[TI] Admin Guide: Grades

Home Institution admins: Please see [HI] Admin Guide: Grades for instructions on viewing, translating, and recording grades received from Teaching Institutions.

How Grades Work in Acadeum (TIs)

Within a consortial agreement, Teaching Institutions are responsible for assigning and submitting final course grades for students enrolled in their courses through the ACS Administrator Application.

Grades entered by Teaching Institutions:

• Are submitted using the TI’s institutional grading scale
• Are transmitted securely to the Home Institution through ACS
• Are not translated or modified by Acadeum

Once submitted, grades become visible to the Home Institution for transcript processing.

In a transfer agreement, Teaching Institutions do not submit final course grades through ACS. For these situations, refer to Transcribing Credit below for information on how students request their transcripts. 

Teaching Institution Grade Timelines

Acadeum requests that Teaching Institutions submit final grades within 10 business days of course completion. This timeline may vary based on:

• The Teaching Institution’s academic calendar
• Extensions or incomplete grades
• Internal grading and approval processes

If the 10-business-day window has passed and a grade is still missing, HIs may reach out to the Teaching Student Contact (TSC) to request a grade rush when a grade is urgently needed (e.g., graduation, financial aid, transcript deadlines).

Note: To learn how Home Institutions view and translate final course grades for students enrolled at Teaching Institutions, please refer to the [HI] Admin Guide: Grades. 

Transcribing Credit

How course credit is transcribed depends on whether the enrollment is consortial or transfer. ACS supports both models by securely transmitting course completion information and facilitating transcript workflows, while each institution retains authority over how credit is ultimately recorded.

The sections below explain how credit and grades are handled in each scenario.

Consortial Courses

When a student enrolls in a course at a Teaching Institution under a consortial agreement, both the grade and credit are transcribed on the Home Institution’s transcript. 

In a consortial enrollment:

• The Teaching Institution submits final grades through the ACS Administrator Application
• Acadeum securely transmits those grades to the Home Institution
• The Home Institution records the grade and awards credit according to its institutional policies

Transfer Enrollment (Non-Consortial)

When a student takes a course at another institution without a consortial agreement, the enrollment is treated as a transfer enrollment type and is indicated as "transfer" in Acadeum Course Share.

In a transfer enrollment:

• The Home Institution has pre-approved the course as meeting curriculum requirements and eligible for credit evaluation
• The course grade and credit are recorded on the Teaching Institution’s transcript
• The student is responsible for requesting that the Teaching Institution transcript be sent to the Home Institution
• The Home Institution processes the credit upon receipt of the transcript

After a course is completed, ACS sends the student two notification emails containing a link to the Teaching Institution’s transcript request portal.

• The first email (Subject: A reminder to request an official transcript) is sent on the day the student enrollment is marked Complete in ACS 
• The second email, with the same content, is sent one week later

The student must initiate the transcript request in order for the Home Institution to receive the official credits for the course.

Note: Acadeum facilitates the process but does not determine transferability or transcript outcomes.

Entering Final Grades

As a Teaching Institution, once a student has completed your institution's course, a Teaching Administrator must mark the enrollment as Complete.  

For consortial enrollments, you will be prompted to enter the student’s final letter grade. For transfer enrollments, no grade entry is required in ACS.

Important: Final grades are required for consortial enrollments and are transmitted to the student’s Home Institution through ACS.

How to Mark an Enrollment as Complete and Enter a Final Grade

1. Login to ACS
2. From the left navigation pane, click the Manage Enrollments drop down menu (v) (Image 2)
3. Select Teaching Enrollments (Image 3)
4. Select the Accepted tab  (Image 4)
5. Locate the applicable student enrollment in the Due Status and click the More Actions (three-dot) menu (Image 5)
   • Note: Only enrollments in a Due status can be marked as Complete in order to enter a final grade, with the exception of On-Demand sections.
6. Select Complete (Image 6)
7. Enter the final Letter grade (required for consortial enrollments) in the modal window. A Numerical grade is not required by ACS; however, it is recommended and may be requested by the Home Institution.
8. Click Submit               

Once completed, the enrollment will move from the Accepted tab (see Step 4 above) to the Finalized tab.

Viewing Teaching Grades

The Teaching Grades tab in the left navigation pane of ACS displays the final grades your institution has assigned to students from other institutions.

To view records and access grade information for consortial students enrolled in your institution’s courses:

1. Login to ACS
2. Under Academics on the left navigation pane, click the Grades drop down menu (v) (Image 2)
3. Select Teaching Grades (Image 3)
4. Click the More Actions (three-dot) menu (Image 4)
5. Click Edit to change the final letter or numerical grade, add notes about the grade, or click Download to export the individual record into an Excel file. See Editing Submitted Grades below for details.

Teaching Grades Table Overview

Downloading Grade Reports

1. Login to ACS
2. Under Academics on the left navigation pane, click the Grades drop down menu (v)
3. Select Teaching Grades 
4. Select the enrollments you would like to export by utilizing the check boxes (Image A) or filters (Image B) highlighted in the screenshot below
5. Click Download (Image C) 

Editing Submitted Grades

If a grade needs to be corrected after submission:  

1. Login to ACS
2. From the left navigation pane, click the Grades drop down menu (v) (Image 2)
3. Select Teaching Grades (Image 3)
4. Locate the student enrollment and click the More Actions (three-dot) menu (Image 4)
5. Select Edit (Image 5)
6. Update the grade as needed in the modal window and click Submit 

Note: When a grade is updated, notifications are automatically triggered to the Home Institution.

Early Grade Submission

Teaching Institutions may submit early grades in ACS when grades are available prior to official course completion.

If your institution submits grades prior to official course completion:

• Grades must follow your institution’s academic policies
• Submitted grades will be visible to the Home Institution once entered in ACS
• Grades may still be updated or changed prior to final confirmation, if applicable
• Early grade submission does not override institutional grading policies or approval requirements 

Note: Final grades for On-Demand enrollments can be submitted directly within ACS. 

How to Request Early Grade Submission

To request early grade submission, email support@acadeum.com with the following information:

Subject: Early Grade Submission Request 

Include:

• Student name (as it appears in ACS)
• Student email address (as listed in ACS)
• Course code and course title
• Term and session

Once the request is received, Acadeum Support will update the student’s enrollment status from Active to Due in ACS, enabling your institution to submit the grade early.

Incomplete Grades and Extensions 

If a student is granted an incomplete or course extension: 

• Enter the grade according to your institutional grading policy
• If your policy requires entering “Incomplete” as the grade, use the Notes field to provide context and any applicable deadlines so the Home Institution is informed.                                                                                                                                                            
• Communicate directly with the Enrolling Student Contact (ESC) if additional coordination is required

Once a final letter grade is submitted, the Home Institution will receive the update through ACS. 

Note: If a grade is initially entered as “Incomplete,” it is the Teaching Institution’s responsibility to update the record once the final letter grade is available. Acadeum does not send reminders to update grades.

Grade Notifications

For consortial enrollments, Acadeum prompts the Teaching Institution via the Notification Center in ACS when grades are due.

How to View Grade Notifications in ACS

1. Click the bell icon at the top of the page and click View All 
2. Select Grades to view your notifications (Image A below)
   • You can select Required from the Action drop-down menu to filter by items that require action (Image B)

Students will receive an email notification from support@acadeum.com with the subject line: "[Student Name], your grade has been posted!" as soon as the grade has been submitted in ACS.

For transfer enrollments, please see Transfer Enrollment (Non-Consortial) for more details.