Faculty Grade Entry

Faculty Grade Entry provides a user-friendly experience for entering midterm and final grades in Banner.

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 MyOregonState, the Final Grade Entry link is under Resources > Academic. The Final Grades Menu link routes to the Final Grade page in Self Service Banner, which includes a link to Faculty Grade Entry.

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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.

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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.

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.

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.

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

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

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.

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

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.

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.

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.

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.

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

Grade Submission

Grading Videos

Contact Us

Email us at [email protected] with grade submission related questions. Grading team will be happy to assist you with your question.

FAQs

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.

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.

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  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.