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Web grades FAQ
- When are grades due?
- Find the current semester's grades due dates here.
- According to University Policy, final grades are due no later than three
business days after the end of the final exam period.
- Final grades for classes offered during the first 7-week session and second 7-week session are also due three business days after the final exam. Final grades for summer and extended regular sessions are due three business days after the last day of class.
- Why are grades due so soon after the end of the term?
- Students are always anxious to find out their grades for courses. In
addition, a number of important processes depend on final grades. The
impact of late grades can be very serious. Students can:
- face probation or suspension by their college
- face probation or suspension of financial aid
- lose athletic eligibility
- lose scholarships
- face delay of graduation
- face delay of tuition reimbursement
- risk termination of Veteran's Administration benefits
- risk loss of honors status
- have their admission to a graduate program postponed
- lose their good-student insurance discount
- lose job opportunities
- students who are teachers may be prevented from professional lane
- When will the students' grades be posted?
- With web submission of grades, students' grades will be posted to their
records on a nightly basis, so students will be able to view their grades
the next day. Grades submitted on the weekend can be viewed the next
day. This means that students may be seeing grades "trickle"
in, instead of seeing all or most of their grades on one specified date.
- Why did the University transition to submitting grades online?
- Students benefit from web-based grade entry since grades are available
for students to view the day after the faculty member submits grades rather
than having to wait for several weeks for the processing of "bubble
sheets" to be completed.
- Submitting grades directly via the web instead of using bubble sheets
is faster, more cost effective and efficient for the University because
there is less room for error. Many faculty members now use computer-based
grade files (e.g., Excel or Word) rather than paper grade rosters. Submitting
grades online will be consistent with many computer based files, making
the submission of grades more cost effective and efficient.
- There is both a direct and indirect cost savings in submitting grades
via the web. First, the University will not need to print the bubble
sheets nor will it have to pay to have the sheets scanned. There will
be no need for manual entry for bubble sheets that are unable to be scanned
(i.e., completed in pen, coffee spilled on it, folded, names added to
the roster). Faculty who use a computer-based grade file should be able
to save time by uploading their grade file rather than transferring the
grades to a bubble sheet.
- When is the system available for use?
- The web grading system will be available starting on the Monday of the
last week of instruction for the semester. The exact date that the grading
system will be available for use will depend upon the campus where the
course it taught, as academic calendars vary by campus.
- The web grading system will be unavailable from 3:30 - 5:30 am, Monday-Saturday
and 3:30 am -12:30 pm, Sunday for system backup. Do not try to log into
the system at these times, you will not be able to access the system and
you will receive an error message.
- Instructors of courses that are offered during the first seven weeks
of the term will be able to access the system beginning the Monday of
the last week of instruction of the 7-week session. If your grade roster
is unavailable, please call 625-2803 for assistance.
- How will grades be submitted via the web?
- Submitting grades via the web is very simple. First, you will need to
connect to the web grading system. You will need your Internet ID (X.500
Username) and password to log into the web grading system. Your Internet
ID is the prefix before the @ sign in the University assigned e-mail address.
For many people this is the first five letters of their last name and
three digits. Passwords are individually set (see the phone numbers below
for assistance with passwords or Internet ID problems).
- After you have logged into the system, you will need to select the correct
term, next you will be prompted to choose the course for which you wish
to submit final grades. Your choice of courses will be based on the courses
for which you are listed in PeopleSoft as the instructor of record. Once
you have chosen the appropriate course, you will be given a list of students
officially registered for the course. At this point you can either enter
final grades for each of the students listed on your grade roster or you
can upload grades from a separate grade file.
- Supplemental grades or grade changes are to be submitted on the web.
However, grade changes or early/late grades prior to fall 1999 must be
submitted to the Office of the Registrar via the paper form.
- How do I upload a grade file that I have already created?
- The web grading system has the capability to upload grade files from
a variety of formats. For faculty who keep grades in a spreadsheet or
a word processing file, it is easy to create a file that can be uploaded
to submit all grades at once.
- Step 1: Modify your existing grade file to include only a student's
ID number and the associated grade.
- Step 2: To upload your modified grade sheet, you will first click
on the "upload" button at the top, right of the grade roster in the web
- Step 3: Once you have clicked on the upload button the system
will automatically open up a dialogue box from which you need to locate
your grade file.
