Grade Submission

Access & Security

This section provides detailed information about who is eligible to submit grades and secure grade submission guidelines.

Final Grades Submission

Review this section to find out when grades are due, who can enter grades, how to monitor grade processing within a department, and for detailed instructions about how to enter grades online.

Grade Records Retention

All academic departments must comply with the Oregon Administrative Rule (section 166-475-0110 Student Records) governing instructors' grade records.

Incomplete Grade Policy

As stated in Academic Regulation 17 if circumstances exist which are acceptable to the instructor and the rest of the academic work is passing an incomplete grade may be assigned and additional time granted for completion of course work. The additional time granted shall not exceed one year. At the time the incomplete is submitted an alternate grade, that represents the grade the student would receive in the course if no further course work is completed, will also be submitted. If the incomplete is not removed within the one year deadline the alternate grade will become the grade of record.

Online Grade Change

Who, when, and how to submit an online change of grade is explained.

OSU's Grading System

Academic Regulation 17 defines the OSU grading system. Additional information is provided both on this site and in the Grades, Regulations, & Records section of the OSU General Catalog.

Blackboard Access for T.A.'s

There is a process to provide teaching assistants access to a course in Blackboard.

Access & Security

Who Can Enter Grades Online?

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.

What if the instructor is unable to access the course?

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 steps:

  • 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.
  • 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.

Secure Submission Guidelines for Grade Changes and Removal of Incomplete forms.

All Change of Grade and Removal of Incompletes over one year require that a form be completed and submitted to the Office of the Registrar. The form must be signed by an instructor of record and the department chair. An instructor of record is defined as an instructor listed on the section of the course on SSASECT or SYASECT. The departmental grade contact is not considered an instructor. Incorrect or missing information on the form will cause a delay in processing.

The form may be submitted via one of the following methods:

    In Person: Forms signed by the instructor and department chair may be brought to the Registrar's Office. The instructor, departmental grade contact or department chair may deliver the form in person. Photo ID will be verified. Verification of the instructor, instructor signature, and grade mode listed on the form will also be verified at the time the form is turned in.
    Campus Mail or US Postal Service: Forms signed by the instructor and department chair may be forwarded to the Registrar's Office via campus mail or US postal service. All signed forms must be received in a sealed departmental envelope with the signature of the instructor, or departmental grade contact, or department chair across the seal. Once received by the Registrar's Office, all information is verified including the grade mode. If any information is incorrect the form is sent back to the department to be corrected and resubmitted.
    Departmental Fax: Forms signed by the instructor and department chair may be faxed to the Registrar's Office accompanied by a departmental fax cover sheet signed by the instructor, or departmental grade contact, or department chair. Once received by the Registrar's Office, all information is verified including the grade mode. If any information is incorrect the form is sent back to the department to be corrected and resubmitted.

Grade Records Retention

It is important that all instructors who assign grades to students, and all academic departments, comply with the Oregon Administrative Rule (section 166-475-0110 Student Records) governing instructors' grade records.

Incomplete Grade Policy

The “incomplete” grade policy as stated here is effective for incompletes assigned Fall 2007 forward.  To reference the incomplete policy for prior years consult archived copies of the general catalog. Refer to Academic Regulation 17 for more information.

Requesting an Incomplete

A student may request that an incomplete (for a course that has not been completed) be granted by an instructor, if the reasons for the incomplete are acceptable to the instructor, and so long as the student is passing the course at the time the request was made. It is recommended that at the time an agreement is made to issue an incomplete that the instructor and student complete a Contract for Completion of I Grade to define the terms under which the incomplete will be completed.

The incomplete/alternate grade

The incomplete that is filed by the instructor at the end of the term must include an alternate/default grade to which the incomplete grade defaults, if the student does not make an effort to resolve the incomplete course work within one year of recording the incomplete. Examples of the new incomplete grades are (I/A, I/A-, I/B+, I/B, I/B-, I/C+, I/C, I/C-, I/D+, I/D, I/D-, I/F, I/P, and I/N). 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” (e.g., 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.

Calculating the alternate grade

The calculation of the Alternate/Default Grade is determined by the work to be completed for the course over the entire term. For example, while a student may be passing at the time the incomplete request is granted, the Alternate/Default Grade is NOT what the student has earned up to the point of the incomplete request. The Alternate/Default Grade is what grade the student would have earned if the instructor includes what was completed and if the student did no more work from the point of the incomplete request to the end of the term.

