Office of the Registrar

Web Grading

• Dates and Deadlines - Fall Term 2008
• Dates and Deadlines - Winter Term 2009
• Dates and Deadlines - Spring Term 2009
• Dates and Deadlines - Summer Term 2009
• OSU's Grading System
• How to Enter Grades Via the Web
• Help for File Upload of Grades
• Departmental Staff Information
• FAQs (Frequently Asked Questions)
• Monitoring Grade Processing Within Your Department
• Who to contact for more help

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Dates and Deadlines - Fall Term, 2008

Dec. 1	Grade rosters will be available online.
Dec. 1–Dec. 15	Grading period: OSU Online Services is available for filing grades 24 hours a day, 7 days a week, with the exception of 11:55 p.m. Fridays to 7 a.m. Saturdays.
Dec. 8–15	"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.
Dec. 15	All grade submission ends at 12 noon.
Dec. 17	All grade processing is complete. Students' academic records, GPAs, and academic standings have been updated and are available for students online.

Dates and Deadlines - Winter Term, 2009

March 9	Grade rosters will be available online.
March 9 –23	Grading period: OSU Online Services is available for filing grades 24 hours a day, 7 days a week, with the exception of 11:55 p.m. Fridays to 7 a.m. Saturdays.
March 16–23	"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.
March 23	All grade submission ends at 12 noon.
March 25	All grade processing is complete. Students' academic records, GPAs, and academic standings have been updated and are available for students online.

Dates and Deadlines - Spring Term, 2009

June 1	Grade rosters will be available online.
June 1 –15	Grading period: OSU Online Services is available for filing grades 24 hours a day, 7 days a week, with the exception of 11:55 p.m. Fridays to 7 a.m. Saturdays.
June 8–15	"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.
June 15	All grade submission ends at 12 noon.
June 17	All grade processing is complete. Students' academic records, GPAs, and academic standings have been updated and are available for students online.

Dates and Deadlines - Summer Term, 2009

July 20 Part of Term 2 & 6	Grade rosters will be available online for all sessions beginning June 24. Grading period. OSU Online Services is available for filing grades 24 hours a day, 7 days a week, with the exception of 11:55 p.m. Fridays to 7 a.m. Saturdays.
August 17 Part of Term 3 & 4
September 8 Part of Term 1 & 5
July 20 Part of Term 2 & 6	All grade submission ends at 12 noon.
August 17 Part of Term 3 & 4
Sept. 8 Part of Term 1 & 5
July 22 Part of Term 2 & 6	All grade processing is complete. Students' academic records, GPAs. Academic standings have been updated and are available for students online Sept. 10.
August 19 Part of Term 3 & 4
Sept. 10 Part of Term 1 & 5

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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	No grade point per credit	Incomplete (If not resolved after 12 months, converts to an "F".)
N	No grade point per credit	No Credit
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

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

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How to Enter Grades Via the Web

• Option 1: Final Grades - Keyed Entry
• Option 2: Final Grades - File Upload
• Option 3: Final Grades - Upload from Blackboard

Option 1. Final Grades - Keyed Entry

1. Log on to OSU Online Services
   From the Oregon State University homepage, click on "Faculty and Staff," and then on "Employee Online Services." Log in. 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. Select "Final Grades Menu."
   Click to access your grade roster and enter a grade for each student.
   
   Select the appropriate term from the drop down menu, and then click "Submit."
   
   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."
   
   Your grade roster will display in pages of twenty-five students per page. 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 the grade in.
   
   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.
   
   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.
   
   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.
   
   Continue entering grades and submitting the pages until you are finished.
   
   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.

3. 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.
   
   Click on a student's name to view the student's address(es) and phone(s). There is a 60-minute time limit per page.
   
   Click on "View Missing Final Grades" to see if you have omitted any grades.
   

Option 2. Final Grades - File Upload

1. Log on to OSU Online Services.
   From the Oregon State University homepage, click on "Faculty and Staff," and then on "Employee Online Services." Log in. 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 call or visit OSU Computer Helpdesk, 541-737-3474.

2. Select "Final Grades Menu."
   Click to access processes for mass uploading of a grade file. Select the appropriate term from the dropdown menu and click "Submit." Final Grade Upload form.
   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)
   Click on "Process File." This "submits" your grades to Banner.

3. 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).

4. 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."

5. 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.

6. Tips
   If the word confidential appears next to a student's name, all of the student's information, in additin to grades, is to be kept confidential. Click on a "student's name" to access the student's address and phone number. 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. If you need more assistance with the Final Grade Upload Form, check online text Help or select "Help for File Upload of Grades."

Option 3. Final Grades - Upload from Blackboard

1. Log on to OSU Online Services
   From the Oregon State University homepage, click on "Faculty and Staff," and then on "Employee Online Services," Log in. 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 call or visit OSU Computer Helpdesk, 541-737-3474, osuhelpdesk@oregonstate.edu.

2. Select "Final Grades Menu."
   Click to access processes for mass uploading of a Blackboard grade file. Select the appropriate term from the drop down menu and click "Submit." Select the appropriate Blackboard course from the drop down menu and click "Submit."