- Step 4: Once you have located the file that you want to upload,
double click on it and the web grading system will automatically upload
the grade information to the web grading system. After the grades have
been uploaded, the system will let you know how many of the grades from
your grading file have been uploaded to the web grading system (e.g.,
10 of 10 grades uploaded, 8 of 15 grades uploaded), the ID numbers of
the students whose grades were not uploaded will be displayed in this
- Step 5: For students whose grades did not upload, you will need
to either enter the grade by hand in the empty box next to their name
on the grade roster or change their entry on your grade file and re-upload
- Step 6: After you have verified all grades on the grade roster,
you will need to click the "Submit to Registrar" button to submit your
- Uploading grades from separate files will need to occur on a class-by-class
basis - there is no way to upload all grades from a department or school
at one time. This is also true of mulitple sections for a course -- each
section must be individually uploaded.
- Is there assistance available if I need help?
- If you have problems with your username or password for the x.500 system,
- Twin Cities
- If the x.500 system will not allow you access to the web grading system,
- (612) 301-4357
- If you experience problems while you are in the web grading system or
are having difficulty using the system contact the Student Records Help
Line at (612) 625-2803 or email@example.com.
- What if when I log into the system my class is not listed?
- Class lists for individual faculty come from a central database listing
of instructors of record. Being included on this list is what gives instructors
access to student photos and email address for all student, including
those who have asked to have their directory information suppressed.
If your class is not listed, then the database does not include your name
for the class.
- If you are not listed as an instructor of record, you will need to contact
your departmental scheduling coordinator to ask that he or she update
the information in the central database. Once this information is updated
in the system, you will need to re-log into the system. Updated instructor
of record information will not be "real-time." The web grading
system will be updated twice a day, once at noon and once in the evening,
to capture new instructor of record information.
- If there is an instructor of record but the roster isn't there, call
625-2803 for assistance.
- What if I teach classes on more than one campus?
- Once you log into the web grading system, you will see a list of all
of the classes that you are teaching for that semester regardless of the
campus on which they are taught. If you are teaching a course on both
the Twin Cites and Crookston campuses, you will see both courses in your
- I teach a large class, do I have to turn in all the grades at the same
- The web grading system allows you to assign some grades to students on
your roster and then save the roster to continue working on it at a later
time. However, the web grading system will not permit you to submit
a partially completed grade roster to the Office of the Registrar.
- I am responsible for the lectures in a course with a number of required
recitation (laboratory) sections. Which part of a course is considered
the graded component and who is responsible for submitting the grade?
- Generally, the lab section is considered the graded component for a course.
This means that you need to make sure that the correct person is assigned
as the instructor for this portion. Unless you want someone else to enter
the grades for this section, the person assigned as the instructor of
record or proxy will be responsible for entering the grades for this portion
of the course.
- Can my Teaching Assistant (TA) enter final grades for a course?
- Yes, if your TA is entered into PeopleSoft as an instructor of record
for the course (or section) he or she can enter and submit the final grades.
You can also have your TA assigned as a "proxy" for a course and then
he or she can enter and submit the grades.
- Can I designate someone else to enter grades?
- Yes, the web-grading system has proxy access. This means that someone
else can be given rights to access your class roster, and submit the grades
via the web. Proxy access must be established prior to entering grades
in order for the proxy to be able to access the system.
- On the Twin Cities campus, the departmental scheduling coordinator sets
up proxy access. The web grading system will audit who has proxy access
and what grades are entered by that access.
- Will I see the grading basis for the students in my classes?
- For courses that are taught on the Twin Cities, Morris and Crookston
campus a student's grading basis will display on the student roster for
the course. The Duluth Faculty Senate has requested that this information
not be displayed for their courses, and therefore it will not.
- Will I be able to use +/- grading?
- Yes, the University grading policy remains the same, therefore, +/- grading
is still in effect.
- What happens with S-N grades?
- If a student is registered S-N, you may submit either an S or an N.
If you submit a letter grade (i.e., A, B, C) the grade submission system
will automatically convert a letter grade to the corresponding S-N grade.