    Example

    A student has earned a “B” through the eighth week of the term, but requests an incomplete for the rest of the term. The remaining work would comprise 50% of the final grade. Without completing the remaining work the earned grade would have been an “F”. The student, consequently, would have an “I/F” filed by the faculty/instructor at the end of the term when grades are reported to the Office of the Registrar.

    Outcomes:

    A. If the student does not complete the assigned work within one year’s time or within the time allotted by the faculty/instructor, the instructor can change the grade to an “F” or the grade would default to an “F” after a year.

    B. If the student completes the work, the faculty would replace the incomplete with whatever grade the student earned as part of the incomplete.

Impact on Degree Conferrals:

Another aspect of the revised Incomplete Policy in Academic Regulation 17 affects the degree audit completed for students who have applied to graduate from Oregon State University. Beginning Fall 2007, all pending applications for graduation will include a review of any incomplete grades with an alternate/default grade. If an “I/Alternate Grade” is currently outstanding at the time a pending graduate’s file is being reviewed for graduation (which happens after grades are processed for the term in which the student is graduating), that review will take into account the automatic default of the incomplete to the Alternate/Default Grade. This automatic default may impact a student’s ability to graduate, if by its inclusion, the student’s GPA (major GPA or institutional GPA) or other major/institutional requirements are altered. This encourages the student to ensure that all “I/Alternate Grades” are resolved with their instructor prior to the last day of Dead Week for the term in which they are graduating. Note: 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.”

Extension of Time to Remove Incomplete Grade

A student may petition via the Office of the Registrar for an extension of the one calendar year deadline with the concurrence of the faculty. An approved petition will grant an extension of a single additional term, with a maximum of three total extensions being possible. An approved petition for an extension of time to remove an incomplete will be voided at the time of degree conferral. The petition must be submitted before the one year deadline is reached.

To request an extension complete the Petition Extension of Time to Remove Incomplete Grade form. Instructor and departmental approval is required. Submit the completed petition and a completed Contract for Completion of I Grade to the Office of the Registrar. If all documents are provided, the instructor and department approve, and the student is eligible, an extension of a single term will be granted. To request an additional terms extension the process must be repeated.

Incomplete Grade FAQ's

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 the Fall 2013 without any specified deadline by an instructor, they have until the last day of Dead Week of Fall 2014 to turn in the completed work to the instructor to complete the “Incomplete”. The instructor has until the last day for turning in grades in that term 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 get a copy of the OSU Petition for Approval and fill in the Incomplete section for the extension. This document can be obtained at the Office of the Registrar. It will require the signature of the instructor who taught the course, the Department Chair for the course, 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 (registrars@oregonstate.edu), or visit the office in-person, B102 Kerr Administration Building.

Online Grade Change

The online change of grade function will allow changes of grade, for corrections to initial grades, submission of late grades and removal of incomplete grades.

Access and Security

The same access and security rules apply to online grade changes as apply to web grading. The faculty member entering the initial grade is identified by ID number as part of the original grade submission, and grade changes will be identified in the same way.

Change of Instructor

If a change of grade or removal of incomplete is necessary for a section where the original instructor is no longer with the university, the academic department will have to add the faculty member who is reviewing the course material to the section.

Any questions on adding instructors to a section should be addressed to the department chair or the department grade contact.

Online Grade Change Process

The online change of grades process is most similar to the Keyed Data Entry option for entering final grades. In the Faculty & Advisors section of the account, the Final Grades - Change Posted Grades function is one of the options within the Final Grades menu. View the step-by-step instructions for additional information.

Online Grade Change Restrictions

An online change of grade cannot be completed for students who have graduated.  A Change of Grade form may be submitted within three months of the final degree conferral.

An academic record where no other degree objective is being pursued is permanently locked/frozen three months after the final degree conferral, and all subsequent grade change requests will be denied.

Timeframe for Online Changes

Online changes to grades will be allowed for up to one academic year from the term when the course was taken. Any changes that are for a course older than one year will have to be made via a Change of Grade form, submitted to the Registrars Office.

Questions?