3. Check "View Missing Final Grades."
   Select "Missing Grades Report" to confirm that all grades have been submitted. If a name or names appear on the report, simply click on the Subject and Course Number heading to directly connect to the keyed entry page for the course. The keyed entry page allows you to enter and submit the missing grades for the student(s). See Option 1: Final Grades - Keyed Entry above.

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Help for File Upload of Grades

Requires faculty member to access Web for Faculty and have text files containing a minimum of Student IDs and Grades, formatted as either Comma Separated Values (CSV) of Tab Separated Values (TSV) on the same computer.

Course Selection

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.

Process

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.

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Departmental Staff Information

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. Departmental staff who work with course scheduling or are familiar with this information and these processes and have departmental permission to do so.

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.

If departments and faculty so chose, non-primary faculty or staff may be enabled as "graders." To do so, an authorized departmental staff member must access Banner and follow these two steps:

1. Access SYAINST. Enter ID and term. Next block. Verify that the individual is Active (AC) and the Faculty box is checked. (If the Faculty box is not checked, make sure the From Term equals the term you entered. If so, click the Faculty box and save. If not, click the Maintenance button, click the Faculty box and save).

   Choose the Faculty Attributes and Comments Option from the Options List on the left.

   Again verify that the From Term equals the term you originally entered. (If not, click the Maintenance button and select Copy Faculty Attributes from the Option List.) Arrow down to the next blank box enter GRDR and save. (If you had to check the Faculty box on the previous page you must also enter the FAC attribute and save.)

   You have now given the individual permission to grade.

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.

Grade Changes and Removal of Incomplete

If the "submitted" grades have not been processed for the current term grading period into the student's record (rolled) by the Registrar's Office then you may make necessary changes using the Final Grades Menu options of Keyed Entry, File Upload, or Upload from Blackboard . Please see the section on Dates and Deadlines for processing times. Or a check made of the faculty member's online Web form will reveal whether a grade has been processed. If the column marked "rolled" is N (no), the grade has not been 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.

Only those grade changes and removals of incomplete for terms that are in excess of one year will need to be made by filing the paper Change of Grade/Removal of Incomplete form with the Registrar's Office in accordance with the guidelines stated below.

Filing of both forms must follow the following secure guidelines:

Secure Submission of Grade Changes and Removal of Incomplete

All Change of Grade and Removal of Incomplete forms 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.

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.

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Monitoring Grade Processing Within Your Department

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

Class List (used prior to grade processing for class list or after grade processing for a grade roster, Banner Data Warehouse). 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 (used during grade processing, Banner process submission). 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.

Steps to Banner process submission:

1. Enter SFR2700 in the Direct Access box on the Banner menu page.
2. You are now in the Process Submission Control Form (GJAPCTL). The process box should display SFR2700 Missing Final Grades.
3. Control/Page down to the next block - Printer Control.
4. The Submit Time field is highlighted. Click the space bar. When you go to the next block the current time will appear which will prompt the report to generate immediately, or type in a time when you want the report to print. Military time is used, so if you want the report to print at 2 p.m. type in 14:00:00. Tab to highlight the Printer field. Your designated printer is highlighted here. If you choose to select a different printer or e-mail destination for the report double click on the field for other selections. The computer knows the printer and e-mail addresses for your PC.
5. Control/Page down to the next block - Parameter Values
6. Fill in the Parameter Values:
   

   01	Term	200901 (Term must equal Banner Term Code, 200901=Fall 2008)
   02	Part of Term	% (Enter % for all terms except Summer. Summer term please refer to the session numbers as listed in the Summer Schedule of Classes.)
   03	Department	ART (Enter department code)
   04	Campus Code	% (%=all; C=Corvallis; D%=Ecampus courses; B=OSU-Cascades; for others contact the Registrar's Office, 737-4048)
   05	Print Mode	D (Detail)

7. Control/Page down to the next block - Submission
8. The Submit button is highlighted. Click the Save button on the tool bar at the top of the page. If you wish to retain the parameter settings you just entered click the Save Parameters box prior to clicking Save on the tool bar.

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.

Incomplete Grades (used after grade processing, Banner Data Warehouse). This report provides a listing of outstanding incompletes for a department once grade processing is complete.

Rolled Grades List (used during grade processing, Data Warehouse report). This report provides a listing of the grades that have "rolled" to Academic History for a specific CRN.

Log onto Data Warehouse. Select SIS Student - SIS Reports. Select Incomplete Grades. Fill in the parameters. Print the report.

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Frequently Asked Questions

• What kind of computer do I need to do online grading?
• What's a GAP?
• When are online grade rosters available?
• I can't see one of the CRNs in the dropdown box. What's wrong?
• Will my work be saved if I have to log off?
• I want to change a grade I entered earlier. How do I do that?
• When will students see their grades on the Web?
• Can someone else enter my grades for me?
• I am team teaching a course with another faculty member. Which one of us will have access to online grade rosters for our course?
• I have students enrolled in thesis. How do they get graded?
• I have my grades stored on an Excel spreadsheet. What's the easiest way for me to submit them?
• How do I get a paper copy of the grades I have entered?

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?

Depending upon departmental policy, you may authorize an alternative grader. Please ask your departmental office to assist with this authorization. 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 Final Grades - File Upload or 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.

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Who to contact for more help

Office of the Registrar
102 Kerr Administration Building
541-737-4331