Incomplete Grade FAQ's

Online Grade Change Instructions

 

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For additional help...

View the Online Grade Change Video Tutorial.

 

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1) To correct a grade via the online process, first login to your online services account.

2) Once you are logged in, click on the Faculty & Advisors section of the account.

3) Select the Final Grades menu.

4) Select the Correct Term in the pull-down menu, and click Submit.

5) A pull-down menu will appear with all the courses you have access to.

6) Select the Correct Course from the pull-down menu, and click Submit.

7) The class list will appear with all students for the term and their current grades.

8) Select the Correct Student.

• Students are listed alphabetically in sets of 25 students per page.

• You can choose any set of students. If the student is near the bottom of the class list, select the group of students that includes the student you are looking for.

9) Correct the Grade.

• Select the correct the grade from the pull-down Grade menu and click Submit. Only the applicable grades will display in the menu, based on the grade mode for the course, i.e.:

• A–F grading: A, A–, B+, B, B–, C+, C, C–, D+, D, D–, F

• P/N grading: P and N

10) Review and Confirm the Grade Correction.

• Once you submit the grade correction, a confirmation page will display.

• If the grade change is correct, click Submit again, and the change will be processed.

• If the change is not correct, select the correct grade and click Submit again. The confirmation page will re-display with the updated grade.

Grade Deadlines

Dates & Deadlines Spring 2013

	Date	Notes
Grade Rosters Available Online	6/3/13	Available Online
Grade Roll Begins	6/10/13	"Submitted" grades will be processed (rolled) into student records nightly, 2-6 a.m. Students will be able to access their grades online after these updates. NOTE: GPAs are not updated at this time.
Grade Submission Ends - 5 p.m.	6/17/13	All grade submission ends at 5 p.m. (Monday after finals week.)
Grade Processing is Complete	6/19/13	All grade processing is complete. Students' academic records, GPAs, and academic standings have been updated and are available for students online.

Dates & Deadlines Summer 2013

	Date	Notes
Grade Rosters Available Online for All Sessions	6/24/13	Available Online
Grade Submission for Sessions 2, 6, B2, & B3	7/22/13	Grade submission for sessions 2, 6, B2, & B3 ends at 5 p.m.
Grade Roll for Sessions 2, 6, B2, & B3	7/24/13	"Submitted" grades for sessions 2, 6, B2, & B3 will be processed (rolled) into students records.  Students will be able to access their grades online after these updates. NOTE: GPAs are not updated at this time.
Grade Submission for Sessions 3, 4, B1, B4, & B5	8/19/13	Grade submission for sessions 3, 4, B1, B4, & B5 ends at 5 p.m.
Grade Roll for Sessions 3, 4, B1, B4, & B5	8/21/13	"Submitted" grades for sessions 3, 4, B1, B4, & B5 will be processed (rolled) into students records.  Students will be able to access their grades online after these updates. NOTE: GPAs are not updated at this time.
Grade Submission for Sessions 1, 5, B6, & B11	9/09/13	Grade submission for sessions 1, 5, B6, & B11 ends at 5 p.m.
Grade Roll for Sessions 1, 5, B6, & B11	9/11/13	"Submitted grades for sessions 1, 5, B6, & B11 will be processed (rolled) into student records.  Students will be able to access their grades online after these updates.
Grade Processing is Complete	9/11/13	All grade processing is complete.  Students' academic records, GPA's, and academic standings have been updated and are available for students online.

 

Dates & Deadlines Fall 2013

	Date	Notes
Grade Rosters Available Online	12/02/13	Available Online
Grade Roll Begins	12/09/13	"Submitted" grades will be processed (rolled) into student records nightly, 2-6 a.m. Students will be able to access their grades online after these updates. NOTE: GPAs are not updated at this time.
Grade Submission Ends - 5 p.m.	12/16/13	All grade submission ends at 5 p.m. (Monday after finals week.)
Grade Processing is Complete	12/18/13	All grade processing is complete. Students' academic records, GPAs, and academic standings have been updated and are available for students online.

 

Dates & Deadlines Winter 2014

	Date	Notes
Grade Rosters Available Online	3/10/14	Available Online
Grade Roll Begins	3/17/14	"Submitted" grades will be processed (rolled) into student records nightly, 2-6 a.m. Students will be able to access their grades online after these updates. NOTE: GPAs are not updated at this time.
Grade Submission Ends - 5 p.m.	3/24/14	All grade submission ends at 5 p.m. (Monday after finals week.)
Grade Processing is Complete	3/26/14	All grade processing is complete. Students' academic records, GPAs, and academic standings have been updated and are available for students online.

