Grade Table Definitions
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
A grade table definition makes a grade assignable to students. Each grade table definition is a combination of a Grade Scale, a Credit Type, and and Grade. So make your grade table definitions after you've defined all your grade scales, credit types, and grades. See the "Setting Up Grades" topic for more information.
Tip
Grade table definitions don't have their own code or description. So you won't see a named grade table definition on another page. Instead, you'll see the Grade Scale, Credit Type, and Grade together.
Grade Scale | Credit Type | Grade |
|---|---|---|
Default | Credit | B+ |
Default | Credit / No Credit | P |
Obsolete Grade Scale | Abroad | AU |
You can view, edit, create, delete, and download definitions.
Desktop Location
You can manage grade table definitions in Desktop, too, on the Grade Table Definitions window. Grade table combinations defined in Desktop are available in J1 Web and vice versa.
Database Location
Most of the fields on the Grade Table Definition page are stored on the Grade Table (grade_table). However, Grade Scale, Credit Type, and Grade each have their own tables.
Where Grade Table Definitions Are Used
Unlike most definitions, grade table definitions don't have their own code and description. Instead, they are combinations of grade scale, credit type, and grade. Thus, you won't see a grade table definition in other contexts. Instead, you'll see the grades, credit types, and grade scales themselves.
However, each grade table definition has many associated fields to help control how grades are used in transcripts, GPA, credit hours, reporting, and so on. So the grade table definitions are very important in calculating student records.
These fields are the many parameters for how this grade (in this combination with grade scale and credit type) affects student records.
Tip
Remember that the selections are for this particular grade table definition: this grade in this credit type in this grade scale. For example, a B+ in the Credit credit type in the Default grade scale. You'll make selections for each of your other grade table combinations one at a time.
Caution
Although only the first 4 fields require your input to create the definition, every field may be very important. Take care with each field.
Grade Keys
A grade table definition is a combination of three grade keys: a grade scale, a credit type, and a grade.
These are the keys:
Grade Scale (defined on the Grade Scale Definitions page). Required.
Credit Type (defined on the Credit Type Definitions page). Required.
Grade (defined on the Grade Definitions page). Required.
Notice
Grade Scale: Default + Credit Type: Credit / No Credit + Grade: P = one grade table definition
Quality Points: Some schools call these grade points. They're the number of points the grade earns for calculating GPA. You can have up to two decimal places in the value. Required.
Grade | Quality Points |
|---|---|
A+ | 4.33 |
A | 4.0 |
A- | 3.67 |
B+ | 3.33 |
B | 3.0 |
B- | 2.67 |
C+ | 2.33 |
C | 2.0 |
C- | 1.67 |
D | 1.0 |
F | 0.0 |
Grade Priority: This is how you tell the system that an A is better than a B which is better than a C, and so on. Assign a number from 5 to 95.
It's doesn't matter exactly which numbers you assign as long as the higher a grade is, the greater the number.
The numbers are not percentages and are not equivalent to grades, so you don't need to calibrate them precisely. They don't appear anywhere but here.
The numbers don't need to be 10 apart as in the example, but it's best if they're not consecutive because you may want to add other grades in between later. In the example, there's room to add a D+ and assign it a priority of 52.
Grade | Priority |
|---|---|
A+ | 95 |
A | 90 |
A- | 85 |
B+ | 80 |
B | 75 |
B- | 70 |
C+ | 65 |
C | 60 |
C- | 55 |
D | 50 |
F | 45 |
Show in Campus Portal
Selecting Yes allows the grade (in this combination with credit type and grade scale) to be assigned on the Grade Entry page in the Campus Portal.
Grade to Print
This is the Grade as it appears on transcripts and grade reports. If it's blank, the value in the Grade field prints. (That's the Code field from the Grade Definitions page.)
If the course receiving this grade (in this combination with a grade scale and credit type) has been flagged as a repeat course, you can select a different grade to print in reports and transcripts. For example, suppose you've defined a series of repeat grades such as A+R, AR, A-R, B+R, etc. You could use this field to determine that if a student repeating the course earns this grade (say a B+), then transcripts and reports will show B+R.
If this field is blank, then the value in Grade to Print is used. If that's blank, too, then the value in the Grade field prints.
You can select which repeat flags trigger using the Repeat Grade to Print. In the blue banner at the top of the Grade Table Definitions page, the Manage repeat grades to print button opens the Registration General Settings to the Repeat Grade to Print section. There, you can select On or Off for each repeat flag.
Most schools use this setup:
* (Forgiven): On. Forgiven instances use Repeat Grade to Print.
# (Not Forgiven): Off. Not forgiven instances use the regular grade.
R (Repeat): Off. Repeat instances use the regular grade.
Tip
Not Forgiven is also called is also called Repeat (not earned) in some places, such as the Repeats on Transcripts settings on the Repeat, Transcript, and GPA Settings page.
Note
You can also use Desktop to set this setting. Use the Registration Configuration window, Repeat / Transcript / GPA tab, Transcript group, Repeat Formatting subgroup.
Important
Available only to schools with the Scholarship GPA license.
