Updated: 08/10/07 Web Grades Overview MAIS The Office of the Registrar and Michigan Administrative Information Services

Updated: 08/10/07 Web Grades Overview Web Grades - Background Entering grades directly into the system via Teaching Support on Wolverine Access replaced the paper Grade Rosters that were submitted to the Registrar’s Office for data entry campus-wide in Fall 2005.

Updated: 08/10/07 Web Grades Overview Web Grades - Benefits Instructors enter grades from anywhere in the world using the internet. Grades are entered by the instructor (person who determines the grade), which is more efficient, accurate, and faster than the paper method. Paperless process. Paper grade rosters will not have to be generated, distributed, filled out, and collected before data entry of grades can begin. Students can view their grades sooner because fewer steps are required for grade entry.

Updated: 08/10/07 Web Grades Overview Web Grade Entry Steps 1.Enter grades manually OR Upload grades from an electronic file that you have maintained or created 2.Select the Approval Status - See page 6 for approval status options and their definitions 3.Save

Updated: 08/10/07 Web Grades Overview Grade Roster Submittal Confirmation After approving/ submitting a completed Grade Roster, you will receive an confirmation and the Grade Roster Submittal Confirmation page will display. During the grading period, grades will be posted to the students’ records within an hour.

Updated: 08/10/07 Web Grades Overview Grade Roster - Approval Status Options Not Reviewed Grades may or may not have been entered on the Grade Roster. Ready for Review Grades have been entered on the Grade Roster and are ready to be reviewed. Approved The Grade Roster has been approved and the grades are ready to be posted to the Student Record. Posted This status is the Final Roster status and cannot be selected. This status is generated when grades have been posted to the Student Record. –The Grade Roster cannot be modified after the grades have been posted. –Grades are available to be viewed by students on Wolverine Access. –Grade changes can be requested. The “Request Grade Change” link appears on the Grade Roster for instructors with “Approve” grade roster access and proxies with “Grade Change” access. For more information, see the Grade Change materials on the Office of the Registrar’s Web Grades site.

Updated: 08/10/07 Web Grades Overview Overview: High-level Web Grade Process Setup: Instr. Role & Grade Access Elect ronic Grad e Rost ers Gen erate d* Grade Entry & Approva l Gra des Post ed to Stud ent Rec ord Class Maintainer Registrar’s Office Instructors Batch Grade Posting process runs every hour during the Grade Processing Cycle and posts the grades to the student record Who performs action Action Grade Coordinator & Class Maintainer work with faculty to determine set up needed * Grade rosters are generated on the last day of classes of the term after 4 pm. For classes with non-standard academic sessions (i.e., mini-courses), they are generated weekly on Fridays after 4 pm.

Updated: 08/10/07 Web Grades Overview Who Can Enter Grades Instructors –Person assigned to teach the class in M-Pathways. –For classes with multiple components (e.g., lecture, lab, recitation), ONLY the graded component of the class will have a grade entered. If a class has multiple components, the instructor has to be associated with the graded component to enter grades for the class section. Proxies –Allow someone who is not assigned to teach a class to enter and/or approve/submit grades for the class. –Can be an instructor or a staff member. –Can be assigned by instructors via Teaching Support.

Updated: 08/10/07 Web Grades Overview Who Can Enter Grades: Proxies (continued) Grade roster proxy assignments can be made after the first day of the class, but before the grading period to avoid delays. There could be a 24 hour delay in granting Teaching Support access, depending upon the security status of the person being assigned as the Proxy. Proxy must be UM employee with Kerberos login/password A student cannot be assigned as a Proxy. Instructors cannot assign Proxy to self. A Proxy cannot assign Proxies. When Proxies are assigned, an automated will be sent to the Assignor and Assignee. Directions on how to assign a Proxy available on Office of the Registrar’s Web Grades site.

Updated: 08/10/07 Web Grades Overview Levels of Access for Grade Entry Instructors and Proxies can enter and/or approve/submit grades depending on their access. There are two types of access. 1.Enter Grades (“Grade” – grade roster access) –Can enter grades on the grade roster. Note: Need to have a person with “Approve” – grade roster access must review and approve/submit grades. 2. Approve Grade Roster (“Approve” – grade roster access) –Enter grades and approve/submit the grade roster. Note: If an instructor is assigned “Approve” – grade roster access, he/she does not need to be assigned “Grade” – grade roster access. “Approve” – grade roster access allows an instructor to enter and approve/submit grades. Note: Departments decide who has “Grade” and “Approve” – grade roster access. Grade roster access is set up by Class Maintainers for each class section. Class Maintainers will be contacted by the GRADE COORDINATOR for their department when set up actions are required.