 

Dates & Deadlines Spring 2014

	Date	Notes
Grade Rosters Available Online	6/2/14	Available Online
Grade Roll Begins	6/09/14	"Submitted" grades will be processed (rolled) into student records nightly, 2-6 a.m. Students will be able to access their grades online after these updates. NOTE: GPAs are not updated at this time.
Grade Submission Ends - 5 p.m.	6/16/14	All grade submission ends at 5 p.m. (Monday after finals week.)
Grade Processing is Complete	6/18/14	All grade processing is complete. Students' academic records, GPAs, and academic standings have been updated and are available for students online.

Keyed Entry

1. Log on to OSU Online Services
   
   
   
   1. From the Oregon State University homepage, click on "Online Services" and then on "Online Services Quick Login." Log in using your ONID username and password, or enter your University ID number (a nine digit system-generated number) and your General Access PIN (GAP). For assistance with your GAP, call or visit OSU Computer Helpdesk, 541-737-3474, osuhelpdesk@oregonstate.edu.


2. Choose the Faculty & Advisors Menu


3. Choose the Final Grades Menu


4. Choose the first option on the list; Final Grades - Keyed Entry


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. Your grade roster will display with twenty-five students per page.


8. 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.


9. 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.


10. 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.


11. 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.


12. Continue entering grades and submitting the pages until you are finished.


13. 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.

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.


• 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).

File Upload

Process

Text files must contain a minimum of Student IDs 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 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 OSU Online Services

• From the Oregon State University homepage, click on "Online Services" and then on "Online Services Quick Login." Log in using your ONID username and password, or enter your University ID number (a nine digit system-generated number) and your General Access PIN (GAP). For assistance with your GAP, call or visit OSU Computer Helpdesk, 541-737-3474, osuhelpdesk@oregonstate.edu.

2) Choose the Faculty & Advisors Menu

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, 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.

Upload from Blackboard

1) Log on to OSU Online Services

• From the Oregon State University homepage, click on "Online Services" and then on "Online Services Quick Login." Log in using your ONID username and password, or enter your University ID number (a nine digit system-generated number) and your General Access PIN (GAP). For assistance with your GAP, call or visit OSU Computer Helpdesk, 541-737-3474, osuhelpdesk@oregonstate.edu.

2) Choose the Faculty & Advisors Menu

3) Choose the Final Grades Menu

4) Choose the first option on the list; Final Grades - Upload from Blackboard

5) Select the appropriate term from the drop down menu, and then click "Submit."

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

7) Select the "Missing Grades Report" to confirm that all grades have been submitted.

• If a name or names appears on this report, simply click on the Subject & Course Number head to be taken directly to the keyed entry menu for the course where you can key in the students grade(s).

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.

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:

1) Login to Appworx. The link, Appworx Job Submission, is available from the My Links section of the Banner General Menu.

2) Choose the Requests option.

3) Choose SFR2700 from the job list and click Request.

4) Fill in the Parameter Values:

Print Mode	D (Detail)
Term	201101 (Term must equal Banner Term Code, 201101 = Fall 2010)
Part of Term	Enter "1" for Corvallis campus.  Enter "B1" for Bend Campus. For Summer term enter & run for each part of term separately.  Please refer to the session numbers as listed in the Summer Schedule of Classes.
Department	ART (Enter department code)
Campus Code	% (% = all; C = Corvallis; D% = Ecampus courses; B = OSU-Cascades; for others contact the Registrar's Office, 541-737-4048)

 

5) The Start Date will default to today’s date and to the time when you initiated your Request. It will run immediately upon Submission or you may designated a different Start Date day/time.

6) Click the Submit button.

7) Close the Request window.

8) To monitor the progress of the job choose the Backlog menu item. The progress of the job is displayed in the Status column.

9) The report results will be e-mailed to you.

10) If you do not currently receive Banner “.lis” or do not have the “.lis” file type associated to an application:

• Go to Start.

• Open Control Panel

• Open Folder Options in Control Panel

• Select the File Types tab

• Find LIS file type in the Registered File Types box and select it.

• Select the Change button under Details for “LIS” extention.

• Select “WordPad” and click on OK

11) If you currently receive Banner “.lis” files but they automatically open in Notepad:

• Go to Start.

• Open Control Panel.

• Open Folder Options in Control Panel.

• Select the File Types tab.

• On the File Types tab, click New.

• In the File Extension box type LIS and then click Advanced.

• In the Associated File Type box, select Wordpad Document.

• Click OK.

 

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 e-mail.

 

What's a GAP?

The GAP is your personal access PIN number used to access your employee information, and faculty and adviser functions. The GAP is a 6-digit number initially set to your birth date. Upon initial entry into Online Services, you were asked to choose a new 6-digit number known only to you. If you have forgotten your GAP, you may access Online Services and click on "Forgot Gap?" If you are unsuccessful or have further questions, please contact call or visit OSU Computer Helpdesk, 541-737-3474, osuhelpdesk@oregonstate.edu.

 

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 Registrar's Office. The Registrar's Office will process grades nightly during Finals Week until grade processing is finished from 2 am–6 am. 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 pm 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 Registrar's Office. 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
102 Kerr Administration Building
541-737-4331