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check grade roster status
The grade roster is the official list used by instructors to record and submit final grades for all students enrolled in a particular course for a specific term.
- Instructors submit grades through goSFU.
- Once submitted and approved, grades are finalized and become part of the students' official academic record.
- Grade rosters must be finalized, approved and posted by a deadline each term.
This page explains how to review your grade rosters and follow up with instructors to ensure all grades are approved and submitted by the term deadline.
how to check the status of grade rosters
Use the SFU Department Status to check the status of the grade roster.
- GoSFU > Main Menu > Curriculum Management > Grading > SFU Department Status
- Search parameters include term, career, status, and subject area
Statuses
- Not Reviewed: Grades have not been entered and the roster is accessible by the instructor
- Ready: Grades have been entered and are waiting for GPC approval
- Approved: Grades have been entered and approved, no further action is required
Approved - not posted: grades are entered, approved by GPC but not posted by Graduate Studies yet.
Approved - posted: grades are entered, approved and posted to student records. No further changes can be made to the roster; any changes must be submitted through the Grade Change eForm process.
Changes?
If changes are needed before the roster is posted contact the Manager, Graduate Records to revert the roster status as this will allow for grade entry (mgrgrec@sfu.ca).
Deferred (DE) vs In Progress (IP) grades
Deferred Grade (DE)
This is a temporary grade assigned to individual students who have incomplete course work and are expecting to finish within the first month of the following term.
- All DE grades are automatically assigned an expiry of the last day of the first month of the next term (i.e.: Spring DEs will expire May 31st). Instructors may submit DE extensions through the eform system to extend the DE beyond that deadline. DEs may only be extended until the end of the following term.
- DEs normally should not be used in capstone courses (see IP below).
- Students granted a DE grade are responsible for making satisfactory arrangements with their instructors for completion of outstanding course requirements. If the grade is not received by the deadline, the DE grade will be converted to an N.
In Progress (IP)
The designation IP (in progress) is given when a student will be taking a course over multiple terms. An IP remains on a student's transcript even when they complete the course successfully in a later term (often seen with thesis courses).
- Example: If a student takes a course in Spring 2023 and does not complete it (and does not anticipate completing it soon) they enroll in the same course in Summer 2023 (if available) to complete the course. The IP will remain on the transcript for Spring 2023 and Summer 2023 will have the final grade assigned and thus the unit will be awarded.
Resolving missing grades
Missing grade roster deadlines can disrupt the entire academic and administrative cycle including graduation processing, course planning, accreditation and government requirements.
Here are some sample emails units can send to faculty members who may be late in submitting grades. Copy, paste and edit text as needed.
Click for Reminder Sample Email #1 | Importance of Timely Grade Submission
Reminder: Importance of Timely Grade Submission
Dear Faculty,
As we approach the end of the term, I would like to take a moment to emphasize the critical importance of submitting final grades by the established deadline.
Timely grade submission ensures that:
Students receive feedback to make decisions regarding academic standing, course planning, and future opportunities.
Graduating students are eligible for degree completion and transitioning smoothly into careers or further studies.
Students are eligible for/can apply for funding: complete transcripts (all grades) are required for award applications for standing and eligibility.
University operations remain compliant with accreditation and reporting standards, including federal and institutional requirements.
Delays in grade submissions can create significant challenges for students and administrative processes alike. We sincerely appreciate your attention to this important responsibility and your continued commitment to supporting our students’ success.
Click for Reminder Sample Email #2 | Short version
Subject: Urgent Reminder: Submit Final Grades by the Deadline
Dear Faculty,
As we near the end of the term, please remember that final grades must be submitted by the deadline to avoid serious impacts on students and university operations.
Timely grade submission is essential to:
Certify graduation for eligible students
Ensure financial aid and scholarship processing
Complete academic standing reviews
Maintain compliance with accreditation standards
Late submissions cause delays that can affect students' academic progress, financial aid, and post-graduation plans.
Thank you for making grade submission a top priority. If you experience any issues, contact me immediately.
Best regards,
[Your Name]
Notes:
- Grade changes are submitted through the online Grade Change eForm are routed for the required approvals at instructor, department and/or faculty level: https://www.sfu.ca/students/source/gradechange.html
- The Grade Change eForm and approval access is not managed by Graduate Studies; contact SFU Help to request changes to the Grade Change Security Roster (gosfuhelp@sfu.ca)