Help: Grade Roster Frequently Asked Questions

Grade Roster Process

There are five basic steps for entering grades:

• Step 1: Grade roster access is assigned to instructors in M-Pathways defining their ability to enter, upload, review, approve, and/or change grades.
• Step 2: Grade rosters are generated.
• Step 3: Grades are entered and approved for each graded class section.
• Step 4: Grades are posted to the students record.
• Step 5: Grade changes can be requested if required.
  
  Students can view their posted grades at any time via Wolverine Access Student Business. Grades are posted once per hour during the grade processing period.

Grade Roster Frequently Asked Questions

GRADE PROCESSING PERIOD

Grade rosters for full term classes are generated on the last day of classes for the term. Classes that meet less than the full term (first half, second half, and mini courses) will have their grade rosters generated on the Friday of the week the class ends. Grades must be submitted no later than "72 hours after the scheduled final exam for the class" http://www.provost.umich.edu/faculty/handbook/8/8.D.html#8.D.10. If there is no exam scheduled for the class, grades are due 72 hours after the last day of the class or 72 hours after the completed work was due for the class.

GRADE ROSTER ACCESS

• Who can enter grades and approve/submit grades?
  Departments determine who has access to the grader roster. Class Maintainers and Grade Coordinators work with faculty to determine individual grade roster access. Grade Roster Access is set up by Class Maintainers for each class section.
  
  Grade rosters are available to:

  1. Instructors, faculty graders, and graduate instructors assigned to the class in M-Pathways with one of the following levels of access:
     
     • GRADE access allows you to enter or upload grades and then set the Grade Roster Approval Status to Ready for Review. Instructors with this role cannot approve or change grades. This level of access is recommended for classes with one or more instructors assigned and/or for classes with multiple components.
     • APPROVE access allows you to enter grades, upload grades, or review grades already entered. Once the grades are reviewed for accuracy, you can set the Grade Roster Approval Status to Approved. Clicking Save and viewing the Grade Roster Submittal Confirmation that appears on the bottom of the grade roster page are the final steps. This level of access is recommended when only one instructor is responsible for all aspects of grading.
  2. Staff who are assigned one of the following levels of proxy access in the Faculty Center by a class instructor with GRADE or APPROVE access:
     
     • Enter Grade Proxy access allows you to enter or upload grades and then set the Approval Status to Ready for Review. Proxies with this role cannot approve or change grades.
     • Approve Grade Roster Proxy access allows you to enter grades, upload grades, or review grades already entered. Once the grades are reviewed for accuracy, you can set the Grade Roster Approval Status to 'Approved.' Clicking Save and viewing the Grade Roster Submittal Confirmation that appears on the bottom of the grade roster page are the final steps.
• Can a class have multiple graders and/or approvers?
  Yes, a class can have multiple users with GRADE and/or APPROVE grade roster access. Departments determine who has access to the grade roster.
• What do I need to enter the Faculty Center Grade Roster?
  1. In order to enter and submit grades for review, you will need GRADE grade roster access or Enter Grade proxy access. To enter and approve grades, you will need APPROVE grade roster access or Approve Grade Roster proxy access.
  2. Uniqname and UMICH password. For information on obtaining a uniqname and UMICH (Kerberos) password, please visit: http://its.umich.edu/accounts-access.
  3. Grade roster must be generated. Grade rosters for full term classes are generated on the last day of classes for the term. Classes that meet less than the full term (first half, second half, and mini courses) will have their grade rosters generated on the Friday of the week the class ends.
• Can I enter grades from my computer at home?
  Yes, you can enter Grades from anywhere you can access the internet.
• Will departmental staff have access to the Faculty Center Grade Roster?
  No, departmental staff cannot view the Faculty Center Grade Roster unless they have been assigned as a Faculty Grader or a proxy. They do have the ability to view grade rosters through the operational M-Pathways pages.

PROXIES

• What is a Proxy?
  Instructors are expected to enter and change grades using the Faculty Center grade roster for all of their assigned classes. In some cases, it may be necessary to assign a proxy for grading. Proxy assignments are made in the Faculty Center by the instructor assigned to the class in M-Pathways and have GRADE or APPROVE grade roster access.

