Update Student Grades

If you have been given permission to enter/edit grades and the grading period is open in your institutional database, the Update Student Grades page displays for a particular course when you click that Course hyperlink on the Grading Course List screen. This screen also displays when you click the Grade Entry option in the Go Directly To drop-down in the Faculty Course Control portlet.

If you only have permissions to enter new grades but you cannot edit existing grades, you will only be able to edit grades for students who do not currently have a grade defined; existing grades will be displayed as a read-only value with no drop-down available from which to select a grade.

If you only have permissions to update existing grades, you will not be able to enter grades for students who do not already have a grade assigned. In this case, existing grades will be read only and a grade drop-down will be displayed.

If you have permissions to enter and update grades, you will see a grade drop-down for each student, regardless of whether or not he/she already has a grade.

This page displays a list of all students registered for the course you selected. The following fields are available:

Field

Description

Student List for

The selected Division, Year, Term, and Subterm are displayed.

Course

This drop-down is populated with a list of your courses retrieved from your institutional database and allows you to change your course selection.

Catalog (CX Only)

If allowed, this field is populated with the catalog code of the selected course.

Instructors

This field is populated with instructor name(s) (if applicable).

Cross-Listed Courses

This field is populated with cross-listed courses (if applicable).

Course Grading Type

This field is populated with the description of the Course Grading Type.

Default Grade

This drop-down is populated with a list of available grades and grade codes.

Set Default Grade

Click this button to update the student's grades with the selected default grade. This button will not be available until you select a grade in from the Default Grade drop-down. If a grade does not currently exist for a student and the grade type for the course is the same as the grade type for the student, clicking this button updates the Midterm Grade (if displayed) and Final Grade fields with the grade selected in the Default Grade field if the Final Grade and/or the Midterm Grades fields are editable.

The following columns in the Update Student Grades table are displayed and populated with specific class list data:

Column

Description

FERPA Restriction

If the student has FERPA restrictions in place, a red exclamation point will display in this column beside the student name.

Student

This column is populated with the student list for the selected course. The list is sorted alphabetically by last name, first name, middle name, suffix.

This column lists the ID Number for the student.

Graduating

This column will be populated with a Y or N, depending on the graduation status of the student for the selected Division, Year, Term, and Subterm.

Midterm Grade

This column will display only if your institution allows the entry of midterm grades. If you have been given security to enter/edit midterm grades and the grading period is open in the institutional database, the fields in the column are editable. If you have not been given security to enter/edit midterm grades or the grading period is closed in the institutional database, the text in the column is read only.

Final Grade

This column will display only if your institution allows the entry of final grades. If you have been given security to enter/edit final grades and the grading period is open in the institutional database, the fields in the column are editable. If you have not been given security to enter/edit final grades or the grading period is closed in the institutional database, the text in the column is read only.

Grading Type

If the grade type and course grade type retrieved from the institutional database are not the same, the grade type description displays. If the grade type and the course grade type are the same, the field is left empty.

Absences

If you have permissions to enter absences, this field is editable; otherwise, this column is read only. If you are allowed to enter a value in this column, only whole numeric values greater than or equal to 0 are valid.

Clock Hrs

This column may not be available, depending on your institutional database. If available, the Clock Hrs field for each student if you have permissions to enter clock hours; otherwise, this column is read-only. If you are allowed to enter a value in this column, only numeric values greater than or equal to 0 with two decimal places are valid.

Cross-Listed Course

This field is populated with the cross-listed course (if applicable) for which the student is registered.

Grade Note

This column may not be available, depending on your institutional database. If available, the column is populated with data from your institutional database and is read only.

When the Save button is clicked, the updated/new grades are saved to the institutional database. If the grades were saved successfully, the Current Student Grade List page displays the course student list with the updated grades. If the grades were not saved successfully to the institutional database, the Unsuccessful Save page displays.

When the Cancel button is clicked, no grades/updates are saved and you are returned to the Grading Course List page.

The Printer Friendly Version hyperlink and icon (

) open the Printable Student Grade List page in a new browser window. This page displays only current data.

Functions

Entering/Editing Midterm/Final Grades

From the Grade Entry portlet, click the View Course List link to open the Grading Course List screen for the person (faculty) logged in.
Select the appropriate Division and Term, and then click the Search button.
Click the appropriate Course link to view the student list for the course.
If you wish to set a Default Grade, select the appropriate grade from the drop-down list, and click the Set Default Grade button. This populates the Midterm Grade/Final Grade fields with the Default Grade you selected, provided the student does not currently have a grade and the grade type for the course is the same as the grade type for the student.
Enter/Edit midterm/final grades.
Click the Save button.
If grades were saved successfully, the course student list with updated grades are displayed in the Current Student Grade List page.
If grades were not saved successfully, the following message displays: "Grades were not successfully saved to the database." In addition, an error message detailing the problem will display. You can click the Return to previous page link to return to the Update Student Grades page where the grade values you entered are still displayed, or you can go to the main Course List page by clicking the Return to Course List link.

Printing Grade List

From the Current Student Grade List screen, click the Printer Friendly link or the printer icon ().
The read-only student list and grade information is displayed in a new browser window.
To print the page, click the Send to Printer button.
To exit, click the Exit Print Mode link or the exit icon ().

Selecting a New Course

From the Update Student Grades page, select a new course from the Student List for drop-down list.
If you made changes to existing grades for the previous course you were working with but did not save the changes, the following prompt displays: "There are unsaved changes. Do you wish to continue?" If you click OK, the changes are not saved and the student list for the new course displays. If you click Cancel, you are returned to the original course.

Entering a Default Grade

From the Grading Course List screen, click the course link for which you want to set default grades.
On the Update Student Grades page,select the default grade you want to use from the Default Grade drop-down list.
Click the Set Default Grade button. Empty grade fields will be populated with the default grade if the grade scale for the student matches the grade scale for the course and if you have permissions to enter new grades for students. If the two grade scales do not match, the default grade will not be populated for the student.
The default grade for individual students can be edited by selecting the appropriate value from the grade drop-down lists.
Click the Save button to save the grades.