Final Grades Submission

Grade Deadlines

Consult these charts to find out when grades are due for the term. Note: In Summer term the deadlines vary according to the session in which the course is being held.

How to Enter Grades Online (Keyed Entry) (File Upload)

Keyed Entry and File Upload are two options available for instructors to submit their final grades.

Who Can Submit Grades

Find out who is eligible to submit grades for a course. Also, we provide detailed instructions for how to assign an instructor to a course that they may submit grades.

Monitoring Grade Processing

Our office greatly appreciates the assistance of departmental staff in the monitoring of grade processing in their departments. This section provides methods and instructions for obtaining missing grade reports.

Web Grading FAQ's

Have a question not answered in the sections above? See if the answer is in the frequently asked questions.

Faculty Grade Deadlines

 Dates & Deadlines Fall 2017
  Date Notes
Web Grading Open for Faculty 11/27/17 Available Online
Grade Submission Ends - 5 p.m. 12/11/17 All grade submission ends at 5 p.m.
Grade Processing is Complete 12/14/17 All grade processing is complete. Students' academic records, GPAs,
and academic standings have been updated and are available for students online.
Dates & Deadlines Winter 2018
  Date Notes
Web Grading Open for Faculty 3/12/18 Available Online
Grade Submission Ends - 5 p.m. 3/26/18 All grade submission ends at 5 p.m. (Monday after finals week.)
Grade Processing is Complete 3/29/18 All grade processing is complete. Students' academic records, GPAs,
and academic standings have been updated and are available for students online.
Dates & Deadlines Spring 2018
  Date Notes
Web Grading Open for Faculty 6/4/18 Available Online
Grade Submission Ends - 5 p.m. 6/18/18 All grade submission ends at 5 p.m. (Monday after finals week.)
Grade Processing is Complete 6/21/18 All grade processing is complete. Students' academic records, GPAs, 
and academic standings have been updated and are available for students online.
Dates & Deadlines Summer 2018
  Dates Notes
Web Grading Open for Faculty for All Sessions 6/25/18 Available Online
Grade Submission for Sessions 2, 6, B2, & B3 7/23/18

Grade submission for sessions 2, 6, B2, & B3 ends at 5 p.m.

Grade Submission for Sessions 3, 4, B1, B4, & B5 8/20/18 Grade submission for sessions 3, 4, B1, B4, & B5 ends at 5 p.m.
Grade Submission for Sessions 1, 5, B6, & B11 9/10/18 Grade submission for sessions 1, 5, B6, & B11 ends at 5 p.m.
Grade Processing is Complete 9/13/18 All grade processing is complete. Students' academic records, GPA's, and academic standings have been updated and are available for students online.

Faculty Grade Entry - New

Introducing Faculty Grade Entry

Faculty Grade Entry provides a user-friendly experience for entering midterm and final grades in Banner. Whether it is the keyed-in entry of grades or the file upload process, grading is a new experience with Faculty Grade Entry.

Faculty Grade Entry highlights are:

  • Display of all gradable courses as one list.
  • Easy navigation between multiple courses and rosters.
  • Multiple system notifications informing of missing grades, errors in grade submission, and status of grading process for each course.
  • Improved Grade File Upload process.
  • Less time spent searching for courses and students.
  • Course Details Tab with pertinent information about the selected course.

Logging into Faculty Grade Entry

In MyOSU, Faculty Grade Entry link is located in Faculty/Advisor Tab in Faculty Tool Kit.

Faculty Grade Entry link is also located in Final Grades Menu in Online Services under Faculty & Advisor Tab.

Once logged in, click on one of the courses displayed as a list to load the student roster. Grades can be entered directly in student roster Final Grade column or through File Upload process. See below instructions on grade entry.

Entering Grades

There are two ways to enter grades in Faculty Grade XE: Keyed Entry and File Upload process for both Final Grades and Midterm Grades.