Any questions on the use of online grade changes can be directed to the Registrar’s Office: Tom Watts, Amy Flint, and Nancy Laurence, 541-737-4048, are available for questions.

Online Grade Change Instructions


For additional help...

View the Online Grade Change Video Tutorial.


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

2) Once you are logged in, click on the Faculty/Advisors tab.

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.

OSU's Grading System

Grade

Grade Points

Notation

A

4.0 grade points per credit

Exceptional

A-

3.7 grade points per credit

 

B+

3.3 grade points per credit

 

B

3.0 grade points per credit

Superior

B-

2.7 grade points per credit

 

C+

2.3 grade points per credit

 

C

2.0 grade points per credit

Average

C-

1.7 grade points per credit

 

D+

1.3 grade points per credit

 

D

1.0 grade point per credit

Inferior

D-

0.7 grade point per credit

 

F

0.0 grade point per credit

Failure

G

No grade point per credit

Reserved for Graduate Credit*

I/Alt Grade

Incomplete, no grade points or credits

If not resolved after 12 months or degree conferral, the "I" reverts to the alternate grade.

N

No grade point per credit

No Credit

NG No credit or grade points No basis for grade

P

Credit given, no grade points

Pass

R

Credit given, no grade points

Thesis in Progress*

S

Credit given, no grade points

Satisfactory*

TR

 

Accepted Transfer Credit

U

No credit or grade points

Unsatisfactory*

W

No credit or grade points

Withdrawal (passing)*

Y

No credit or grade points

Grade yet to be determined*

AUD

No credit or grade points

Audit*

WAU

No credit or grade points

Withdrawal from Audit

WC No credit or grade points Complete withdrawal

* Grade mark not enterable by faculty. Entered by Registrar's Office.

Refer to Academic Regulation 17 and the Grades, Regulations, & Records section of the OSU General Catalog for additional information.

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) (Upload from Blackboard)

Keyed Entry, File Upload, and Upload from Blackboard are three options avaiable 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 assitance 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.

Grade Deadlines

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. 12/17/13 All grade submission ends at 5 p.m. Please note that the deadline date has changed due to closures for inclement weather.
Grade Processing is Complete 12/19/13 All grade processing is complete. Students' academic records, GPAs,
and academic standings have been updated and are available for students online.  Please note that the date has changed due to closures for inclement weather.

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.

 

Dates & Deadlines Summer 2014


Date Notes
Grade Rosters Available Online for All Sessions 6/23/14 Available Online
Grade Submission for Sessions 2, 6, B2, & B3 7/21/14

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

Grade Roll for Sessions 2, 6, B2, & B3 7/23/14

"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 8/18/14 Grade submission for sessions 3, 4, B1, B4, & B5 ends at 5 p.m.
Grade Roll for Sessions 3, 4, B1, B4, & B5 8/20/14

"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 9/08/14 Grade submission for sessions 1, 5, B6, & B11 ends at 5 p.m.
Grade Roll for Sessions 1, 5, B6, & B11 9/10/14

"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 9/10/14 All grade processing is complete.  Students' academic records, GPA's, and academic standings have been updated and are available for students online.

Keyed Entry

  1. Log on to MyOSU using your ONID username and password. For assistance with your GAP, call the Computer Helpdesk, 541-737-3474, osuhelpdesk@oregonstate.edu.
  2. Choose the Faculty/Advisors tab
  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 MyOSU using your ONID username and password. For assistance with your GAP, call the Computer Helpdesk, 541-737-3474, osuhelpdesk@oregonstate.edu.

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, 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. Login to MyOSU using your ONID username and password. For assistance, call the Computer Helpdesk, 541-737-3474, osuhelpdesk@oregonstate.edu.
  2. Click the Faculty/Advisors tab
  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).

NOTE: The learning management system "Canvas" will replace Blackboard in a phased migration beginning January 2015 and completing in January 2016. See http://blackboard-transition.oregonstate.edu/ for further information.

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 Banner and then Appworx. The Appworx Job Submission link, http://appworx.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.)
Run Term Select Banner Term Code.
Example: 201501=Fall 2014; 201502=Winter 2015; 201503=Spring 2015; 201600=Summer 2015

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 Registrar's Office, 541-737-4048

    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).
    6) 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 e-mail.

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 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