Grading can be accessed through MyUK. MyUK can be accessed using your Linkblue ID and password at https://myuk.uky.edu/irj/portal. Once you have logged into MyUK select the Faculty Service tab. Under the Faculty Service Tab select Grading.
To gain access to the faculty services tab, you must sign the Statement of Responsibility and complete three brief online tutorials. If you have not done so already, please contact Belinda Rubio at Belinda.Rubio@uky.edu.
In January 2023 the Provost announced a change in grading procedures related to the Federal Title IV regulation (34 CFR 668.22(j)). One item of note we recently became acutely aware of is starting Spring 2023 only the instructor of record can input grades into MyUK through the Faculty Services tab. Teaching Assistants (TAs) who are listed on courses in course instructor management and the course catalog (TA Type 1, 2, and 3) are considered instructor of record and will be granted access to the grade submission tab in MyUK to submit grades. Instructional assistants and TA Type 4 (aka grader) will be able to continue to enter grades into Canvas, but NOT into MyUK. Grades can be imported to MyUK from Canvas through the use of a grading rubric.
For assistance setting up a grading rubric in Canvas, contact Marc Lambert, marc.lambert@uky.edu
For access to the Faculty Services tab in MyUK, contact Belinda Rubio, Belinda.Rubio@uky.edu
For assistance navigating MyUK and the faculty services tab, contact Jessica Guillen, jessica.guillen@uky.edu
Email from University of Kentucky Provost Robert S. DiPaola, M.D. on January 9, 2023:
This communication concerns updated processes related to the Federal Title IV regulation (34 CFR 668.22(j)).
In addition to confirming a student’s enrollment during the first week of class, Federal Title IV regulations require that a university determine if a student earned a non-passing grade or if they ‘unofficially withdrew’ from a course.
According to the Federal Title IV regulation, an enrolled student who fails to earn a passing grade in a course due to ending academic participation in that course at any point prior to the end of the semester — but has not officially withdrawn (per Senate Rule [SR] 5.1.7) — is assumed to have withdrawn for the administrative purposes of federal aid.
When a student withdraws, officially (per SR 5.1.7) or unofficially (defined by Title IV), the student may no longer be eligible for the full amount of Federal Title IV financial aid that the student received or was originally scheduled to receive.
To comply with Title IV regulations, all instructors of record (tenured or tenure-eligible faculty, lecturers, teaching assistants, part-time instructors, etc.) must participate in an activity monitoring process that occurs during final grade submission. Such participation will make it easier to comply with the requirements of the Federal Title IV regulations.
Specifically, the steps to make a “withdrawal” determination include:
All instructors of record will be required to provide the student’s last date of attendance, if attendance is taken in a course.
If attendance is not required for the course, then the instructor of record will be required to provide the last date of participation in an academic activity.
The above withdrawal determination will be made for any class the student failed or did not successfully complete.
Further, attendance or participation is illustrated, but not limited to, one or more of the examples below:*
Attending a class.
Participating in a synchronous class, lecture, recitation or field or laboratory activity, physically or online, where there is an opportunity for interaction between the instructor and students.
Submitting an academic assignment.
Taking an assessment or an exam; participating in an interactive tutorial, webinar or other interactive computer-assisted instruction.
Participating in a study group, group project or an online discussion that is assigned by the institution (instructor of record); or interacting in-class with an instructor about academic matters.
Participating in a class review session.
Please note that the following activities are not considered as class participation:
Logging into an online class or tutorial without any further participation.
Participating in academic counseling or advising that is outside of a class meeting.
Additional considerations relative to this regulation include:
If the student never attended or participated in the course, per the Senate Rule definition outlined below, the student shall not be assigned a failing grade, but instead an N (never attended) grade (SR 5.1.1).
Based on this information, the Office of Student Financial Aid and Scholarships will make an administrative decision of whether Federal financial aid must be returned.
These determinations of withdrawal status will be collected at the time grades are submitted to the Office of the University Registrar at the end of each academic term.
For any student appearing on the grade roster, who is given a non-passing grade, the instructor of record will be asked to select from a drop-down box a date indicating the last evidence of attendance or participation.
Instructors of record will not be able to submit a grade for students who the instructor of record has determined to have a non-passing grade, until the last date of attendance or participation has been entered.
Instructors of record may refer to Canvas or other instructor course records to establish last date of attendance or participation before entering grades.
Thank you for your help in implementing this approach to this important issue. If you have any questions, please reach out to Kim Taylor in the Office of the University Registrar or Kathy Bialk, Executive Director of Student Financial Aid and Scholarships.