Keyed Entry

For keyed or manual entry of grades, simply click on the grade box and select a grade from the drop-down list of grades. Alternatively, a grade can also be typed in. Last Date of Attendance information is required for the grades F, N, I/F, I/N. Last Date of Attendance must be within Monday of week one and Friday of week ten (Dead Week) of the term. Finals week does not count for this process. Last Date of Attendance must be entered in the following format with leading zeros: mm/dd/yyyy. For example, 05/05/2017 and 12/05/2016.

keyed entry

File Upload

Grades can be entered by uploading an excel file with student roster and grades. It is highly recommended that Export Template function and download the class roster from Faculty Grade Entry to prepare the grade file for entering grades To download the class roster, select the course in the course list and click on the "gear" icon on the top right corner of the page. Select Export Template. Save the class roster as an excel file on your computer desktop to enter student grades and last date of attendance information. Preparing the grade file following these steps will reduce grade entry errors in the system and will eliminate the step of mapping the file columns for the grade upload process as in step three below.

Import Expor1

Expor as excel

 

Excel file inside

Last Date of Attendance information is required for the grades F, N, I/F, I/N. Last Date of Attendance must be within Monday of week one and Friday of week ten (Dead Week) of the term. Finals week does not count for this process. Last Date of Attendance must be entered in the following format with leading zeros: mm/dd/yyyy. For example, 05/05/2017 and 12/05/2016.

File must contain term, CRN, student ID, grade, and last date of attendance. In the "gear" icon on the right corner of the screen next to the logout button, select Import from drop-down list. Grade Import Wizard will start the file upload process.

Step One: Select the file with grades from your computer. And click Continue.

wizard step 1

Step Two: Preview the file that you have selected within the Grade Import Wizard for accuracy, and click Continue.

wizard step 2

Step Three: Select the required columns needed for grade submission and click Continue.

wizard step 3

Step Four: This step provides a validation report and any errors that occurred while processing the grade file. An excel file with errors can be downloaded to review the errors. If no issues, click Continue. Otherwise correct the errors and start the process over with step one. Click the Cancel button on the top right corner of the grade wizard if there are issues that must be resolved before submitting the grades.

wizard step 4

Step Five: Click Finish, and address any errors separately.

wizard step 5

Information Tabs

Getting Started, Course Details, and Student Details provide brief information and tips on grade submission, links to related tutorial webpages, course start and end dates, number of grades needed, missing grades, and student information.

Information tabs

Search Function

Search for students or courses in the two search fields in Faculty Grade Entry. Search for students in the student search field by entering students name or OSU ID number. Search for courses by entering either one of these keys: CRN, subject code, or course title. The first three characters entered start narrowing down the search results.

search

Sorting

Course list and student rosters can be sorted. Sort any column by alpha A to Z or Z to A, or by number lowest to highest and highest to lowest.

Grade Status Indicator

Each course in Faculty Grade Entry has a Grading Status Indicator. Final Grades have two indicators: Indicator "Grading Status" shows grade entry process status. Indicator “Rolled” shows if entered grades have rolled to academic history. When grade entry has been successfully completed, "Grading Status" indicator turns green. "Rolled" indicator remains gray until the submitted grades have fully rolled to academic history by Office of the Registrar.

TIP: You can also sort your classes by Grading Status bar indicators.

grade status bars

Notifications

Faculty Grade Entry displays system notifications. Notifications appear when grades are submitted successfully, grades have not been saved, or entered grade or last date of attendance date format is incorrect.

notification successful

notification grade not saved

notification last day attendance

Still Under Development

Currently, we cannot change submitted grades that have already rolled to academic history using Faculty Grade Entry. Grades that have rolled to academic history must be changed through the old method using Online Services link Final Grades-Change Posted Grade.

Helpful Grading Related Sites

Grading and Web Services: http://oregonstate.edu/registrar/grading-web-services

Grade Submission: http://oregonstate.edu/registrar/grade-submission

Grading Videos: http://registrar.oregonstate.edu/node/146/#GradingVideos

Contact Us

Email us at gradingquestions@oregonstate.edu with grade submission related questions. Grading team will be happy to assist you with your question.

