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 MyOregonState using your ONID username and password. For assistance with your GAP, call or email the Service Desk, 541-737-8787, [email protected] or http://is.oregonstate.edu/service-desk.
2. Under 'Resources,' type 'grades.' You will see 'Final Grades Menu.' Click and it will take you to Online Services.
3. Choose the Final Grades - File Upload option
4. Select the appropriate term from the drop down menu, and then click "Submit."
5. 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."
6. 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)
7. Click on "Process File." This "submits" your grades to Banner.
8. 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).
9. 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."
10. 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

Step 1 – To access grade menus and rosters:

1. Log on to MyOregonState using your ONID username and password. (If you need assistance with logging into MyOregonState, please contact the Service Desk, 541-737-8787 or [email protected] or http://is.oregonstate.edu/service-desk)
2. Go to the Academic Resources tab.
3. Click on Final Grades Menu. Please then see Step 2 for grade roster entry instructions below.

final_grades_menu.png

  4. This will open a new tab. 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. 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).

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.

AWA Submission Process:

1. To access and run the Missing Final Grades job, go to the Banner Login page and log into AWA.
2. Under My Catalog, select SFR2700, Missing Final Grades, then click the Execute button.
3. Under Results, click on the job request.
4. Fill in the parameter values. See above for example.
5. Click the "Submit" button.
6. The report results will be emailed to you automatically as a csv and lis file. The subject line of the email will look like this: [PROD] JOBP.STUDENT.SFR2700.

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.

Q: When is the last point at which an incomplete grade can be resolved by the student?

A: Typically, it is within a time period established by the instructor. If the instructor has not established a deadline, then the student has until the last day of Dead Week before finals begin, to submit the required work to the faculty a year after the term in which the student received the incomplete. For example, if a student received an “I/Alternate Grade” in Fall 2016 without any specified deadline by an instructor, they have until the last day of Dead Week of Fall 2017 to turn in the completed work to the instructor to complete the “Incomplete”. The instructor has until the last day of term (normally Friday of Finals Week) to submit the removal of an incomplete to whatever grade the student earned to the Office of the Registrar.

Q: What happens if the instructor is no longer at the institution a year after the “I/Alternate Grade” was recorded?

A: The student should meet with the department chair who offered the course to reinstate the expectations of what would need to be completed (and by when it needs to be completed) for the incomplete to reflect the earned grade for that course.

Q: What if the student requests an “I/Alternate Grade” but also intends on graduating that very same term?

A: The student should know whether the Alternate/Default Grade will impact their ability to graduate that same term. If it does, the student should withdraw the request to graduate at the Office of the Registrar before the last day of final exams for that term, until the incomplete has been resolved at some future date/term and an earned grade has been recorded. Subsequent to the earned grade replacing the incomplete, the student can then re-file to graduate.

Q: What if the student has applied to graduate, final grades have been processed for the term the student wished to graduate; and the “I/Alternate Grade” defaults to a grade that does affect their graduation status. Can the student request the Alternate Grade revert back to an incomplete?

A: No. Academic Regulation 17 specifically states: “Under no circumstances shall a student who earns an A–F grade or an N or U grade have their grade changed retroactively to an I grade.” Students need to pay careful attention to “I/Alternate Grades” that are clearly displayed on all unofficial (and official) transcripts and the “Grade Term Report” via the Student On-Line Services web site where a student’s grades can be accessed by the student. If the student suspects or is informed by their academic advisor or the Office of the Registrar that the “I/Alternate Grade” will negatively impact their ability to graduate, they should go to the Office of the Registrar to withdraw their application to graduate. This request to withdraw the application to graduate must be made before all grades are processed for the term in which the student wishes to graduate.

Q: What if an instructor does not turn in their grades on time, will the instructor still be able to submit an “I/Alternate Grade for the student?

A: Yes. While 99.7% of all grades are turned in by the required deadline for each term, if the instructor misses the cutoff for turning in grades the Office of the Registrar will be able to process these late grades (including the “I/Alternate Grade”) and ensure they are correctly attributed to the students affected.