  • After the first day of classes but before the grade roster is posted, an "Enter Grades" or "Approve Grade Roster" proxy can be assigned for a class section to someone who is not assigned to teach a class.
  • After the grade roster is posted, a "Change Grades" proxy can be assigned.
• If an instructor assigns an individual as a "Proxy," will the Proxy have access to Class Rosters and Grade Rosters?
  What the Proxy can access for the class section depends on how the instructor sets up the Proxy's access. If the Proxy is assigned:

  • View Class Roster: Proxy CANNOT enter grades or approve/submit grades. Proxy can only view the class roster.
  • Enter Grades: Proxy can enter or upload grades and then set the Approval Status to Ready for Review. Proxies with this role cannot approve or change grades.
  • Approve Grade Roster: Proxy can enter grades, upload grades, or review grades already entered. Once the grades are reviewed for accuracy, they can set the Grade Roster Approval Status to Approved. Clicking Save and viewing the Grade Roster Submittal Confirmation that appears on the bottom of the Grade Roster page are the final steps.
  • Change Grades: Proxy can request grade changes. The School and College grade change rules and approval process apply. This access can be assigned only after grades have been approved and posted to the students' records.
• Can a class have multiple proxies?
  Yes, a class can have multiple people assigned as proxies. Instructors have the option to assign instructors or staff members as proxies for a class section.

ACCESS SET UP (GRADE COORDINATORS AND CLASS MAINTAINERS)

• Who sets up Web Grade Access?
  The School or College Class Maintainer sets up access for instructors to grade class sections prior to the grade-processing period.
  If a Proxy needs to be set up for a class section, the instructor will set up the Proxy after the first day of classes, but before the grade roster is posted. A "Grade Change" Proxy can only be assigned by instructors after the grade roster has been posted.
• What is a Grade Coordinator?
  Grade coordinators have a SR GRADE COORDINATOR USER role. Individuals with the GRADE COORDINATOR role can run the Grade Access Validation Report, run the Grade Access Assignment Report, run the Outstanding Grade Roster Report, and view the Grade Roster in M-Pathways. Each department determines who is granted the Grade Coordinator role.

GRADE ENTRY TIPS

• Can I save a partially completed grade roster?
  Yes, but only with an Approval Status of "Not Reviewed" or "Ready to Review."
• Can I approve a partially completed grade roster?
  No, the grade roster must have a grade entered for each student before it can be saved with a status of "Approved."
• Will the system automatically save a partially completed grade roster?
  Once you change the Approval Status or click Save your grades are saved in the system. If grades are entered and the approval status is not changed, you must click Save.
• What if a student does not appear on the grade roster?
  • If the student was a late add and was officially enrolled in the class after the grade roster generated, he/she should appear on the Grade Change Request page. If you are an instructor with APPROVE grade roster access, you can access the Grade Change Request page after the grade roster is posted.
  • If a student who has been attending the class is not listed on the Grade Roster and is not listed on the Grade Change Request page, please submit the grade on a paper Grade Change Form and forward to the school/college.
• What if I entered the incorrect grade for a student and approved the grade roster?
  If the status of the grade roster is "Pending" (not posted,) instructors with "Approve" grade roster access can usually make changes using the following steps:

  1. Change the Approval Status to "Not Reviewed."
  2. Change the grade.
  3. Change the Approved Status back to "Approve."
     Note: Instructors with GRADE grade roster access or Proxies assigned Enter Grades access cannot make changes to grades or approval status once the Approval Status is changed to "Ready to Review."

  If the status of the grade roster is "Posted," instructors with APPROVE grade roster access and Change Grade Proxies can use the online Grade Change Process to change a student's grade. Refer to Change Grades.
  