FAQs

Q: Will the old grade entry methods remain available?

A: Yes, the old grade entry links in MyOSU/Online Services will remain available.

Q: When I click in Last Date of Attendance box to enter last date of attendance for the student, a message pops up in Notification Center that says “Student has not withdrawn from the class.” Why do I get this message?

A: Faculty Grade XE provides this message to indicate that student has not withdrawn from the course and therefore needs a last date of attendance if receiving any of the grades F, I/F, N, I/N.

Q: If I enter grades for the same class in both systems at the same time, would there be a problem?

A: Yes, this will cause an error and your grades will not be saved.  You will have to re-enter your grades.

File Upload

Process

Text files must contain a minimum of OSU Student IDs (the 9-digit SIS number) and Grades, formatted as either Comma Separated Values (CSV) of Tab Separated Values (TSV) on the same computer.

For the typical example, an instructor downloads his/her class list from Faculty & Advisors Menu Class List Download or the Student Data Warehouse as a Comma Separated Values (CSV) file. This file would then be uploaded into Excel. Each student would be loaded into a Row and each data element for that student would be loaded into the Columns of that Row.

The instructor would then save the completed document, with final grades, as a CSV file.

Using the Final Grades - File Upload process, the instructor uploads his/her complete grade book file. The instructor only has to identify the locations (columns) of the data needed for grading. All other data columns are ignored. For example if the CRN was in Column 1, Student ID (9-digit SIS number) in Column 2, and Final Grade in Column 19, those would be the only columns needed to be identified in the Grade Upload forms.

After processing the file, there will be a summary presentation of each record in the file and the results (success or failure) of that individual record. Records that fail are displayed with messages indicating the errors.

Grade book files could be submitted more than once. However, once a student's grades have been processed into their record, subsequent records that attempt to change that grade will be rejected.

Course Identifiers

Courses to be graded must be identified by using only one of the following four methods. The first and second methods are universally applied to the grade book file submitted and are external to it; the values are selected on the final grade upload Web page. The third and fourth methods require the selection criteria to be included with the grade book file for each record, and as such, the grade book file could contain grades for different courses.

  1. Subject/Course: An instructor who teaches multiple sections of the same course sometimes treats the combination of all sections as "one" course and maintains only one grade book file for all students in all sections. Using the Subject/Course selection criteria, the upload process will attempt to match each student in the grade book file to the course taught by this instructor, with a matching Subject and Course, regardless of the Section Number.
  2. CRN: Using the CRN selection criteria, the upload process will attempt to match each student in the grade book file to the course taught by this instructor matching this specific CRN.
  3. Data Items Subject/Course/Section: The upload process will attempt to match the student, subject, course number and section number in each file record to the course taught by the instructor.
  4. Data Item CRN: The upload process will attempt to match the student and CRN in each file record to the course taught by this instructor.
Instructions
  1. Log on to MyOSU using your ONID username and password. For assistance with your GAP, call or email the Service Desk, 541-737-8787, service.desk@oregonstate.edu or http://is.oregonstate.edu/service-desk.
  2. Choose the Faculty/Advisors tab
  3. Choose the Final Grades Menu
  4. Choose the Final Grades - File Upload option
  5. Select the appropriate term from the drop down menu, and then click "Submit."
  6. The classes you teach will appear in a drop down box. Select the CRN for which you want to process grades, and then click "Submit."
  7. Follow the steps outlined on this form to submit your file.
    • Enter path/file name
    • Indicate file type (comma separated values or tab delimited values)
    • Identify course identifiers common to all student grade entries, if not included in each entry.
    • Indicate the position of data elements in a student grade entry (subject code, course number, section number, CRN, student ID number (the 9-digit SIS number), student name, grade)
  8. Click on "Process File." This "submits" your grades to Banner.
  9. Review of Final Grade Upload Process - This screen indicates the results of your file submission. If an entry failed to complete successfully, a descriptive error message will be displayed. To immediately enter or correct grades (or to review your work), return to the Faculty and Advisors menu and choose the "Final Grades - Keyed Entry" option. Be sure to "submit" your corrections. (You may also make corrections by resubmitting your file, through Final Grades - File Upload process. If so, be sure to check results of this submission).
  10. Missing Grades - If there are students registered for one of the classes just processed who did not receive a grade, that information will be listed at the end of the Review of Processing page. You may make corrections by accessing "Final Grades - Keyed Entry", making the changes, and then clicking on "Submit."
  11. Changing Grades on a Later Day - Grades submitted to Banner are processed (rolled) into a student's record nightly from the first day of finals through the final date. Accessing the "Final Grades - Keyed Entry Form" you will see a column called "Rolled," If a Y appears in that column, you know that the grades have already been entered into the student's record. To change a grade that has been rolled, use the Change Posted Grades option in the Final Grades menu.
Tips
  • Large files may take a few minutes for processing before the Review of Processing screen appears.
  • Be sure to correct any problems or missing grades.
  • Click on a "student's name" to access the student's address and phone number.
  • If the word confidential appears next to a student's name, all of the student's information, in addition to grades, is to be kept confidential.
  • Be sure to use the student's 9-digit ID

