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Graduation Records and Achievement Data (GRAD) Collection Procedures

Last updated on February 19, 2026

The transfer of demographic and course data between schools and the ministry is necessary for the administration of assessments, and for the ministry to produce transcripts and certificates. 

Schools send data to the ministry for students who are completing grades 10-12 courses or intending to write Provincial Graduation Assessments. Files also include citizenship and address information for allocating awards under the Provincial Scholarships Program. 

Data must be sent through the Education Data Exchange using the Graduation module on the EDX Dashboard. 

On this page

Data submission

Important: Files submitted by 4 pm (PST) will update reports overnight. Submissions after 4 pm will update the following day.

  1. Click the "Graduation" tile to access the Data Submission page and upload files for the school
    Graduation button showing an icon of a person wearing a graduation cap, labeled ‘Graduation
  2. Click on the “Upload Graduation Data Files” feature:
    Button with a file‑upload icon and the text ‘Upload graduation data files'
  3. Click the “Browse” button, locate the folder in which the .DEM, .XAM and .CRS extracts were saved and select all three files in the window
  4. Click the “Open” button at the bottom of the window
  5. Wait for files to upload and close the window
  6. When all three files are uploaded, processing will begin
    An area showing a spinning wheel, your position in the processing queue, and the file name being uploaded.
    The spinning wheel will show your number in the processing queue along with other users that may be uploading files at the same time.
  7. Processing times vary depending on the file size and the number of other users uploading at the same time. You may wait for processing to finish, or log out and return later to check the results. A green check mark indicates when an upload has been processed. Review the data submission report for any errors  

Error management

  1. Click the “View Reports” link when it appears next to your latest submission
    A disabled grey ‘Errors/Warnings’ link with a separator line below it, and an active blue ‘View Report’ link beneath the line.
    Errors mean data was not loaded and will prevent student information from appearing on transcripts or reports. You must correct the data to update the student record. Warnings are informational, and the school can decide if further action is needed.
  2. Use the filter button to review in more detail
    Filter button with a funnel icon beside the text ‘Filter.’
    Example: To search for .DEM file errors only, select File Type 'DEM' and 'Has Errors'. You can reset filters by clicking on the 'Clear All' button. Screenshot below shows filter options in EDX interface.

    A filter dialog box searching by name, ID, file type, and errors/warnings
  3. When reviewing errors or warnings, find more information by clicking the icon in the last column, which will allow you to review the data submitted for that student
    A disabled grey ‘Submission’ label with a separator line below it, and an active blue icon showing an arrow pointing to a card with text lines
  4. Data flagged as an error is not loaded, which will affect a student's transcript or graduation status. Errors must be resolved in the school database and the .DEM, .CRS, .XAM files must be resubmitted
  5. Continue to check for new reports after each resubmission to see if any errors remain. Continue to correct and resubmit as needed

Find student in data submissions

Use this menu to find the submission history for any student included in the school’s .DEM, .CRS, .XAM files for the current and previous reporting cycle.

  1. Enter the student’s PEN and click "Search"
    Find student in data submissions section with instructions, an ‘Enter PEN’ field, and Search and Clear buttons
     
  2. Review the school’s most recent submission record for the student. The submission date is on the right
    One submission found with the submission date highlighted in green on the right
     
  3. Click the date field to open the student's full submission history. Click on any entry to review what was submitted on the dates listed (if multiple) and by which school user
    Student submission dialog box showing a list of submissions for the student, including submission dates and the user who uploaded each one

GRAD system reports

Use this menu to view individual student and summary reports related to graduation. 

Button with a chart icon and the text ‘GRAD System Reports

When files are submitted by 4 pm (PST), the following GRAD System Reports should update overnight.

  • Transcript Verification Reports (TVR)
  • Student Transcripts Previews
  • Projected Non-Graduates - Summary Report
  • Graduation Summary Reports

Reminder: Individual student reports will only update when a student's data has changed.

  1. Enter a student PEN to find their Transcript Verification Report, transcript or XML preview
    Section titled ‘Individual Student Reports.’ Inside the box is text that reads: ‘Find TVRs and preview transcripts for individual students in GRAD using their PEN.’ Below is a field to enter a PEN number and a Search button.
  2. Summary reports for the school can also be viewed on this page. If you are logged in as a district user, you will need to first select the school to access any summary reports

Current students in GRAD system

Use this menu to view any students who are current in the ministry’s GRAD system database, where your school is the School of Record (SOR) for transcript purposes.

An image of a page containing five tabs, with the ‘Current Students in GRAD System’ tab underlined to show it is active. Beneath it is a table of student details and a filter icon on the right.

  1. Click "Filter" to view students in this list by PEN and ID, grade level, program or completion status

 A filter dialog box that allows searching by student name, ID, grade, and program.
Important: The School of Record (SOR) is responsible for submitting school percentages for all courses to the ministry, including percentages for those courses taken at another school. If you are not the SOR, report the course marks to the SOR for inclusion in the next data transfer to the ministry.

If students are included in your .DEM, .CRS, .XAM file submissions, the system will automatically set your school as the SOR.

Contact information

Email
GRAD.Support@gov.bc.ca