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What Happens to My Final Grades?
Overview
At Capitol Technology University, you do not need to enter final grades into any other system. Faculty are responsible for ensuring all assignments in the Canvas Grades section (Gradebook) are graded. Once grades are finalized in Canvas, they are automatically transferred to our Student Information System (Jenzabar/J1) and will appear on students’ official and unofficial transcripts.
Below is an overview of the process and answers to common questions.
FAQs
How does the Canvas-to-J1 grade transfer process work?
When the Registrar opens the grading period for midterm or final grades, Canvas automatically sends grade data from the Gradebook to MyCapitol via its API. This process runs every two hours and continues until one hour before the Grading Period closes.
Why do we use this process?
This automated process:
- Eliminates manual grade entry, saving faculty time.
- Ensures timely and accurate grade posting for students, supporting tuition reimbursement and financial aid processing.
- Promotes transparency by keeping students updated throughout the semester.
How does Canvas know which grade to transfer?
The process pulls the letter grade from the Total column in the Gradebook.
Note: The Total column reflects the student’s current grade and does not account for ungraded assignments.
How can I ensure my grades transfer accurately?
- Set up your assignments correctly – Confirm that due dates and weighted assignment groups are accurate.
- Check your Gradebook settings – Use our [Gradebook Settings resources] to confirm correct setup.
- Grade all assignments – Canvas treats ungraded assignments as zero, which can lower the final grade. Ensure every assignment has a grade before the grading period ends.
What if I need to change a grade during the grading period?
If the grading period is still open:
- Edit the assignment or rubric in Canvas.
- The updated grade will be sent to J1 within the next two-hour transfer cycle.
What if I need to change a grade after the grading period closes?
Once the grading period closes, Canvas will no longer send updates.
- First, make sure Canvas grades are correct.
- Then, submit the Grade Change Form to the Registrar’s Office.
Can I change a letter grade directly in Canvas?
No. Letter grades can only be updated by re-grading assignments. Adjust the scores on relevant assignments to update the calculated grade.
How are grades handled in cross-listed (parent/child) courses?
Grades are recorded based on the student’s original enrollment. Final grades will appear in the child course, which is the course in which the student was first enrolled.
How are grade changes and incompletes processed?
Follow the university’s Grade Change and Incomplete policies. Faculty must submit the Grade Change Form, available in the Faculty section of the MyCapitol Portal.
When do students see their grades in MyCapitol?
The Registrar observes a 24-hour blackout period after grading closes. The grading period typically lasts up to one week to allow faculty to verify consistency between Canvas and MyCapitol before grades are released to students.
Will there be a need to access the My Capitol portal for grade entry?
Yes, Faculty will still be required to access MyCapitol verify the accuracy of the grades transferred from Canvas. Additionally, if you are teaching an in-person or online course you must enter absences for any student earning a failing (F) grade for Financial Aid purposes.
Troubleshooting
If your grades are not appearing in MyCapitol after the grading period, or if you notice discrepancies, try the following steps:
- Verify grading period status – Confirm with the Registrar that the grading period is still open. Once it closes, Canvas will no longer send updates to J1.
- Check the Gradebook Total column – Ensure all assignments have grades entered and that the Total column reflects the correct final score.
- Confirm assignment setup – Verify that due dates, points possible, and weighted assignment groups are accurate. Incorrect setup can cause calculation errors.
- Ensure Gradebook settings are correct – Review your settings using our [Gradebook Settings resources] to confirm correct policies for late work, posting grades, and calculation methods.
- Allow time for the transfer – Remember, Canvas transfers grades to J1 every two hours during the grading window. If you just made a change, wait at least two hours before re-checking.
- Check for ungraded assignments – Canvas treats ungraded assignments as zero, which may affect the final grade calculation.
- Clear your browser cache and try again – This can resolve display issues when viewing grades in Canvas or MyCapitol.
Still Need Help?
Reach out to the Online Learning team at ask@captechu.edu and we’ll be happy to answer any additional questions you may have.