Keyed Entry

Step 1 – To access grade menus and rosters:

  1. Log on to MyOSU using your ONID username and password. (If you need assistance with logging into MyOSU, please contact the Service Desk, 541-737-8787 or service.desk@oregonstate.edu or http://is.oregonstate.edu/service-desk)
  2. Go to the Faculty/Advisor tab. Your classes should be displayed in the Faculty Grade Assignment box on the left hand side.
  3. Click on the yellow warning triangle beside the course title – this should open the grade roster in a new tab. Please then see Step 2 for grade roster entry instructions below.

Screen shot of Faculty Grade Assignment

OR – here is an alternative way to access grade rosters through Online Services:

  1. Log on to MyOSU using your ONID username and password. (If you need assistance with logging into MyOSU, please contact the Service Desk, 541-737-3474 or service.desk@oregonstate.edu or http://is.oregonstate.edu/service-desk)
  2. On the welcome page, click on Banner Self-Service in the Online Services box in the lower right-hand corner.

Screen shot of MyOSU's Online Services

3. This will open a submenu – choose Faculty & Advisors and then choose Final Grades Menu.

Screen shot of Final Grades Menu

4. Choose the first option on the list: Final Grades - Keyed Entry. (You can also access other methods of grade entry from this menu.)

5. This will open a new tab. Select the appropriate term from the drop-down menu, and then click "Submit."

Screen print for select term

6. The classes you teach will appear in a drop-down box. Select the CRN for which you want to process grades, and then click "Submit."

Screen shot of Select CRN

7. This will open the grade roster.

Step 2 – How to enter the grades once you have opened the grade roster:

  1. Your grade roster will display with twenty-five students per page.
  2. Enter a grade for each student by selecting a grade from the drop-down list in the Grade column. Only those grade marks valid for the section will appear as choices. You may need to scroll down to see the entire list of grade options. If you are not a mouse clicker, you can tab through the grade roster and type in the grade.
  3. Highlight the first student's grade box. Type in the grade (A, B, etc.). If you wish to award a plus or minus, continue typing the grade until the correct variation appears. (That is, hit B twice for B+ and three times for B-). Tab twice to grade the next student.
  4. If a grade appears for a student, the student has already been graded. Withdrawn classes ('W' grades), or thesis classes ('R' grades) are recorded (rolled) prior to the grading period and are not available for update.
  5. You will need to enter the last date of attendance for all F, N, and I/F grades. Dates must be entered with leading zeros – e.g., 01/01/15.
  6. Scroll down to the bottom of the roster and click on "Submit" to input the page of grades to Banner. Choose the next record set to get to the next page.
  7. Continue entering grades and submitting the pages until you are finished.
  8. When finished, click on View Missing Final Grades to see if you omitted any grades. If so, enter the grade and resubmit the page of grades.
Useful Tips
  • If the word Confidential appears next to a student's name, all of the student's information (in addition to grades) is to be kept confidential.
  • There is a 60-minute time limit per page. Save changes regularly!
  • Click on View Missing Final Grades to see if you have omitted any grades.
  • Click on a student's name to view the student's address(es) and phone(s).