Use this field for quality points to use in calculating Scholarship GPA. You can have up to two decimal places in the value. If you leave it blank, the value in the Quality Points field are used in calculations.
Tip
If you want some but not all students in a course section to have these Scholarship GPA quality points, you can create credit types that use the Scholarship GPA quality points and credit types that don't. Then you can assign credit types individually in student-sections.
Default: No. If you select Yes, then any student receiving this grade is flagged as Ineligible for Honors for that term in the following locations:
Desktop
Student Inquiry window, Summaries tab, Division subtab, Student Term Summary by Division Records data grid: Grade Ineligible for Honors checkbox
Student Registration window sorted by the Student radio button, Registration tab, Inquiry subtab, Student Term Summary by Division data grid: Grade Ineligible for Honors checkbox
J1 Web: Student Information page, Summaries tab, Division view, Grade Ineligible for Honors field
Default: No. Here's what happens with each option:
No: If a student-section with this grade has a repeat flag, the flag is not removed. The repeat process honors the repeat flag.
Yes: If a student-section with this grade has a repeat flag, the flag is removed. For example, you might select Yes for a withdrawal so that it is not counted as an attempt at all. The student can retake the course without it being considered a repeat.
Default: No. Select No for all grades except those that don't contribute to GPA hours. Here's what happens with each option:
No: As with most grades, GPA hours are used in calculations for student-sections marked with an asterisk * or an R.
Yes: There are no GPA hours to use, so credit hours are used in calculations for student-sections receiving this grade marked with an asterisk * or an R.
Caution
Select Yes only for grades that don't contribute to GPA hours.
Default: Yes. When Yes is selected, a user with the right permissions can edit this grade when it's assigned to a student as a midterm grade in the Grade Entry feature in the Campus Portal.
Note
If your school uses J1 Web Grade Entry instead of Campus Portal Grade Entry, this setting has no effect. There are permissions in J1 Web roles for editing grades in J1 Web Grade Entry.
Default: Yes. When Yes is selected, a user with the right permissions can edit this grade when it's assigned to a student as a final grade in the Grade Entry feature in the Campus Portal.
Note
If your school uses J1 Web Grade Entry instead of Campus Portal Grade Entry, this setting has no effect. There are permissions in J1 Web roles for editing grades in J1 Web Grade Entry.
Grade Allows Forgiveness
Default: Yes. Use No only for grades that can't be forgiven (in this grade scale and credit type).
Select Yes for any of these groupings of hours for which you want this grade counted in the student record and transcripts. Each of the following drop-downs appears for Attempted Hours, Earned Hours, and GPA Hours.
Term
Default: Yes
Career
Default: Yes
Special GPA
Also called Scholarship GPA
Available only with the Scholarship GPA license
Default: No
FA SAP
Financial Aid Satisfactory Academic Progress hours
Default: No
Alternative GPA 1 and 2
Alt 1 GPA and Alt 2 GPA appear only if your school has them selected on the Repeat, Transcript, and GPA Settings page. Your school can rename them here, too, so they may not be called Alt 1 and Alt 2 on your Grade Table Definitions page.
Some schools use alternative GPAs to assist in retention efforts, for reporting, or for tracking progress in a degree program. See the Alternative GPA Guide for more information.
Alt 2 GPA
Select Yes for any of these groupings of hours for which you want this grade counted in the student record or on transcripts.
Probation
Default: Yes
You can view and edit the probation rules used in Academic Recalc on the Update Results and Rules window in Desktop.
Honors List
Default: Yes
You can view and edit the probation rules used in Academic Recalc on the Update Results and Rules window in Desktop.
FA Enrollment
Default: Yes
When Yes is selected, the credit hours for student-sections with this grade are added to the total hours enrolled. The calculation happens when you run the Credit Hours Update process in Financial Aid Manager.
Print Courses with This Grade on Transcript
Default: Selected (Yes)
If unselected, courses with this grade are omitted from transcripts.
Print This Grade on Transcript
Default: Selected (Yes)
Can be selected only if Print Courses with This Grade on Transcript is selected.
If unselected when Print Courses with This Grade on Transcript is selected, then the Course appears without the grade.
Use this field to identify the Postsecondary Electronic Standards Council (PESC) code that corresponds to this combination of grade scale, credit type, and grade.
Note
PESC Course Academic Grade Scale Codes are needed only for creating XML and EDI transcripts. If your school doesn't create those types of electronic transcripts, then you can leave this field blank.
PESC Course Credit Units are defined on the Maintain Table Values page in J1 Web (or the window of the same name in Desktop).
Column Name: pesc_crs_acad_grd_scale_cde (Grade scale for PESC XML transcript)
Values stored in the TBL_VALUE_ALT1 column are used by the standard XML Transcript, and values stored in the TBL_VALUE_ALT2 column are used by the standard EDI Transcript. If you need both XML and EDI as target transcript formats, choose codes that have values in both the TBL_VALUE_ALT1 and TBL_VALUE_ALT2 columns.
Note
By default, TBL_VALUE_ALT1 and TBL_VALUE_ALT2 have the same value as the TABLE_VALUE.
Caution
If you define additional values, you must map them to default Alternate 1 and/or Alternate 2 values.
