Online Grading for Faculty

Table of Contents

• Grading System Tutorial
• Dates and Deadlines for Final Grades
• Portland State University's Grading System
• Incomplete Grades
• No Basis for Grade (X)
• Missing Grade (M)
• New Grading Policy for X and M Grades
• Grading Options
• How to Enter Online Final Grades
• Final Exam Policy Statement
• SSC Grade Option Change Policy Statement
• Grade Change Policies
• How to Enter Online Grade Changes
• Frequently Asked Questions
• Who to contact for more help

Dates and Deadlines for Final Grades

Summer Term 2012

1-4 week courses

5-8 Week Courses

9-10 Week Courses

11-12 Week Courses

13 Week Courses

Fall Term 2012

Winter Term 2013

Spring Term 2013

Portland State University's Grading System

The University grading system includes the following grades and quality points (used in computing grade point averages). Marks of I, IP, W, P, NP, AU, X and M do not count in the GPA computation.

GPA Contributing Marks Used

Non-GPA Contributing Marks Used

Incomplete Grades (I): The instructor may issue a grade of I (for Incomplete) when certain criteria have been met and satisfactory student-instructor arrangements have been made.

To view the complete and official policy on the Faculty Senate approved "I to F policy" and the guidelines and criteria for assigning an Incomplete, please click on the following link:

Incomplete and I to F Policies

Incomplete grades are not included when calculating GPA.

The deadline for completion of an Incomplete in an undergraduate course is one calendar year. The instructor may set a shorter deadline, which is binding. An agreement to a longer period is by petition to the Scholastic Standards Committee. Failure to make up the Incomplete by the end of one year will result in the mark of I automatically changing to a grade of F or NP, depending on the grading option chosen by the student at registration.

For graduating students, Incompletes awarded in undergraduate courses taken in Fall Term 2006 or later will automatically change to a grade of F or NP before conferral of the degree. The faculty of record must file supplemental grade changes no later than 30 days after the degree is awarded. Grades of F or NP will remain on the academic record after the degree is awarded and cannot be removed.

In cases when a student’s inability to complete the work by the deadline is due to extraordinary circumstances, such as catastrophic injury or illness, petition may be made to the Scholastic Standards Committee, which will review the case to determine appropriate action.

In-Progress Grade (IP): Certain courses are designed so that students register for a course in one term and complete it by registering for the companion course(s) in a subsequent term(s). The IP grade is issued for the first course(s), and remains until replaced by the final grade in the final companion course. IP grades are not included when calculating GPA. Examples of IP courses include UNST 421 Capstones, 501/601 Research, 506/606 Projects and 503/603 Thesis.

If the grade for the final term of a UNST 421 is submitted before the end of term grading deadline, the IP grades for the previous terms are updated automatically. If the grade for the final term is entered after the end of term grade submission deadline, as an online grade change, the instructor must also change the grade of IP to the appropriate grade for the previous terms.

Withdrawal Grade (W): Issued when a student formally withdraws from a course. The withdrawal must be initiated by the student in accordance with the procedures and deadline dates published in the Schedule of Classes. W grades carry no credit and are not included when calculating GPA. W grades may not be changed by instructors.

Audit Grade (AU): Issued when a student’s attendance in an audited course is deemed adequate. AU grades carry no credit and are not included when calculating GPA.

No Basis for Grade (X)*: Issued when the instructor finds no basis for grade or performance evaluation, such as non-attendance. X grades carry no credit and are not included when calculating GPA. X grades should not be used in place of Incompletes.

Missing Grade (M)*: Issued when no grade has been reported to the Office of Admissions, Registration, and Records by the grade submission deadline. M grades carry no credit and are not included when calculating GPA. M grades should not be used in place of Incompletes.

*New Grading Policy for X and M Grades

The PSU Faculty Senate approved the following definition and rules regarding assignment of X grades and M Grades, effective fall 2011.

The X grade definition: Non-attendance and No Basis for Grade. The X grade is used when there is little or no attendance and no work/performance upon which to base an academic evaluation.
 

New Rule for X grades: X grades cannot be changed after initial submission and other grades cannot be changed to an X.
 

New Rule for M grades: M (missing) grades will change to a grade of X, one term after the initial term. Once converted to an X, cannot be changed.

Pass (P): The grade of P is used to indicate successful completion (C- or better for undergraduate, B- or better for graduate) of a course. A grade of P carries credit, but is not included when calculating GPA.

No Pass (NP): The grade of NP is used to indicate unsatisfactory performance in a course. A grade of NP results in no-credit earned and is not included when calculating GPA.

Grading Options

Courses are offered under one of three grading options.