Monitoring Grade Processing

Several tools are available to departments for monitoring grade submission by your faculty.

Class List

This report provides an avenue for printing class lists for the current term and also a grade roster for a department once grade processing is complete.

  • For Class List — log onto Banner Data Warehouse. Select SIS Student - SIS Reports. Select Current Term Class List. Fill in the parameters. Print the report.
  • For Grade Roster — log onto Banner Data Warehouse. Select SIS Student - SIS Reports. Select Past Term Class List. Fill in the parameters. Print the report.
Missing Grade Report

This report helps departmental staff monitor which grades are outstanding. Departmental staff who wish to monitor every grade roster should print the report at the beginning of grade submission (Monday of Dead Week) and continue to run the report as needed to review the department's submission progress.

Appworx Submission Process:
Run Term Select Banner Term Code.
Example:
201900=Summer 2018 
201901=Fall 2018 
201902=Winter 2018 
201903=Spring 2018

Print Mode

Select "Detail" button

Part of Term

Enter "1" for Corvallis campus. Enter "B1" for Bend Campus. For Summer term, run report for each part of term separately. Please refer to the session numbers as listed in the Summer Schedule of Classes.

Department

Select department or school code: ART

Campus Code

Enter campus code:
% = all; C = Corvallis; D% = Ecampus courses; B = OSU-Cascades; for others contact the Office of the Registrar, 541-737-4048

  1. Login to Banner and then Appworx. The Appworx Job Submission link, http://banner.oregonstate.edu/, is under My Links on the right side of the Banner General Menu.
  2. Click on the green triangle (or select Activities, then Requests).
  3. From the Requests jobs list, select SFR2700, Missing Final Grades, then click the Request button.
  4. Fill in the Parameter Values: (This example is for ART.)
  5. The Start Date at the bottom of the box will default to today’s date and to the time when you initiated your Request. It will run immediately upon Submission or you may designate a different Start Date day/time.
  6. Click the "Submit & Close" button.
  7. The report results will be emailed to you automatically as a .lis file. The subject line of the email will look like this: [PROD] SFR2700 FINISHED (Job 16589472).
  8. Open the file in WordPad: Double-click and choose Save to your computer.

If your machine has not previously opened a .lis file with WordPad, you'll need to activate the application:

  • Click the Start button, search for WordPad, click on it to open it.
  • With WordPad open, click the menu button in the upper-left corner.
  • Select Open (Open an existing document).
  • In the Open box, above the select "All Documents (*.*)"in the lower right corner.
  • Find the .lis file you saved to your computer and open it.
Preliminary Grades

Departments are able to run Spring Term Preliminary Missing Grades by using SFR2690 in step 1. The Spring Term Preliminary Missing Grades does not have the part of term parameter.

Web Grading FAQ's

What kind of computer do I need to do online grading?

You may use a PC or a Mac, a desktop or a laptop and any operating systems (Windows, NT, even Linux) You may access online rosters from on campus in offices or computer labs, from your home, or anywhere in the world. Minimally, you need an Internet connection, Netscape or Internet Explorer version 4.X or higher, and your Web browser set to accept cookies. (This service supports only MS Explorer and Netscape. It does not support AOL or Safari.) If you have problems with the redirection process, connect directly to http://infosu.oregonstate.edu and choose "Student Registration and Records." If you are on AOL or Safari, use a Netscape or Explorer browser instead of the default one. If the system still does not function properly, visit http://infosu.oregonstate.edu and choose "Administrative Computing" (at the bottom right of the page) to report the problem via email.