TABLE_VALUE | TABLE_DESC |
|---|---|
01 | Five or more passing grades (alpha with +/-) |
500 | Current enrollment; Course in Progress; Perm grade not yet |
503 | Credit by AP exam; inst credit; credit by exam, etc. |
504 | Transfer credit; grade not carried on receiving inst transc |
505 | Incomplete |
506 | Withdrew (without penalty or pass/fail designation) |
507 | Withdrew passing |
509 | Withdrew failing |
511 | Audited or visited the course |
513 | No grade yet reported by instructor |
515 | Repeated course |
60 | Pass/Fail: P, F |
62 | Pass/Fail: CR, NC |
The Grade Distribution Report allows your school to see how grades are distributed (by count and percentage) in all your course sections in a given term.
You can assign a grade to any of 12 report columns. And you can assign more than one grade to a column. For example, to see all A grades (A+, A, and A-) counted in the first column of grade distribution reports, you could assign the following column and header to each of those A grades:
Column: 1
Header: A
Then you can assign Column 2, Header B to all your B grades, and so on.
These fields determine how this grade (in this grade scale and credit type) can be used.
Final Grade
Default: Yes
Most grades can be used as a final grade.
If "Yes" is selected, then this grade appears in the drop-downs in final grading periods on Grade Entry screens in Desktop, J1 Web, and Campus Portal.
Midterm Grade
Default: Yes
If "Yes" is selected, then this grade appears in the drop-downs in mideterm grading periods on Grade Entry screens in Desktop, J1 Web, and Campus Portal.
Withdrawal Grade
Default: No
If "Yes" is selected, then when this grade is entered in Grade Entry (in J1 Web or Campus Portal), the Withdrawal Detail Entry pop-up appears to prompt the user to enter details of the withdrawal.
Withdrawal Passing / Failing
Default: None
If Withdrawal Grade is "No", then this field's value of None is not editable.
If Withdrawal Grade is "Yes", then you can change the value to either "Withdrawal Passing" or "Withdrawal Failing".
If your school uses Final Withdrawal Passing Date functionality, then if this is a withdrawal grade, you must select either "Withdrawal Passing" or "Withdrawal Failing".
Incomplete Grade
Default: No
Use this if your school wants a flag for incomplete grades, but it doesn't have a specific functionality in J1.
Requires Last Date of Attendance
Default: No
This is often used for withdrawal grades.
Pass / Fail Grade
Default: No
Any school can use this, but it's specifically for Texas state reporting.
Passing Grade for Financial Aid
Default: No
Make sure you change this to Yes for grades that are considered passing for financial aid purposes.
Satisfies Course Prerequisite / Corequisite / Prohibited
Default: Yes
If a course is a prerequisite or corequisite for another course, or if it's necessary to rescind a prohibition, then "Yes" means this grade meets those requirements.
Satisfies Advising Requirement
Default: Yes
"Yes" means this grade meets the advising requirement (also called an ARC) assigned to the course.
For State Report
Grade: If your school uses J1 state reporting features, and if your state reports require different grade formats than you use on your transcripts, then use this drop-down to map this grade to the appropriate grade for state reporting.
Permission to manage grade table definitions is available in these roles:
Registrar
Registration Module Manager
The permission required is "Can manage grade table definitions".
View Grade Table Definitions
From the Registration Administration hub, click Hub options.
Click Manage Definitions, and select Grade table definitions. The Grade Table Definitions page opens.
To sort the definitions, click the arrows at the head of the column you want to sort on.
To see all the fields for a definition, click the Expand icon
.To filter the definitions, use the Grade Table Filter.
Select any or all of the checkboxes to search for specific values in Grade Scale, Credit Type, and/or Grade.
In any selected field, begin typing a value, and select one or more from the list.
Create Grade Table Definitions
Click the Create definitions button. The Create Grade Table Definitions pop-up appears.
Select a Grade Scale, Credit Type, and Grade. This combination of required fields is what constitutes a grade table definition.
Assign Quality Points. Required. You can have up to 2 decimal places in the number.
Although none of the other fields are required, they may be very important to financial aid, GPA calculations, repeat protocols, advising requirements, and so on, so consider each deliberately. For example, if you don't assign Grade Priorities, the system won't know which grades are better and which are worse. See the "Fields" section above for information about each one.
When you're finished with each field, click either Create and close or Save and create another.
Edit Grade Table Definitions
Click the Edit icon
on the row of a definition. The Edit Grade Table Definitions pop-up appears.The Grade Keys (Grade Scale, Credit Type, and Grade) aren't editable because they're what constitutes this definition. All other fields are editable (but some are dependent on one another).
When you're finished editing, click Update.
Select the checkboxes next to the rows you want to export.
From the Options drop-down, select Download to Excel. The Download to Excel pop-up opens.
Select options for the Excel format and data columns.
Click Download. Your .xlsx or .zip file is saved in the file location that you have set in your browser settings.
First set up your grade scales, credit types, and grades on these pages:
Grade Scale Definitions
Credit Type Definitions
Grade Definitions
See the "Setting Up Grades Overview" topic for more information.