Faculty and Staff - Final Grade Information

Online Grading FAQ

Frequently Asked Questions – for Faculty

GENERAL

Why did we change to online submission of final grades?
What do instructors need to do to prepare for online grading?
What training or informational materials are available?
What are the deadlines and dates for online grading?
Where can I find more information about the online grading process?
Whose responsibility is it to determine and submit grades?
What if I'm unable to enter or submit my grades due to a personal emergency or exceptional circumstances?

ENTERING AND SUBMITTING GRADES

How do I access my grade roster(s) to record grades?
Can I upload grades?
I've accessed the grade roster, but have questions about grades, grading options, etc.
Do I have to enter all of my grades at once?

CHANGING GRADES

I've already submitted my final grades and discovered an error. How do I change it?
Can I change a grade on the online grade roster?
Does online grading replace the Change of Grade form?

WHAT'S NEXT?

I've submitted my grades. What's next?
How soon will students be able to see their grades?
Can I go back and look at old grade rosters?
How do I print my grade rosters?
Is this how mid-semester progress grades will be collected?

Why did we change to online submission of final grades? (Back)

Q: Why did we change to online submission of final grades? What's the gain? Who benefits?

A: Online collection of final grades is fast, efficient, secure and convenient. It replaces the labor-intensive paper process, saving time and money, and eliminates misplaced paperwork and reduces data entry error.

Benefits to faculty Grades may be entered and submitted via MySlice from anywhere that the instructor has web access. Instructors who keep grades electronically can upload grades directly from an Excel spreadsheet.

Benefits to students Grades are posted to students' records more quickly, and become available for viewing as soon as they are posted (at least twice a day during the grading period).

What do instructors need to do to prepare for online grading? (Back)

Q: What do instructors need to do to prepare for online grading?

A: If you have activated your NetID and have previously logged onto MySlice to view your class lists and/or schedule of classes, you're all set. Once grade rosters become available for grading, the rosters can be accessed via MySlice in your Faculty Services area.

If you have activated your NetID, but have not yet logged onto MySlice (https://myslice.syr.edu), we suggest that you do so to ensure that you can successfully log onto MySlice. Under Faculty Services, you can currently view your class lists (rosters) and your semester schedule of classes. Once grade rosters become available for grading, this is where you will gain access. Consult with your department's class scheduling administrator if you don't see the classes you expect.

If you have not activated your NetID or you can't remember your NetID or password, please visit the ITS NetID self-help website at http://netid.syr.edu. If you need additional help, call the ITS Help Desk at (315) 443-2677, or send an e-mail to consult@syr.edu.

Q: What if I forget my password or get locked out?

A: Go to the ITS NetID self-service website at http://netid.syr.edu. Click on "forgot your password" and follow the directions on the screen to reset your password. If you need additional help, call the ITS Help Desk at (315) 443-2677 or send an e-mail to consult@syr.edu.

What training or informational materials are available? (Back)

Q: What training or informational materials are available?

A: The online grading process is simple and self-explanatory, and formal training is not needed. Help functionality within the grading function provides additional information and guidance.

The "On-line Grading: How it Works" PowerPoint presentation on the Registrar's Office website (http://registrar.syr.edu/staff/finalgradeinfo/) provides a quick walk-through.

The "Final Grades from Blackboard to Excel to Online Grade Input" PDF document also on the Registrar's Office website (http://registrar.syr.edu/staff/finalgradeinfo/) provides instruction for exporting final grades from Black Board and using MS Excel to convert them to the necessary format for uploading.

Q: Whom do I call for help?

A: For help with:

NetID and/or password: Call the ITS Call Center at (315) 443-2677 or send email to consult@syr.edu.

Questions about the online grading screens or process: Call the Registrar's Office help line, 443-9497.

Questions about your classes and access to grade rosters: Contact the class scheduling administrator in your department or college.

What are the deadlines and dates for online grading? (Back)

Q: When will grade rosters be available for grading?

A: The date is posted at http://registrar.syr.edu/staff/finalgradeinfo/.

Q: When are final grades due?

A: The deadline is posted at http://registrar.syr.edu/staff/finalgradeinfo/.

