Preliminary grades & diplomas at commencement
Preliminary grades help determine which spring graduates will be eligible to receive their diplomas during the commencement ceremony.
- At OSU, we follow a specific timeline and process for clearing degree candidates for spring term.
- This process only applies to faculty who have students graduating spring term.
- Those faculty will receive a list from the Office of the Registrar (more details below).
- Deadlines for preliminary grades are determined each spring term, emailed to instructors, and posted on this page.
Timeline and process for spring degree candidates
Key dates
- Monday, May 11, 2026: Preliminary grade submission opens.
- Monday, May 18, 2026: Preliminary grades for graduating students are due.
Important notes
- Preliminary Grades: These grades should reflect the anticipated final grade. This grade holds significant importance as it determines whether a student will receive their diploma at commencement.
- “I” Grades and non-passing grades: A preliminary grade of "I" (or any non-passing grade) will prevent releasing a student’s diploma at commencement.
- Final Exams: Graduating students are required to take final exams held during the regularly scheduled Finals Week of Spring Term. These exams are crucial to ensure the fulfillment of their degree requirements. The distribution of diplomas at commencement may be updated based on a final grade, provided we receive it by Friday, June 12.
Preliminary grade submission
- The Office of the Registrar will send out detailed information, including step-by-step instructions on how to enter preliminary grades online on Monday, May 11. Affected faculty will receive preliminary grade reports that include a list of graduating students.
- Please email the Office of the Registrar at [email protected] with grade submission-related questions. We are happy to assist you.
Preliminary grade timeline
Monday, May 11, 2026
- Preliminary grade submission opens.
Monday, May 18, 2026
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Preliminary grades are due by noon.
Tuesday, May 19, 2026
- Preliminary degree review process for baccalaureate degrees begins.
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Coordination with the Office of Graduate Education for master’s and doctoral degree review begins.
Tuesday, June 2, 2026
- Students who are definitively ineligible or potentially ineligible based on university graduation requirements, college/school requirements, or departmental graduation requirements (as guided by Directors of Advising) will receive notifications. As faculty, you may start receiving questions after students receive these notifications.
Finals Week
- Faculty should submit final grades for spring term as soon as possible, particularly for degree candidates who have received a final grade of D, F, N, or I/grade.
- Until a final grade is submitted, the decision for diploma distribution will be based on the preliminary grade provided.
Saturday, June 13, 2026
- Degree candidates with degree deficiencies are allowed to participate in commencement but will not receive their diploma.
- Degree candidates with no deficiencies, determined by either final grades or preliminary grades, will receive their diploma on commencement day.
Preliminary grade entry methods
Click on the course to load the student roster.
Students with an asterisk (*) next to their name need a preliminary grade. Here’s a handy trick: you can quickly narrow down the list of graduating students by typing an asterisk (*) followed by a wildcard (%) in the Search box (e.g., *%).
Step 1 Click on the Midterm Grade box and pick a grade from the drop-down list. You can also type the grade directly into the field.
Step 2 Once you’re done, simply click on the Save button in the bottom right of the screen to save your preliminary grade entries.
Grade Status Indicator
The Status indicator will remain as “In-Progress”. This status reflects that you are entering preliminary grades for graduating students and not the entire class roster.
Enter the preliminary grades directly into the attached preliminary grade from the Office of the Registrar.
Locate the Midterm Grade column, add your preliminary grades, save the file as an Excel (.xls) spreadsheet and close it.
Import Wizard
To import and submit your preliminary grades, click the Gear icon in the top right corner, next to the profile button. Then select “Import” from the drop-down list.
Step 1. The Grade Import Wizard will appear. Follow the steps to upload and import your preliminary grades:
- Click the white Browse box next to “Upload” and select your grade file (Excel). Then click “Open” to add the file name to the Browse box.
- Click “Upload”. Wait for the progress bar to finish (it will say “Preparing”) and then disappear. Afterward, click “Continue” to move forward.
Step 2. Review the preview screen to ensure all your data has been imported accurately. Click “Continue” to move forward.
Step 3. If you’re using the preliminary grade file from the OtR, no mapping is needed. Simple click “Continue” to proceed.
Step 4. Click “Finish” to import the preliminary grades.
Feel free to click on the course again under the “My Courses” section to review the preliminary grades for graduating students.
Questions?
Please email the Office of the Registrar at [email protected] with grade submission-related questions. We are happy to assist you with your question.