Q: Will other incomplete (“I”) grades from terms prior to Fall 2007 also default to an alternate grade (i.e., an “F”) after a year or when a student applies to graduate?

A: No. The revised Academic Regulation 17 goes into effect for Fall 2007 and all future terms. It is not retroactive to previous terms. Incompletes for all terms prior to Fall 2007 are at the discretion of the instructor and can either be changed to an earned grade or remain as an incomplete indefinitely. These grades are clearly identified by the lack of an alternate grade. For example, an “I” denotes the incomplete was assigned by the instructor prior to Fall 2007. All incompletes from Fall 2007 on would be reflected as an “I/Alternate Grade” (I/A, I/A-…I/F, I/P, I/N, etc.).

Q: Does Academic Regulation 17 apply only to undergraduate students, or are other student populations similarly affected?

A: All students are held to the same grading systems. Academic Regulation 17 will apply equally to undergraduates, post-baccalaureates, graduate, non-degree seeking students, etc.

Q: What will we see on our unofficial and official transcripts?

A: Students will see the incomplete and the alternate grade (i.e., I/A, I/A-…I/F, I/P, I/N, etc) in the grade field. However, until the incomplete is resolved, it will retain all of the same characteristics of an incomplete grade. In other words, the incomplete will not count in credits earned or a student’s institutional GPA. This will ensure that a student will not have an incomplete grade count in their credit totals or have it affect their GPA until the incomplete is resolved or defaults to the Alternate Grade.

Q: If a student selected a grading option of Satisfactory/Unsatisfactory (S/U), will the instructor assign an “I/S” or “I/U” during the submittal of the grades for that term the incomplete was requested?

A: No. Satisfactory/Unsatisfactory (S/U) grade options are converted after the submission of the “I/Alternate Grade” is determined by the instructor. For example, if the student has requested an incomplete and has opted for an S/U grade, the instructor will submit an “I/Normal Grade” (i.e., I/B+) at the end of the term. The Office of the Registrar will subsequently convert the “I/Normal Grade” to an “I/S” or “I/U” in accordance with the grading option chosen by the student.

Q: What happens if a course had received an “I/Alternate Grade” the first time the course was taken, but the student retakes the course for a grade?

A: According to Academic Regulation 20 (Repeated Courses), both courses would appear on the student’s academic record (transcript), but only the second grade would be counted in the cumulative GPA and toward graduation requirements. Even if the “I/Alternate Grade” were to subsequently default to the Alternate Grade, the second taking of the course would be the one that counts.

Q: What happens if a student’s academic progress in a given term is interrupted by an emergency situation (serious illness, accident, or death of a family member)? Can the student request incompletes for all his/her courses?

A: Yes. Subsequent to the revision to Academic Regulation 17, the Faculty Senate also approved a revision to Academic Regulation 13c that allows the student to withdraw within the last four weeks of the term with incompletes in all subjects. The student (or family member), however, must submit evidence of the emergency situation to the Registrar for consideration. The Office of the Registrar is then charged with contacting each instructor and recording the individual “I/Alternate Grade” for each course the student is still enrolled for that term.

Q: Can a student petition for an extension to resolve the incomplete in excess of the one year?

A: Possibly. The instructor must be willing to provide an extension. However, if the instructor does not agree to extend the timeline, it is unlikely anyone else would supersede that decision. If the instructor is willing to extend the timeline, the student can complete the Petition Extension of Time to Remove Incomplete Grade. The petition requires the signatures of the course instructor and department chair, and potentially, the approval of the Academic Requirements Committee to gain approval of the extension.

Q: Who can the student talk to for specific questions regarding the changes to Academic Regulation 17?

A: The students are encouraged to ask questions of their departmental or college advisors and/or to contact staff in the Office of the Registrar. Students are encouraged to call by phone (541-737-4331), utilize email ([email protected]), or visit the office in-person, B102 Kerr Administration Building.