Grade due dates are published each semester in the Schedule of Classes. The due date is set to allow sufficient time for grading after the last day of final examinations; to provide timely information to students, who are making plans for the upcoming semester or summer session; and to facilitate the administrative needs of the schools, colleges, and departments, e.g., for probation review and degree certification.

Q: Can I still submit grades after the due date?

A: After the due date, grades may be submitted only on individual Missing Grade forms, available from department offices. This is an onerous process, particularly for large classes, with all the drawbacks that online grading is designed to eliminate.

Printed class lists with grade notations, including printouts of online grade rosters, will not be accepted by the Registrar's Office.

Where can I find more information about the online grading process? (Back)

Q: Where can I find more information about the online grading process?: A: Information about the online grading process is posted on the Registrar's Office website (http://registrar.syr.edu/), under "Faculty and Staff > Final Grade Information". The "On-line Grading: How it Works" PowerPoint presentation can also be viewed there.

Whose responsibility is it to determine and submit grades? (Back)

Q: Whose responsibility is it to determine and submit grades? How will grading be handled in classes with both faculty and teaching assistants involved in the instruction?

A: Grading is the responsibility of instructors. The person(s) designated as a primary instructor for a class may submit grades. Teaching assistants may also submit grades, if that access is assigned by the department. Each department must make its own determination of who may submit grades for each class. The assignment of grading access can be made when the class is set up on the system by the department.

Q: I co-teach a class with another faculty member. Will each of us have access to the grade roster and be able to enter grades?

A: As long as you both are designated in class setup on the student records system as an instructor with access to enter grades for the class, you will both have access to the grade roster, unless your department has determined otherwise. Instructors in courses with more than one designated grader will need to coordinate the submission of grades.

Consult with your department's class scheduling administrator if you do not have the access you expect.

Q: Can my Teaching Assistant enter final grades?

A: This is subject to departmental policy. If your department allows teaching assistants to assign grades, the department's class scheduling administrator will need to assign grading access to the TAs.

What if I'm unable to enter or submit my grades due to a personal emergency or exceptional circumstances? (Back)

Q: What if I'm unable to enter or submit my grades grades due to a personal emergency or exceptional circumstances?

A: If you are unable to enter or submit your grades due to a personal emergency, contact the class scheduling administrator in your department or college for assistance with submitting grades.

If exceptional circumstances will prevent you from submitting grades by the deadline, contact the person listed below for your school or college as soon as possible to make arrangements for an extension.

School of Architecture:
Randall Korman, Associate Dean, 3-5094, rkorman@syr.edu
College of Arts and Sciences:
David Potter, Associate Dean, 3-9396, dpotter@syr.edu
School of Education:
Amie Redmond, Assistant Dean, 3-2506, amredmon@syr.edu
College of Human Services and Health Professions:
Eileen Lantier, Associate Dean, 3-9824, elantier@syr.edu
School of Information Studies:
Robert Heckman, Associate Dean, 3-4479, rheckman@syr.edu
Maxwell School of Citizenship and Public Affairs:
Graduate courses: Department chairs.
Dept. chairs must notify Kathy Ciciarelli, Senior Administrator, 3-3461, kaciciar@syr.edu of approved requests.
S.I. Newhouse School of Public Communications:
Rosanna Grassi, Associate Dean, 3-1908, rmgrassi@syr.edu
L.C. Smith College of Engineering and Computer Science:
Maria Marceau, Manager of Student Records, 3-4773, mcmarce@syr.edu
Martin J. Whitman School of Management:
Undergraduate courses: Dawn Kline, Dir. Undergraduate Advising and Counseling, 3-2361, dkline@syr.edu ;
Graduate courses: Huey Hsiao, Asst. Dir. MBA&MS Programs, 3-3006, huhsiao@syr.edu
College of Visual and Performing Arts:
Martha Sutter, Assistant Dean, 3-2517, mlsutter@syr.edu
University College:
Gerry de Berly, Associate Dean, 3-5753, gdeberly@syr.edu<

How do I access my grade roster(s) to record grades? (Back)

Q: How do I access my grade roster(s)?

A: FACULTY: Grade rosters are accessed via MySlice in your Faculty Services area. Log on to Myslice at https://myslice.syr.edu by entering your NetID and password. (See "What do instructors need to do to prepare for online grading?") Then click on the Record Grades link in the Faculty Services area.