(1) Differentiated (A-F graded) only

Letter grades of A,A-,B+,B,B-,C+,C,C-,D+,D,D-, and F are used to indicate academic performance in a course. A-F grades are included when calculating GPA.

(2) Undifferentiated (P/NP) only

Pass Grades (P): The grade of P is used to indicate successful completion (C- or better for undergraduate, B- or better for graduate) of a course. A grade of P carries credit, but is not included when calculating GPA.

No Pass Grades (NP): The grade of NP is used to indicate unsatisfactory performance in a course. A grade of NP results in no-credit earned and is not included when calculating GPA.

(3) Optional (Graded or P/NP)

Some courses are offered under both differentiated and undifferentiated grading options. The default grading option is A-F, but students may choose the P/NP option instead and must elect the P/NP option, when available, during the registration period. Students may make changes to grading options through the seventh week of a term.

Restrictions on Pass/No Pass Option

Undergraduates are limited to 45 Pass credits. No more than 20 Pass credits can be earned in the final 45 degree credits. P/NP grading may be prohibited by academic major or degree requirements and the P/NP grading option is limited at the graduate level. Students may not choose P/NP if they are repeating a course for which they received a differentiated (A – F) grade.

How to enter Final Grades Online

Access online Final Grades as follows:

1. Log in at banweb.pdx.edu (if you are having trouble logging in, please contact the OIT HELP Desk at 5-4357.)

2. Select Faculty Services

3. Click on Final Grades

4. Select the term and your course

5. Select the CRN (Course Reference Number) from the pull down list of your CRN listings. Click Submit CRN. This will bring a list of all registered students in your course/section. If no students are registered, this message will appear:

“Stop. There are no students registered for: (course name, number, section)”

6. Select a Grade from the pull down menu for each student you wish to grade at this time.

Grade Mode Column: The Grade Mode column following the Grade field will identify the grading mode of the course and the grading option selected by the student at the time of registration. This Grade Mode controls which grades are valid for the student. Only valid grades are displayed in the Grade pull down menu. For example: A grade mode of P/NP in the grade mode column indicates that only a Pass or No Pass grade can be assigned, not A-F.

Missing Grades: Selecting no grade (‘None’) in the Grade field will result in automatic assignment of a mark of “M” for missing grade after the final grade submission deadline. The grade mark of "M" remains on the student transcript until a Grade Change is submitted. All Student inquiries regarding "M" grades are referred to the instructor.

Below are descriptions of the possible Grade Modes:

Pass/NoPass Grading Mode (P): allows only grades of P or NP

Graded (A-F) Mode (G): allows only differentiated grades A to F

In-Progress Only (503,603) (C): allows only grades of IP

In Progress Option: IP, A-F, P/NP (UNST 421, 501/601 and 506/606) (B): allows IP, A to F or P or NP grades

Audit Only (A): allows only AU (audit) or X (no basis for grade) marks.

Registration Status Field: A “W” in this field indicates that the student has withdrawn from the course, resulting in mark of W. W marks cannot be changed by instructors.

10. After entering grades for the course, click on Submit Changes. You may change or override your final grades an unlimited number of times until the end of the grading period.

After the final grading period closes, faculty will submit most grade changes or late submission of grades through the Online Grade Change menu. See Online Grade Change details below.

NOTE: If you have a large number of students enrolled in your class, your worksheet will have multiple pages for you to enter grades on. Once you are finished with the current page, click on one of the links next to the "Records:" label at the top or the bottom of the page to go to the next page on the worksheet.

11. Once changes have been submitted, the Grade Worksheet will reappear with your final grades and the message, "The grade changes you made were saved successfully."

12. To select another course to grade, click on CRN Selection. Select another CRN and follow the Final Grades link.

13. Repeat grade entry steps for all courses and after submitting changes for all grades, click on Exit.

Important Tips for On-Line Final Grading

• Once online grading is open for a term, it is generally available 24 hours a day, with the possible exception of Friday nights when the Banner system may come down for maintenance between 8:00 pm and midnight. The University deadline for submitting grades is 5:00pm on the Tuesday after the end of finals week.

• Keep your Username and Password safe and confidential. Validity and confidentiality of student records depends on it. If you forget your Password contact the OIT HELP Desk at 5-4357.

• You can log in to the PSU Faculty Services from any computer with a current web browser. This means that you can do grading from your home, or anywhere in the world. If you need information or assistance getting connected from off-campus, contact the OIT Help Desk at 725-4357, or online at http://www.uss.pdx.edu.

• Be sure to save your data entries frequently. If you are interrupted and leave your work session open unattended for more than 30 minutes your session will time out and you will lose any work not saved.