Warm regards,
Robert S. DiPaola, MD
Provost
*As a reminder, the University of Kentucky Senate’s definition of required interactions is as follows:
"Required interactions" (SR 5.1.7.3, SR 5.2.5.2 and SR 9.1) are interactions that, if not completed at or by their specified date and time, would penalize a student in a course. Interactions may include, but are not limited to, student engagement with other students (e.g., participating in an in-class or online discussion), engagement with the instructor (e.g., attending class) or engagement with an instructor’s proxy (e.g., attending a guest lecture or uploading a file to the course management system).
University Senate Rules (SR 5.1.6) require that midterm and final grades be submitted by published deadlines. Instructors can view the grading windows of any class they are assigned by checking the Grading portal or Class Roster, both under the Faculty Services tab in myUK.
For more information about entering grades, please see: https://registrar.uky.edu/grading-information
As of August 12, 2021, the following information about Granting an Incomplete was available via the Ombud’s website (https://ombud.uky.edu/faculty/course-policies/incomplete-grades)
The grade I means that part of the regularly assigned work of the course remains undone. It shall be conferred only when there is a reasonable possibility that the student can complete the work within the allowable period of time for removal of an I grade and that a passing grade will result from completion of the work. Except under exceptional circumstances, the student shall initiate the request for the I grade. An I grade shall not be conferred when the student’s reason for incompleteness is unsatisfactory to the Instructor of Record. A grade of I must be replaced by a regular final letter grade not later than 12 months from the end of the academic term in which the I grade was awarded or prior to the student’s graduation, whichever occurs first. The Registrar’s Office shall provide notification to the Instructor of Record at least two months prior to expiration of the allowable period. The Instructor of Record can extend the allowable period for up to an additional 12 months by completing a grade assignment form. If the Instructor of Record is not available, the department chair or dean of the college in which the course is offered may complete a grade assignment form to extend the allowable period for up to 12 months. In the event the grade of I is not replaced by a regular final letter grade within the allowable period, Registrar shall change the I grade to a grade of E on the student’s permanent academic record and adjust the student’s GPA accordingly. In the event that an I becomes an E, the Instructor of Record may submit a grade assignment form to replace the E within 12 months from the time the E was assigned. A graduate who had an I grade on his or her academic record at the time of graduation (and which grade was subsequently changed to an E by the Registrar) may be allowed a maximum of 12 months following the end of the academic term in which the course was taken to satisfactorily complete the course and receive a grade change.
Each department is responsible for recording information for each incomplete, specifying:
The student name and student number;
The course and section number, hours of credit, semester, year, instructor of record;
The work to be completed and basis for grading; • The time frame for completing the incomplete (not exceeding 12 months); and
Documentation that the student has been advised of the conditions for removing the incomplete
This information shall be filed with the department chair or chair’s designee. It is preferable that the information be signed and dated both by the student and the Instructor of Record.
The decision to grant an incomplete is up to the instructor. The College of Public Health has additional forms to complete when a student is requesting an incomplete grade.
In addition to the information above and the template provided on the next page, some general guidance is as follows:
“I” grades should only be awarded to students who can pass the course if they complete the necessary requirements.
The [reason for incomplete] can be changed depending on the nature of the incomplete. This is where you will provide the brief statement for giving the “I” grade as required.
The [date] for completion can be less than 12 months away, but that is the maximum time able to be allotted. (The “I” grade must be cleared before graduation as well.) For example, if the student only needs to make up a few assignments, a few weeks or a month time frame might be reasonable. If the number or length of assignments is greater, then a longer time period could be given. This is based on what the instructor or record finds reasonable based upon their own expertise and discussion with the student.
Though not required, it is helpful to include a specific list of the assignments that need to be completed.
Please note if any assignments (such as in-class participation assignments that cannot easily be made up) are excused.
The student isn’t required to sign the document, but they need to be provided a copy of it.
To update an “I”, simply go back into myUK as if you were submitting final grades. Choose the correct semester and course roster. Change the student’s “I” to the correct letter grade, then select submit to registrar.
[Date]
[Student name] (student ID [number]) has requested to take an incomplete for [course] ([3] credit hours) for [semester]. [Name] and I have discussed [reason for incomplete]. I am granting the student an incomplete for this semester.
[Name] has agreed to make up the work [general time frame, like the summer semester or the next 3 weeks]. The student will be responsible for handing in all work missed no later than [date]. The missing coursework is as follows:
[specific list of items missing]
These assignments will be graded and counted toward the final grade as outlined in the syllabus for the course. [Include any excused work here, such as attendance/participation.] The final grade will be calculated using all completed work submitted no later than [date]. Failure to successfully remove the incomplete will result in [student name] receiving [letter grade] for this course; this would be the student’s current grade as calculated with missing work recorded as 0s (zeros).
[Student name] and I discussed and agreed upon the terms outlined in this document via [method of communication].
Instructor of Record, [Course number]
[Phone number]
[Email]
To request an Incomplete Form for graduate students or the Incomplete Extension form, please contact the Graduate Coordinator, Benji Bryant (Benji.bryant@uky.edu).