ADMINISTRATIVE GRADER: Grade rosters are accessed via MySlice in the Administrative Applications area. Log on to Myslice at https://myslice.syr.edu by entering your NetID and password. Click HRSA Applications in the Administrative Applications area. Follow this path: SA Self Service > Learning Management > Management > Record Grades.

Q: I don't see grade rosters for all of my classes - what do I do?

A: Check with your department's class scheduling administrator. You may not be listed as a primary instructor, or grading access may not have been assigned. [Note: If you teach LAW or ESF classes, they will appear on the "Select Grade Roster" page, but will not be available for selection. Grades may not be entered online for these classes.]

Q: Do I have to be on campus to enter final grades?

A: No, you may submit your grades from anywhere that you have web access.

Q: I don't have access to a computer. Where can I go to enter final grades?

A: You can go to any public computer lab on campus.

Q: What hours will the system be available for me to enter grades?

A: Generally, you will have access to online grade rosters via MySlice 24 hours a day, seven days a week. ITS has regularly scheduled maintenance, typically on Sunday mornings, when the system will be unavailable. Any planned downtimes are announced on MySlice prior to the date.

Can I upload grades? (Back)

Q: I maintain my grades in an Excel spreadsheet. How will I submit my final grades?

A: The online grade roster provides you with the ability to upload your grades from a spreadsheet which has been saved in CSV format (comma separated variable). Mac users need to use "CSV (Windows)" format. The spreadsheet has to contain the student's 9-digit SUID and the letter grade, separated by a comma. A help link with detailed instructions will be available on the Grade Roster. Additional information can be found at the end of the "On-line Grading: How it Works" PowerPoint presentation, on the Registrar's Office website (http://registrar.syr.edu/), under "Faculty and Staff".

If you are not currently keeping grades in an electronic form, this is a good time to consider doing so. The ease of uploading grades is a big advantage of online grading.

Q: How do I export a spreadsheet using Blackboard or WebCT?

A: A file can be exported from Blackboard and reformatted so it contains only the SUID and grade separated by a comma. Then it can be uploaded into MySlice using the Upload Grades button on the Grade Roster page. See instructions on the Registrar's Office website (http://registrar.syr.edu/staff/finalgradeinfo/).

WebCT currently doesn't contain the student's SUID number which is needed for grading. If using WebCT you will need to create a file with correct information in csv format.

I've accessed the grade roster, but have questions about grades, grading options, etc. (Back)

Q: I can access my grade roster, but the fields for entering grades are not available (greyed out). How do I enter grades?

A: You must click the Edit Roster button to reopen your roster. Once reopened, the Roster Grade fields will be available for you to enter grades. If a grade (e.g. AU or WD) has been entered by the Registrar's Office for a student on the roster, then you may have to click the Edit Roster button the first time that you go to the page.

Q: How do I know what grades are valid for a particular class or student?

A: The grading basis for your particular class is displayed in the top portion of the screen. You may also click the magnifying/spy glass to view and/or select from the list of valid grades.

Q: How will I know if I enter an invalid grade?

A: If you attempt to enter an invalid grade, you will receive an error message and will be prompted to enter a valid grade.

Q: Can I enter Incompletes (I) online?

A: No. The Request for Incomplete Grade form, signed by both the student and the instructor, must be submitted to the Registrar's Office. Forms are available in department offices.

Leave the grade blank on the grade roster for students who are requesting an Incomplete. When the Request form has been processed by the Registrar's Office, "I" will appear as the Official Grade.

Q: My course is graded Pass/Fail. Can I enter a Pass, or do I have to enter a letter-grade that will be converted to a Pass?

A: Pass will be an available selection for Pass/Fail-graded courses only.

Some students in Pass/Fail-graded courses elect a letter-grade option. If a Pass is entered for such a student, you will receive an error message and will be prompted to enter a valid, i.e. letter, grade.

Q: What grade should I assign to a student who never attended but who did not drop the class?

A: The grade of NA (Did not attend and did not withdraw) should be assigned.

For students who attended the class long enough to establish a basis for evaluation, a course grade should be determined on the basis of work completed, counting unsubmitted work as zero. [See Academic Rules and Regulations, item 6.3.2, for additional information, http://www.syr.edu/publications/gradcat/rulesandregs.pdf]

Q: What do I do about a student whose name does not appear on my class roster?