• Grade ‘Rolled’ indicator: After the online grade submission deadline passes at 5:00pm on the Tuesday following finals week, a process is run that ‘rolls’ all submitted grades to the students' academic history. After the grading window closes, grades can no longer be submitted via the Final Grades worksheets. The "rolled" indicator on the web grade sheet will display "Yes" and students can now view their grades online. Any grades which have not been entered will display as "M".

Printing Help

Please note that while your Final Grade Worksheet displays completely on your computer monitor, several of the columns on the right may be cut off during printing if you simply click on the printer icon or select "print" from the file menu in IE or Netscape. This is because most computer printers are setup, by default, to print in what is known as "Portrait" mode, where the 8.5x11 inch page is oriented so it is taller than it is wide. To print all of the columns on your roster, you'll need to print in "Landscape" mode, where the page is oriented wider than it is tall.

To print in landscape mode using either IE or Netscape:

1. Select the "File" menu, then scroll down and select "Print". This will open the "Print window.

2. On the upper right of the "Print" window will be a button labeled "Properties". Select this.

3. You'll open a sub-menu with several tabs at the top of the screen. Select the tab labeled "Basics".

4. On the bottom left of the "Basics" window will be an area labeled "Orientation". In that area you'll see two radio buttons labeled "Portrait" and "Landscape". By default, the "Portrait" button will be selected. Simply select the "Landscape" button instead.

5. The select the "OK" button on the bottom of the menu.

6. This will return you to the main "Print" window; now select the "OK" button on the bottom of the window to print the pages in landscape mode.

Final Exam Policy

The final exam should be viewed as an integral part of the course, subject to department policy and the nature of the course. It is expected that the final exam time will be used as the last class meeting in the case when no final exam is required. The use and role of midterms and finals is explained to students at the beginning of the term as part of the course syllabus. The time and date of a final exam cannot be altered.

SSC Grade Option Change Policy

Students have the first seven weeks of the term to choose their grading option, per Faculty Senate policy. For one term thereafter, Scholastic Standards Committee (SSC) will consider petitions for registration errors. After that, SSC's experience is that petitions reflect grade option changing in order to satisfy some later purpose (e.g., graduate school admissions). It is inappropriate to alter PSU academic record history for a third party's own requirements.

Grade Change Policies

At the end of each term, the instructor of record enters final grades online. The instructor is responsible for making any changes to I, M and IP grades, and can do so for up to a period of one year using Online Grade Change.

If an error is made in calculating a grade, a course or department/program policy has been misapplied, or a grade has been affected by extraordinary circumstances, an instructor may change regular A – F or P/NP grades with department chair approval. It is the instructor/department’s responsibility to notify the student when such a grade-to-grade change has been made, especially if the grade is being lowered. Because signature approval beyond the instructor is required, such changes must be submitted using the paper SGR form.

Faculty should not permit students to improve a grade by doing extra work or re-working assignments, or change the grading option on a course, unless the same opportunities are provided to all students in the class. Grade option changes beyond the deadline must be approved by DAC for current term, and for SSC for past terms.

Changes to Academic Record After Graduation

All grade changes, removals of incompletes, and transfer work necessary for completion of degree requirements must be submitted to the Office Admissions, Registration & Records by the Friday of finals week in which the student graduates.

Portland State University academic records are sealed thirty days after the conferral of a degree. After this date, changes to majors and minors, addition of departmental honors, removal of incompletes, grade changes, or other changes to an academic record cannot be made.

How to Enter Online Grade Changes

1. From the PSU Home Page, click on the Faculty & Staff link in the "I am a.." menu on the lower right of the page, then click on PSU Information System, under Faculty & Staff Resources.

2. Enter your Username and Password (if you are having trouble logging in, please contact the OIT HELP Desk at 5-4357.)

3. Select Faculty Services from the menu.

4. Select Online Grade Change from the list displayed.

5. Select either a Student from one of your Research 501/601 or Project 506/606 courses - no time limit

OR

Select one of your non-research/project Courses (offered within the 1 year/5-term time limit) and then select the student

7. Once student selection has been made, enter grades and click "Submit" to save the change.

Banner System Messages You May Receive:

• If a grade change is successful, you will receive a message that says: “Supplemental grade change completed successfully. The newly assigned grade is now reflected on the student’s official transcript”.

• If you try to submit a grade for a course that already has a grade of A-F or P/NP assigned, you will receive an error message that says: “Only current marks of I, M or IP may be changed online. Other grade changes must be approved by department chair and submitted on the paper SGR”.

• If you are trying to submit a grade for a student who has already graduated you will receive an error message that says: “Student graduated more than 30 days ago from degree program to which this course applies. The transcript is sealed and the grade cannot be changed.”

• If you try to enter a grade for a course that has not been “rolled” properly to the student’s academic history record, you will receive a message that says: “ Course not entered in academic history. Contact the Records Office for assistance”.