In accordance with University Grading Policy the system will automatically
convert any grade of C- or better to an "S" grade and any grade
lower than a C- to an "N" grade. If an instructor has chosen
a higher threshold than a C- as necessary to earn an "S" he
or she must enter the "S" or "N" grade on the grade
roster. The system will not allow S-N grades to be submitted for courses
in which this grading option is not available for students. You may submit an "I" grade for students who have registered for the course S-N.
- The Duluth campus has chosen C level work to be the required grade to
earn an "S." For courses taught on the Duluth campus the system will
automatically convert the appropriate letter grade of C or better to an
"S" and anything lower than that grade to an "N."
- Why are some of my grades already completed on my roster and I can't
- Grades for students who are auditing ("V" grade) will automatically be
attached to the student. Also, students who have withdrawn from the course
will have a "W" grade attached to their name. There may be other special
and limited circumstances, (e.g., students called to active military duty,
where grades have been assigned early). Arrangements for these cases
are usually handled through the department scheduling staff.
- Once the grades are entered and submitted, can I make changes?
- No, once you have submitted the grades to the Office of the Registrar
you cannot change the grades. If you submitted a grade in error or discover
an error in calculating a student's grade, you need to submit the new
grade via the supplemental grade system on-line. Note: if you are making
changes to grades prior to fall 1999, you must submit the grade change
to the Office of the Registrar via the paper Supplemental Grade Report.
- Will the system let me know if I am missing any student grades?
- Yes, the web grading system will not allow you to submit
a partially completed grade roster to the registrar. The system will
also automatically edit your submissions for valid grades (i.e., convert
an A grade to an S grade if the student has registered for the class on
the S-N grading basis). Also, the system will notify you if there is
a problem with the grading file you are uploading.
- Can I submit a partially completed grade roster?
- No. You must enter a grade for each student on your grade roster before
the system will permit you to submit your grades.
- Can I get a printout after I enter the grades?
- Yes, you can get a printout after you enter your grades. Access the
print command in the "File" menu at the left of the toolbar at the top
of the screen. The graded roster should print to the designated printer
for your computer.
- Can I enter grades from my computer at home?
- Yes, however, as with most web applications the connection from home
may be significantly slower than the connection from your office. If
you do not have a DSL line or another form of high-speed internet access,
it is possible you may have difficulty accessing and using the web grading
- What are the browser requirements for using the web grading system?
- The web grading system works best in Internet Explorer. It is preferred
that you use version 5.0 and higher.
- If I complete only some of the grade roster, will the system automatically
save my submissions?
- No. You must save your work. When you click on the "save" button on
the grade roster your work will be saved in the web grading system, not
your computer. When you return to complete your grading or if something
happens to break your connection to the web grading system, you can resume
entering grades at the point of your last save. It is recommended that
you save your work regularly.
- If you have not used the application in over an hour, the web grading
system will automatically log you out. If you are logged out and you
have not saved your information it will be lost.
- Will the system automatically send my grades to the Registrar's Office
if I have not submitted them by the deadline?
- No, you must click the "Submit to the Registrar" button for your grades
to be submitted. The web grading system will automatically display a
warning message on the grade roster when you have entered all of your
grades, saved the file and have not submitted it to the registrar.
- When is the grade roster generated?
- Grade rosters will be generated the Thursday of the second-to-the-last
week of the semester. Grade rosters will be available for use the Monday
of the last week of instruction. These dates will be adjusted proportionately
for half-semester courses.
- Individual grade rosters can be generated on a case-by-case basis by
the Office of the Registrar at the request of the departmental scheduling
coordinator by calling the Student Records Help line at 625-2803.
- What if a student does not appear on the class roster?
- If a student has been attending your class and completing the required
work but does not appear on your roster, then that student is not officially
registered for the class. The student must register for the class and
be graded through the supplemental grading process. Only students who
are officially registered will appear on grade rosters. You will not
be able to add students to your grade roster.
- In these situations, please refer students to the Registrar's Office
to register for the course.
- It is possible that additional students have been registered for a course
after the grade roster has been created. If your roster does not agree
with the class roster call the Student Records Help line to have the grade
roster recreated. This cannot be done if you have already submitted your
- What if a student on the roster has never attended the class or turned
in any work?
- If a student appears on your roster and he or she has not completed any
of the work for the course in all likelihood the student never dropped
the course. If a student has registered for a course and not completed
any of the work the appropriate grade for that student is "F". You may
not leave this student's grade blank. You will not be allowed to submit
your grade roster without submitting a grade for each student on the roster.