  The batch grade posting process posts grades to students' records and the status of the grade roster is changed from "Pending" to "Posted." During the grade-processing period, the batch grade posting process runs on the hour in the morning, on the half-hour during the afternoon, and once in the evening, then nightly until the next grade-processing period, and then weekly as needed.
• Where can I find definitions of grades?
  Refer to the About the Grade Roster Support Material. For definition on how grades should be used for your school or college, refer to your school's or college's bulletin.
• What grade should instructors submit for a letter graded (A-E) course that a student has elected to take as Pass/Fail?
  If a student has elected the Pass (P)/Fail (F) option for a letter graded (A-E) course, instructors must submit a grade of A-E. This letter grade will convert to reflect the P or F (on the student's record) according to the School/College rules for the individual student.
• How are grades entered for Combined Section classes?
  Combined Section classes have a separate grade roster for each section. Grades need to be entered on all grade rosters. The instructor will see all the grade rosters he/she needs to enter and/or approve grades for.
• Can Upper Level Writing Requirement (ULWR) grades be entered via the Faculty Center Grade Roster?
  If the class has been set up to meet the ULWR requirement, a C- or better automatically satisfies the requirement. A separate ULWR grade does not need to be entered.
• What is the red exclamation point icon?
  This icon means the roster is ready for review and approval. Grades have been entered, but the roster has not been approved yet.

GRADE UPLOAD AND IMPORT

• Will instructors be able to use electronic files to upload grades?
  An upload feature is available. It allows instructors to load grades electronically from a file rather than manually entering grades. Upload is optional but recommended for large grade rosters. To upload grades click File Upload. Refer to Upload Grades.
• What types of files can be uploaded into the Grade Roster?
  Excel 97-2003 (XLS), Comma Separated Value (CSV), and Text (TXT) files can be uploaded. Refer to Upload Grades and Grade Roster Upload File Requirements and Upload Errorsfor more detailed information.
• What information can the upload file contain?
  An upload file can only contain two columns. The first must contain the students UMID or uniqname and the second column must contain the letter grade. Any headings, footers, or extra information will prevent a successful upload. Refer to Upload Grades and Grade Roster Upload File Requirements and Upload Errorsfor more detailed information.
• Why I am getting errors when uploading my file?
  Errors can be caused by a variety of reasons. For a list of errors and possible causes, refer to Grade Roster Upload File Requirements and Upload Errorsfor more detailed information.
• Why isn't there a Canvas Letter Grades Import button on my grade roster?
  The Canvas Letter Grades Import button appears if the class has a corresponding published Canvas course and the grade roster is in Not Reviewed status. The button will not appear after the roster status is changed to Ready for Review, Approved, or Posted.
• There was a message saying "Canvas letter grades were not found for this class". What does that mean?
  In Canvas, instructors must manually enable a grading schema with letter grades. For help enabling a grading schema in Cavnas, contact 4-HELP.

GRADE ENTRY TIMING/DEADLINE

• When are grade rosters generated?
  Grade rosters are generated in the afternoon, on the day after the last day of classes of the term. For classes with non-standard academic sessions (i.e., mini-courses), they are generated weekly on Fridays at the end of the day.
• When are grades due for a class section?
  Grades must be submitted no later than "72 hours after the scheduled final exam for the class". http://www.provost.umich.edu/faculty/handbook/8/8.D.html#8.D.10
  
  If there is no exam scheduled for the class, grades are due 72 hours after the last day of the class or 72 hours after the completed work was due for the class. Late grades will hold up downstream processes (e.g., graduation, final transcripts, academic discipline).
• What if I miss the 72 hour deadline?
  Late grades should still be submitted via the Faculty Center Grade Roster as soon as possible.
• Can grades be entered early for Mini-Courses?
  Grade rosters for mini-courses will be available after 4 PM on Fridays for any classes that ended within that week. Grades for mini courses are due 72 hours after the scheduled final exam for the class.
• When can grades be entered for courses scheduled in Sessions?
  Grade Rosters for the first 7 week session (GB1) will be run at the 7th week. Grade Rosters for the second 7 week session (GB2) will be run at the end of the term, along with the regular term Grade Rosters.

PRINTING

• Can you print the grade entry page prior to entering grades or prior to approving grades?
  To keep a paper copy of the grade roster, click Printer Friendly Version,and select File > Print from your web browser.
• Should a paper copy be retained?
  Instructors can view the Grade Roster online and print via their browser. Although instructors may choose to print a copy of the grade roster, unless it causes significant inconvenience, it is recommended that they use the online Grade Roster to view grades after approving the grade roster.