attendance):

  • Guarantees federal financial aid compliance, which will allow Montgomery College to continue to receive Title IV funding to assist students
  • Ensures accurate, accountable reporting to the State and County for funding purposes
  • Ensures accuracy of official class rosters through a systemic procedure, which will reduce confusion and potential mistakes in midterm and final grade reporting and lessen the amount of faculty and staff time involved in back-and-forth communication dedicated to the clean-up of individual rosters
  • Eliminates the potential for adverse findings of auditors in College’s enrollment reporting
  • Reduces total of outstanding receivables for the College each term by classes not paid and financial aid funds disbursed and then reversed due to non-attendance or all "F"s
  • Decreases the quantity of students who are sent to collections each term which correspondingly decreases time spent on related tasks for students, admissions and records staff, financial aid and business services staff
  • Reduces academic appeal requests for retroactive withdrawals, which will also decreases time on task for students, faculty, academic department staff, financial aid staff and admissions and records staff
  • Reduces refund appeal requests , which will also decrease time on task for students, faculty, academic department staff, financial aid staff, admissions and records staff and business services staff
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What do I do if a student never attends class? 

If a student fails to attend class prior to 20% of class meetings, you should enter an "NA" [Never Attended] placeholder on your midterm grading roster,*  which is available to first day your class meets.  The "NA" must be recorded before 20% of class meetings and is limited to the midterm grade roster only.  Therefore, "NA" placeholders must be entered by the end of the second week of fall and spring terms, or the second day of summer and winter terms**.

Likewise, entering an "NA" after 20% of class meetings does not meet the standard set for federal reporting requirements.   Note:  This placeholder is only for students who have never showed up, never attended.  Students who come the first day, never to return, should not be assigned this grade.  If they showed up the first day and fail to drop, they should be assigned an "F" or "U" with a last date of attendance recorded.

You will notice that once you report an "NA" for a student who has never attended your course, the student will be dropped from your class roster within two (2) business days.

*This date will come before actual midterms (fall and spring)/50% of class meetings

**These dates will be given to you through monthly updates from your Campus Registrar

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What do I do if a student stops attending class?  

If a student has stopped attending your class, you may officially drop him/her by submitting a signed, dated, and completed Credit Registration/Schedule Change form. The form must be received by the Office of Admissions and Records within the official withdrawal period (73% of the number of times the class meets); if you do not do this, you will be expected to enter an “F”  or "U" for the student’s final grade along with a last date of attendance.

If a student is dropped after the 20% mark, a W will be recorded; after the 73% mark an “F” will be recorded.  If it is after 73% of class meetings, you must also include a last date of attendance.  If you do not drop the student for non-attendance, you will be expected to input an “F” or "U" on the final class roster and provide a last date of attendance.

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I keep seeing 20% of class meetings, 50%, 73%... How do I know what the withdrawal deadline dates are for my course sections?

In My MC,  go to the faculty tab and click on "Faculty Schedule w/ Drop Dates."   This table is in the same format that students see and will look something like this example:

Last Day to Drop with:

CRN

Refund

No Grade,Change Audit/Credit

W Grade

40234

07-JUN-11

07-JUN-11

05-JUL-11

CREDIT

40235

07-JUN-11

07-JUN-11

05-JUL-11

CREDIT

40661

31-MAY-11

06-JUN-11

28-JUN-11

CREDIT

41679

01-JUN-11

06-JUN-11

04-JUL-11

CREDIT

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How do I enter the last date of attendance?   

Last dates of attendance should be entered for all students who attended your class at least once AND who are earning an "F" or "U" for a final grade. 

Last dates of attendance are reported through the Banner Web Class roster in My MC. Using online Banner, record the grade and “F” or a “U” in the Grade column and then record the date the student attended in the Last Attend Date column. For online courses this would be the date the last assignment was received.

You must use the format MM/DD/YYYY. 

Last date of attendance should not:

  • Include hyphens or dashes
  • Be entered prior to reporting final grades
  • Be used in the midterm grade field
  • Be reported for any grade other than "U" or "F"   
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For which students is the last date of attendance recorded? 

Only students who receive an “F” for a credit course or a “U” for a developmental course.

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I submitted an “F” (or “U”) for a student but forgot to record the last date of attendance. Today when I attempted to rectify this the system would not let me. Why not? 

Once grades have been rolled to academic history, you cannot make changes.  From your MC e-mail address only, select the appropriate address below and send an e-mail including this information to the Office of Admission and Records: the student’s name, M-number, term (ex. 201130), CRN,  course, and last date of attendance.  Be sure to note in the subject line "Last date of attendance."

rockvillegrades@montgomerycollege.edu
tpssgrades@montgomerycollege.edu
germantowngrades@montgomerycollege.edu

Never include the student's name or M-number in the subject line of the e-mail.

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A student attended consistently and earned an “F”. What last date of attendance do I record? 

Record the last date of the class or the last date he/she attended, which ever applies.

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May I submit a last date of attendance on the mid-term grading screen?

No. Reporting a last date of attendance should only be done during final grade reporting.  It is inappropriate to include a last date of attendance in the mid-term grading screen, and has led to system error for faculty members in prior terms.  You are strongly advised to only report last date of attendance for students in the final grade roster and ONLY for student earning "F" or "U" grades. If a student is not getting an “F” or “U”, update the grade and REMOVE the last date of attendance from the grade sheet.

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Upon submitting my grades online I got this message: “Web page not found.”  What did I do wrong? 

Text was entered into the last date of attendance field. Remove the text and enter only the last date of attendance in this format: DD/MM/YYYY.  Remember to “Submit” after the changes have been made.

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I received this message “Error Message: Your Grade submissions have been rejected.” Why? 

A final grade must be entered when using when the last date of attendance. Each last date of attendance must have a grade of “F” or “U”.

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How will faculty be reminded to submit "NA" placeholders? 

The campus registrars will remind faculty to enter the NA placeholders as a part of their monthly faculty reminders. Please read these important e-mails.

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Is it the faculty member’s responsibility to notify students that they are submitting  an "NA" and that the student will automatically be withdrawn from class, or will the college automatically notify students that they’ve been withdrawn?

The faculty is not required to notify students;  as it stands, there is no automatic notification in place to alert students that they have been dropped for never attending.    

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Has specific syllabus language been written for faculty to use regarding the "NA" place holder, or is the assumption that since the students do not attend, they wouldn't receive the syllabus?

The assumption is that these students will not come to class, and therefore, mention on the syllabus is not necessary. 

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What constitutes attendance in a course? 

The federal definition of attendance for the purpose of Title IV funding is as follows:

Attendance ― academic attendance or ―attendance at an academically-related activity — must be:

  • Physically attending class
  • Submitting academic assignment
  • Taking exam, interactive tutorial or computer-based instruction
  • Attending school assigned study group
  • Participating in online discussions about academic matters and/or initiating contact with faculty to ask questions about subject matter

Attendance does NOT include—

  • Logging into an online course without active participation
  • Academic counseling

Student’s certification of attendance without school documentation is not acceptable.

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