A: Advise the student to contact his/her school or college, or the Registrar's Office. If the student is subsequently registered, the grade will then need to be reported to the Registrar's Office on a Missing Grade form.

Q: What do I do if a student appears in my class roster but not on my grade roster?

A: Wait one week. If the student is adding the class late, his/her name will appear after the grade roster is refreshed weekly.

Q: What do I do about a student who withdrew after I received my grade roster?

A: Assign the grade earned by the student for work performed. If the withdrawal petition was submitted to the Registrar's Office by the deadline, the Official Grade will be replaced by the withdrawal (WD).

Do I have to enter all of my grades at once? (Back)

Q: I have a large class. Do I have to enter all of my grades at once, or can I submit a partially-completed grade roster?

A: You can begin your grade entry, save your work (click "Save without Submitting"), and resume grade entry at another time. When entering grades for large classes, we recommend that you save your work frequently. (See "Will the system time out?", below).

You may also submit (click "Submit to Registrar") partial grade rosters and enter the remaining grades at a later time. Keep in mind that once submitted grades have been posted by the Registrar's Office, they will be available for viewing by students. The partial posting of grades for a class may result in increased student inquiries from students whose grades have not been posted.

[Note: The system provides a warning message when rosters are submitted with blank grades. The message is "for your information" only and will not prevent the grades you have submitted from being posted.]

Q: Will the system time out? What happens to the grades I entered?

A: The system will time out after 60 minutes of inactivity and any unsaved grades will be lost. Typing in grades is not recognized by the system as "activity". You must Save the grades you entered at least once every 59 minutes.

How do I change a grade? (Back)

Q: I've already submitted my final grades and discovered an error. How do I change it?

A: Once a grade has been posted, a Change of Grade form must be used to make a change. Change of Grade forms may be obtained from your department, school or college.

Q: Can I change a grade on the online grade roster, and up to what point?

A: You can change grades on the Grade Roster if the Final Roster Status is Pending. Grades are in pending status after you click "Submit for Posting" and before the posting process is run. Grades are posted by the Registrar's Office four times each day during the grading period.

Once the Final Roster Status displays as Posted, a grade may no longer be changed online. A Change of Grade form must be submitted.

Grades that have been Saved, but not Submitted, may be changed.

Q: Does online grading replace the Change of Grade form?

A: No, online grade collection of final grades is for the reporting of original grades. Grade changes still must be submitted on Change of Grade forms, available in department or college offices.

I've submitted my grades. What's next? (Back)

Q: I've submitted my grades. What should I do now?: A: Once you've submitted your grade roster, by clicking the Submit to Registrar button, exit the page without clicking the Save button. Clicking the Save button after clicking the Submit to Registrar button will prevent the grades on your roster from posting. You will need to submit the roster again. To exit the page, click Home on your browser menu, or click Select a Different Class to go to another roster.
Q: My grades are submitted. Do I need to do anything else?: A: Yes, verify that the grades you entered are correct after posting. Once grades are submitted for posting, you will receive an email notification with a reminder to verify within 48 hours that the grades you entered are posted correctly. This is done by returning to the grade roster and checking the Official Grade and the Grade Roster Status column.

How soon will students be able to see their final grades? (Back)

Q: When will students' final grades be posted? How often will grades be posted? How soon will students be able to see their final grades?

A: Grade rosters submitted via online grading to the Registrar's Office will normally be posted four times per day (7:30am, 11:30am, 4:30pm, and 11:30pm), beginning the day after the rosters become available.

Once grades are posted, students will be able to view them immediately, via MySlice.

Can I go back and look at old grade rosters? (Back)

Q: Can I go back and look at old grade rosters?: A: Yes, beginning with Spring 2007 grade rosters will be available for viewing. Grade rosters for terms prior to Spring 2007 are not available online because they were posted via the opscan process.

How do I print my grade rosters (Back)

Q: How do I print my grade rosters?: A: To print your grade roster, use your browser's print feature (e.g. >File >Print).

Is this how mid-semester progress grades will be collected? (Back)

Q. Is this how mid-semester progress grades will be collected?: A: No. Opscan grade forms will still be used to collect grades and performance indicators for mid-semester progress reports. This will be converted to an online process at a future date.