Updated: 08/10/07 Web Grades Overview Grade Entry Steps Based on Access The next 5 slides show: –One person entering and approving/submitting grades Enter & Approve/Submit Grades: “Approve” – grade roster access (Slide 12) –One person entering grades and a different person approving/submitting grades Enter Grades: “Grade” – grade roster access (Slide 13) Review & Approve/Submit Grades: “Approve” – grade roster access (Slide 14)

Updated: 08/10/07 Web Grades Overview Enter & Approve/Submit Grades (Grade Roster Access = “Approve”) Enter all grades. 2.Change Approval Status to “Approved.” 3.Click Save. The person who submitted the grade roster (“Approve” grade roster access) is sent an to confirm that the grade roster has been submitted and approved.

Updated: 08/10/07 Web Grades Overview Enter Grades (Grade Roster Access = “Grade”) 1.Enter all grades. 2.Change Approval Status to “Ready for Review.” 3.Click Save. An automatic is sent from the Grader to the Approver indicating the grades are “Ready for Review.” 1 3 2

Updated: 08/10/07 Web Grades Overview Review & Approve/Submit Grades (Grade Roster Access = “Approve”) 1.Person with “Approve” – grade roster access receives an that grades for the class are “Ready for Review.” 2.Log in to Teaching Support with Wolverine Access and locate the class that requires approval. 3.Verify that the Approval Status is “Ready for Review.” 4.Review grades. 5.Change the Approval Status to “Approved.” 6.Click Save. The person who submitted the grade roster (“Approve” grade roster access) is sent an to confirm that the grade roster has been submitted and approved

Updated: 08/10/07 Web Grades Overview Upload Uploading grades allows a user with “Grade” or “Approve” – grade roster access to electronically load grades into Web Grades grade roster rather than manually entering grades. File types include: - CSV (Comma Separated Value) - XLS (Excel ) - TXT (Text) An upload file can only contain UMID or uniqname and grades. Headings, special formatting, and extra information will prevent a successful upload. See the Upload Grades - Job Aid for a list of potential upload errors and potential solutions.

Updated: 08/10/07 Web Grades Overview Steps to Upload a File 1.Click Upload File. 2.Click Browse. 3.Select the file to upload and click Open 4.Click Upload. 5.Read the Upload Summary and click OK. 6.Review the uploaded grades and fix any errors. 7.Change the Approval Status to: - Approved if you have “Approve” grade roster access - Ready for Review if you have “Grade” – grade roster access. 8.Click Save

Updated: 08/10/07 Web Grades Overview Grading Reports Used by: Schools/Colleges/Departments & Office of the Registrar Grade Access Validation Report  Validates that all graded sections have at least an instructor with “Approve” – grade roster access assigned.  Displays graded class sections that do not have an instructor with “Approve” – grade roster access assigned. If an instructor with “Approve” – grade roster access is not assigned to a class section, grades cannot be submitted to be posted to the students’ records.  The Grade Coordinator should run this report prior to Grade Processing period so the Curriculum setup can be updated by the Class Maintainer. The Grade Coordinator will communicate any changes needed to the Class Maintainer.  Can be used by the Grade Coordinator and Class Maintainer. Grade Access Assignment Report  Validates that instructor role and grade roster access assignments have been made.  The Grade Coordinator should run this report prior to Grade Processing period so the Curriculum setup can be updated by the Class Maintainer. The Grade Coordinator will communicate any needed changes to the Class Maintainer.  Can be used by the Grade Coordinator and Class Maintainer. Outstanding Grade Roster Report  Tracks progress of completed Grade Rosters during the Grade Processing period.  The Grade Coordinator uses this report to contact Instructors directly to encourage them to enter or approve/submit grades in a timely fashion.  Can be used by the Grade Coordinator. The next three slides show example reports.

Updated: 08/10/07 Web Grades Overview Grade Access Validation Report

Updated: 08/10/07 Web Grades Overview Grade Access Assignment Report

Updated: 08/10/07 Web Grades Overview Outstanding Grade Roster Report

Updated: 08/10/07 Web Grades Overview Training/Resources Frequently Asked Questions List of commonly asked Web Grade questions with answers Job Aids Directions on how to use Web Grades Demonstrations Demonstrate how to use Web Grades

Updated: 08/10/07 Web Grades Overview Questions See the Frequently Asked Questions section of the Web Grades web site: rades.html rades.html Contact the MAIS Help Desk at and select option 5 or send an to