- Is a department signature required for each grade roster?
- No, the system does not require departmental signature for submission
of final grades. Instructors should follow their departmental policies
regarding any prior departmental review/approval of grades. Supplemental
grades (i.e., grade changes) will still be submitted via paper and will
require departmental verification. Various reports will be available
from the Information Management Systems (IMS) to monitor the grading process
and the submission of grades.
- Any grades submitted via the Supplementary Grade Report form will still
require departmental verification.
- I teach a seven-week course. Does this policy apply to me?
- Yes, instructors of seven-week courses will need to use the web-based
grading system. For courses offered the first seven-week session the
system will be available for use starting the Monday of the last week
of instruction. Courses offered the second seven-week session of the
semester would submit their grades at the end of the semester.
- What if I don't want the instructor or TA entering the grades for the
- The web-grading system does allow for a person to be listed as the instructor
of record but for this person to be disallowed from entering grades. Your
departmental scheduling coordinator can set up this feature.
- If a proxy is established, does the proxy have sole authority to enter
- Anyone who is listed in PeopleSoft as an instructor of record and who
has not been disallowed from entering grades will have access to enter
- If there is more than one instructor of record for a course, does each
one have authority for grade entry?
- Yes, anyone listed in PeopleSoft as an instructor of record and who has
not been disallowed from entering grades will have authority to enter
grades. Once grades have been submitted to the Office of the Registrar,
however, grade changes must be made via the Supplemental Grade system.
- What does “last date of participation” mean?
- "Last date of participation" refers to the last date a student either handed in work for a course (i.e., assigned homework, quizzes, exams, or papers), or attended a course.
A last date of participation must fall between the week before classes began and the current date.
- Why am I being asked for a last date of participation?
- The University of Minnesota is required to cancel 50 percent of a student’s federal Title IV funds if no course participation can be determined for students who receive all F’s, N’s, or a combination of them for a term. To read more about this regulation, please see pages 5-66 and 5-67 of the Student Financial Aid Handbook.
- By capturing the last date of participation, the University is able to ensure that the student retains the appropriate amount of financial aid and/or that the appropriate amount is returned.
- Do I have to include a last date of participation for every student?
- You need only include a last date of participation for students who earn a grade of “F” or “N.”
- What if I’m unsure of the student’s last date of participation?
- If you cannot use the last date you received work for the student or the last date the student attended, use the last date of a required quiz, test, or homework assignment. Essentially, use the last date for which you could have recorded participation for the student. If you have recorded no participation or attendance, use the first day of the term.
- What happens to a student’s financial aid if no last date of participation can be determined?
- Federal regulation requires that the University of Minnesota automatically cancel 50 percent of the student’s federal Title IV funds if no course participation can be determined for a term. Again, if you are unable to determine any date of participation please enter the first date of the term.
- What if the student receives an “I” and earns an “F” later?
- Students who earn an “I” and receive an “F” later will not require a last date of participation be entered. The requirement is only for students who earn an “F” or “N” at the time the grade is first submitted into the system
- What happens if I don’t submit a last date of participation for students who earned an "F" or "N"?
- If you do not record a final date of participation for students earning an “F” or “N,” you will be unable to submit your grade roster for the term. Grades are due 72 business hours after the final exam.
- If I submit last date of participation and later learn it is wrong, can I correct it?
- Once a grade has been submitted, you will not be able to change the date. Student financial aid is typically processed within two to three days after grades are due so any corrections to the date should be requested as quickly as possible after you submit a grade. If you determine that the date you submitted is incorrect please contact the Student Records Training and Support Team via email at firstname.lastname@example.org as soon as possible.
- Clearing Internet Cache
- We have upgraded the web grades system. This should solve many of the bugs
reported by Macintosh users and people using Netscape.
- Due to the nature of this upgrade, all users must clear their internet cache
before using the web grades system. If you need instructions on how to clear
your internet cache, please call 1-Help (612) 301-4357
- Grade changes prior to fall 1999
- Grade changes for classes prior to fall 1999 must
be submitted to the Office of the Registrar via a paper form. For more information regarding this form, please contact the Student Records Training Team.