How do I access Web for Faculty and Advisors?
  • Login to MyOSU with your ONID username and password. If you've forgotten your ONID credentials, contact the OSU Computer Helpdesk at 541-737-3474. If you do not know your OSU ID, contact the Center for HR Systems and Technology at 541-737-8300.
  • Select the Faculty/Advisor tab.
  • Choose from the menu of services available.
When are online grade rosters available?

Refer to Dates and Deadlines for dates.

I can't see one of my CRNs in the dropdown box. What's wrong?

You need to be listed as a primary instructor or grader for each course you are teaching and grading. Check with your departmental office to correct.

Will my work be saved if I have to log off?

If you have clicked the "submit grades" box at the bottom of a page, that page is saved within Banner. If you have not "submitted" your grades, your entries will not be saved.

I want to change a grade I entered earlier? How do I do that?

As long as you have "submitted" prior to logging off from your computer, your previously entered grades will be available for update prior to any grade processing done by the Office of the Registrar. The Office of the Registrar will process grades nightly during Finals Week until grade processing is finished from 2 a.m.–6 a.m. As a further check to see if grades have been processed, access Final Grades-Keyed Entry and check the column on Rolled; Y means grades are processed (rolled), N means grades are not processed (rolled). If the column has a Y (yes), the grade has already been processed. If the grade has been processed grade changes and removals of incomplete can be made online via the Online Grade Change feature. Please note that the Online Grade Change Feature will be disabled from 5:00 p.m. Friday of Finals Week until the following Thursday morning, to allow for end of term processing. Once the feature is reengaged you will be able to enter the system and make any necessary changes.

When will students see their grades on the Web?

Grades are available to students on the Web following the nightly processing by the Office of the Registrar. The final posting of grades and the updating of GPAs and academic standings are done the Tuesday night following Finals Week.

Can someone else enter my grades for me?

It is the responsibility of the instructor of the course to assess the students, calculate the appropriate grade, and submit grades for the their students. Only the instructor of record can submit grades for a course. In no circumstances should you share your General Access PIN (GAP) with another person.

I am team teaching a course with another faculty member?

Which one of us has access to online grade rosters for our course? If your department office has designated more than one instructor with teaching and grading responsibilities, both persons should be able to grade. Check with your departmental staff if there is a problem.

I have students enrolled in thesis. How do they get graded?

Students in thesis courses are pre-graded with R grades and do not need updating by the instructor.

I have my grades stored on an Excel spreadsheet. What is the easiest way for me to submit them?

Faculty members may upload files of grades into the Web. You will need to create a file from the data on your spreadsheet. See Help for File Upload of Grades.

How do I get a paper copy of the grades I have entered?

If paper copies are desired, you may copy the grades from your Web forms page by page. These grades will remain accessible to you on the Web for 5 terms. Or, after grading has been completed on June 18, you may access the Data Warehouse. Select SIS Student - SIS Reports. Select past term and click on class list button. Fill in parameters. Print the report.

Who to contact for more help.

Office of the Registrar
B102 Kerr Administration Building
541-737-4331
Email: gradingquestions@oregonstate.edu

Who Can Submit Grades

Who's eligible to submit grades?

Faculty members who have been listed by their department as the primary instructors. Non-primary instructors with a percent workload responsibility of greater than 0%, who have been identified in Banner as "graders" and are cleared for online grading access.

Assign an Eligible Instructor

If a faculty member is not able to obtain their CRN online for grading purposes, it may be because this person has not been formally listed as an instructor on SSASECT or SYASECT in Banner.

Access Banner and follow these two steps:

  1. Contact Schedule Desk to set up new faculty and graders. Once the Schedule Desk has set up the faculty in Banner, proceed to the next step.
  2. Access SYASECT. Enter term and CRN. Next block. (Note: Grey colored areas are for Registrar's office use only.) Click on first empty ID box. Enter ID and tab. If the individual you are adding does not have teaching responsibility, you must change the percentage from 100 to zero. If they do have teaching responsibility, you may adjust the percentages so they equal 100%. Save entry. In some cases you may need to override the entry due to a time conflict. Simply type a capital O in the O (override) column and save entry.

You have now tied the grader to a specific course.