Technology

Assign and Approve Interim Grades in the Faculty Center

Instructors may submit grades for Early Alert (formerly midterm grades) and Progress Reports in the Faculty Center for a regular Fall or Spring course. Grades must first be assigned and then subsequently approved by the instructor.

Assign and Approve Interim Grades

  • Update grades in Canvas

  1. Select Canvas button from My.IllinoisState.edu
  2. Select a Course
  3. Select the Course Navigation icon and then Grades
  4. Make sure grades are updated for all students

  • Navigate to grade rosters

  1. Navigate to grade rosters with one of these methods:
    • If in a Canvas course, select Submit Grades from the Course Navigation icon
    • Login to My.IllinoisState.edu and select the Academics tab and then Submit Grades
  2. Log into Faculty Center with your ULID and password.
  3. Select the grade roster icon next to the class you wish to gradeScreenshot depicting the Grade Roster icon
  4. From the Grade Roster Type drop down, select Early Alert or Progress Reports depending on what grades you are submitting
  5. Ensure the roster status is in the Not Reviewed status.

Save Often

If you are inactive in the Faculty Center for 20 minutes, you will receive a pop-up message asking if you want to continue your session. After 30 minutes of inactivity, Faculty Center will log you out.

  • Import grades From Canvas

  1. Select the Import Grades from Canvas button
  2. Review the imported grades for accuracy before submitting
  3. If not all grades populate, select the Grade Import Error Log button to resolve errors.
    • Review the article Preparing your Canvas Gradebook for Campus Solutions for error log help.
    • You can update your grades in Canvas and reimport your grades to Campus Solutions until you are ready to approve.
    • Campus Solutions will override a grade that is already there.

  • Assign grades to student individually or change a students grade

  1. Ensure the roster status is in Not Reviewed status
  2. In the student's row, select the grade from the drop-down menu, under the Roster Grade column
  3. Select Save

  • Assign the same grade to multiple students

  1. Select the check mark box next to the students who you want to assign the same grade
  2. Select the grade from the drop-down menu under the full list of students
  3. Click <-Add this grade to selected students
  4. Select Save

  • Assign the same grade to all students

  1. Select the Select All button below the full list of students
  2. Select the grade from the drop-down menu under the full list of students
  3. Click <-Add this grade to selected students
  4. Select Save

  • Assign missing or incomplete grades

Missing (M) and incomplete (I) grades are not appropriate for interim grade reporting.

  • Report a non-passing grade

Non-passing interim grades include F, NC, U, and in some cases D. (The D is a non-passing grade for graduate students as well as undergraduate students enrolled in or later switched to a Pass/No Pass class.) For interim grade collection, additional questions are required if you assign a grade of F, NC, U, or in some cases D. (The I and M Grades should not be assigned as interim grades.) To avoid losing data, remember to Save often during submission of grades and attendance data:

  1. If a student earned a non-passing grade, the Student Engagement / Attendance column will appear with the following options:
    • Engaged/Attended at least once: select this option if the student has attended or engaged with the class at least once.
    • Never engaged / attended: select this option if the student never attended or engaged in any way in the class.
    • Unable to determine: select this option if you do not take attendance
  2. Save

  • Supplemental questions

The following supplemental questions are optional. Information provided is exceptionally useful for academic advisors and student success staff:

  1. Estimated # of Absences: Include the estimated number of absences if you take attendance.
  2. Academic Concern: Report a concern from our standard list of common (or frequently reported) concerns. This information will be shared with the student. 
  3. Notes: Enter free-form comments regarding a student. Multiple notes per student can be added if additional space is needed. This information is visible only to the academic advisor and student success staff. 

  • Approve and submit grades

  1. To approve grades for your selected class, click the drop-down menu next to Approval Status, and select one of the following values:
    • Ready for Review: if you have finished entering grades, and need the instructor of record to review and approve the grades.
    • Approved: if you are the instructor of record, and are ready to approve the grades.
  2. Click Save. You will receive a message once your changes have successfully saved.

Blank Grades and Required Fields

The system will not allow grade rosters to be approved with blank grades or blank required fields. If receiving an error message while approving, switch the roster status to Not Reviewed to make edits.


  • Make an edit after approving

Edits can be made after the roster has been approved:

  1. Sign back in as directed in Navigate to Grade Rosters (steps 1 and 2).   
  2. Click on the green checkmark to return to the grade roster.
  3. Set roster status to Not Reviewed.
  4. Make edits as desired.
  5. Set roster to Approved.
  6. Save.


  • Student view of grades in My.IllinoisState.edu

Students will be able to view the following in My: 

  • Interim grade
  • Estimated number of absences 
  • Academic concern

Students will not be able to view:

  • Engagement/Attendance
  • Notes 


How to Get Help

For questions about interim grades (early alert and progress report grades), contact University College at 309-438-3217 or at UniversityCollege@IllinoisState.edu.  

For technical assistance, you may contact the Technology Support Center at (309) 438-4357, by submitting a help ticket at Help.IllinoisState.edu/Get-IT-Help.

Off Campus Authentication

If you are off campus, Campus Solutions will require MFA.

Federal Regulations on Non-Passing Grades

While the University does not require that instructors take attendance in their courses, the U.S. Department of Education does require (34 CFR 668.22) the Financial Aid Office Administrators to determine if a student who receives financial aid and fails to earn or is currently failing to earn a passing grade in a course has actually attended, is attending, and/or completed the course, or if they withdrew from a course without providing the university official notification. 

The Financial Aid Administrators are also required to adjust financial aid at any point during the semester when a student stops attending and/or engaging in an individual course while also earning a failing grade.

In addition, for students who officially withdraw we are required to document that they also began attending the course(s) from which they withdrew to determine the type and amount of financial aid they may be eligible to retain. Because a student could be a financial aid applicant at any point during the academic year, we must collect this information for all students so that financial aid eligibility can be accurately determined.