Frequently Asked Questions

• What kind of computer do I need for submitting online grades or grade changes?
• When is online grading available?
• Is online grading ever unavailable?
• I can't view one of my CRNs on my list for Final Grades. What's wrong?
• I can't find one of my CRNs in the Online Grade Change. What's wrong?
• I can’t find one of my students in the Online Grade Change. What’s wrong?
• Will my work be saved if I have to log off before completing the entire final grade roster?
• Can someone else enter my final grades or grade changes for me?
• When will my students be able to view their grades on Banweb?
• I am team teaching a course with another faculty member, who has access to the online final grade roster or online grade change?

What kind of computer do I need for submitting online grades or grade changes?

You may use a PC or Mac, a desktop or a laptop, and any operating system (Windows, NT, even Linux). You may access online rosters from on campus in offices or computer labs, from your home, or from 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.

When is online grading available?

Online Grade rosters for fall, winter, and spring terms are available beginning the Monday of the eighth week of the term. Summer term grade rosters are available beginning the first day of each distinct grading period (i.e. 4-week, 8-week, 10-week, 12-week and 13-week).

Fall, winter and spring term grades are due Tuesday at 5:00 p.m. following finals week. During summer term, final grades are due at 5:00 pm on the Tuesday following the end of the grading period. See detailed schedule above under Dates and Deadlines.

Is online grading ever unavailable?

Yes. Due to occasional system maintenance and back-ups, online grading may not be available on Friday evenings from 8:00 pm to midnight.

I can't view one of my CRNs on my list for Final Grades. What's wrong?

First be sure that you have selected the correct term from the drop down box. Secondly, you need to be listed as the instructor of record for each course you are teaching. Contact your department office if you still can’t see your CRN because you may not be listed as the instructor of record and your departmental staff can help you.

I can't find one of my CRNs in the Online Grade Change. What's wrong?

A CRN may not be showing up because the course is not eligible for online grade change for one of the following reasons:

• Grade changes for Thesis 503/603 courses cannot be made online and must be approved by the Office of Graduate Studies on a GO-17 Form (Recommendation for Degree).
• CRNs for a given term will not appear in the Online Grade Change system prior to the final grade processing for that term.
• Regular, non-research/non-project courses do not show up if they are beyond the 5-term limit. Example: CRNs for courses taken prior to winter 2007 will not be available in the system after the end of spring 2008.
• You must be listed as the instructor of record on the CRN in order for it to show up in the system. It is possible that an error was made and your name is not correctly recorded as instructor. Errors of this type are more likely in circumstances involving late added courses.

I can't find one of my students in the Online Grade Change. What's wrong?

Students in 501/601/506/606 courses will not show up as eligible for grade change once the student has graduated and the academic record is closed. Registration errors may also result in students not showing up appropriately on your CRNs.

Will my work be saved if I have to log off before completing the entire Final Grade roster?

Yes, but ONLY if you remember to click on the "Save Grade Changes" button at the bottom of the page before exiting. When you log on the next time, the grades you previously entered will be displayed (and can be changed further). You may then complete the remaining entries. It is important to save your work frequently in case of a system failure or in case you are away from your computer for more than 30 minutes and your session is timed out.

Can someone else enter my grades for me?

It is the responsibility of the instructor(s) of record to access the online grade rosters and enter the final grades or make grade changes. Some departments have identified the chair or another staff person to act as an “alternate” grader for the purpose of entering grades for instructors in unusual or emergency situations. No one other than the instructor of record or the departmentally assigned alternate grader should be entering grades. It is not appropriate for you to share your login information with anyone else.

When will my students be able to view their grades on Banner Self-Service?

At the end of fall, winter and spring terms, final grades are available online for student viewing beginning at 8:00 am on the Wednesday after finals week. All grade rosters submitted by faculty up to that point will be loaded to student records and available to students via their BanWeb accounts. Summer term grades will be available for students at 8:00 am on the Wednesday following the end of the grading period. See Dates and Deadlines above.

Grades entered through the Online Grade Change are posted almost instantly to the student’s transcript and thus available to students online.

I am team teaching a course with another faculty member. Who has access to the online final grades or make grade changes?

As long as both faculty members are recorded as instructor of record for the CRN, both will have access to the online grade roster and to the online grade change. The same is true for multiple faculty members teaching one CRN. Faculty members team teaching should coordinate grading to ensure each student receives a grade and that the completed roster is submitted on time.

Who to contact for help

The Office Admissions, Registration & Records in Neuberger Hall Lobby

Registration & Records Team

503.725.3511

Banner SIS Team

Banner Student Information System Help Line

503.725.5355