Electronic Submission of Grades
Frequently Asked Questions - Electronic Submission of Grades or Grade Changes
| Q: | When will final grade rosters be available? |
| A: | Electronic final grade rosters will be available on the Thursday of the last week of the class. |
| Q: | When are final grades due? Will deadlines be different with electronic grading? |
| A: | Final grades are due to the Office of the Registrar 96 calendar hours after the final examination. This is the deadline approved by the Faculty Senate. The Registrar's Office has been given permission by the University Committee to extend this deadline slightly due to holidays, weekends, etc. Please see the page http://registrar.wisc.edu/faculty/grades/gradeinstr/deadlines.php for the most recent deadlines. |
| Q: | When will students' final grades be posted? How often will grades be posted? How soon will students be able to see their final grades? |
| A: | Grade rosters submitted electronically to the Office of the Registrar will be posted nightly. Nightly posting of newly submitted rosters will begin the week of final exams. Once the grades are posted, students will be able to access them immediately via My UW Madison. |
| Q: | Whose responsibility is it to determine and submit grades? How will grading be handled in courses with both
faculty and teaching assistants involved in the instruction? |
| A: | Given that departments and the faculty within them are ultimately responsible for grading, each department as an entity should consider its own best practices around the issue of grading, how to set the defaults for e-Grading access, and the internal communication and organizational processes established between faculty and teaching assistants. The Office of the Registrar is encouraging each department to be proactive about entering the appropriate grading and approval authority in a timely manner. Instructions for setting grading access have been sent to department Timetable representatives along with a department-specific course report to help facilitate auditing and update of the grade access value. |
| Q: | I co-teach a class with another faculty member. Will each of us have access to the grade roster and be able to enter grades? |
| A: | As long as you both are assigned as instructors of the course, you will both have access to the grade roster. Consult with your departmental Timetable representative if you do not have the access you anticipate. |
| Q: | Can my Teaching Assistant enter final grades? |
| A: | This is subject to departmental policy. If the practice of your department is to permit teaching assistants to assign grades, she or he should be able to access the grade roster and assign grades. Your department Timetable rep will need to add the TA for grading. |
| Q: | Will TAs also be able to submit their grades electronically? If so, can supervising faculty get into their records to make sure the grades have been submitted? How do faculty get a copy of the TA grades in order to monitor their accuracy? |
| A: | It is the department's decision whether TAs only enter the grades or both enter and submit them. There is a two-level grading status that can be set up. The Timetable/Classroom Scheduling staff will work with department Timetable reps and walk them through what needs to be done. If the department's practice is to permit TAs to both enter and submit grades, that is do-able. Or, as long as the supervising faculty is listed on the discussion or on the lecture, you can set it up so that TAs only have the ability to enter the grades and the supervising faculty actually approve the submission of the grades. In such a situation both have access to the electronic grade roster, appropriate to your policy, and faculty have the ability to print a copy if desired. Departmental administrators/grades coordinators will have inquiry access to grade rosters in ISIS, so grade rosters will always be available and can be monitored by departmental personnel. Online control lists, to allow tracking of submitted/not submitted rosters, also will be available to department administrative staff. |
| Q: | What if I'm unable to enter or submit my grades? |
| A: | If you are unable to enter or submit your grades, please contact the Office of the Registrar at 262-4859 or the timetable representative in your department. |
| Q: | Can I designate someone else to enter final grades for me? |
| A: | Faculty policy indicates that the instructor of the course is responsible for completing course grade rosters. If you are unable to submit your grades electronically, please contact the Office of the Registrar at 262-4859. |
| Q: | How do I access my grade rosters? |
| A: | Grade rosters are accessed via My UW Madison, click the Faculty Center. For further instructions, look at the egrading instructions located on this web site. |
| Q: | How do I print my grade rosters? |
| A: | To print your grade roster, use your browser's print feature (e.g. >File >Print) Check with your department to determine whether you are expected to provide a printed copy for their records. |
| Q: | What if I don't know my netID and password? |
| A: | For help with your netID and password, contact the DoIT Help Desk at 264-HELP (4357); help@doit.wisc.edu |
| Q: | What if I forget my password or get locked out? |
| A: | For help with your netID and password, contact the DoIT Help Desk at 264-HELP (4357); help@doit.wisc.edu |
| Q: | What is the difference between class rosters and grade rosters? |
| A: | A class roster is your tool to monitor enrollment of students in each class you are teaching. You will see one aggregate class roster for any combined section course or cross-listed course. The grade roster is the web service tool used to electronically submit final grades to the Office of the Registrar. You will see an individual grade roster for each graded section of any combined section course (e.g., lecture with discussions) or cross-listed course. |
| Q: | I don't see grade rosters for all of my classes - what do I do? |
| A: | Check with your departmental Timetable representative. This is likely a set up issue in ISIS. |
| Q: | I can not access my grade roster(s) and receive a message that reads "No Matching Values Found." What does this mean? What do I do? |
| A: | Check with your Timetable representative. This is a set up issue in ISIS - meaning you have not been defined to allow you to grade this section. |
| Q: | How do I know what grades are valid for a particular class or student? |
| A: | Click the magnifying/spy glass to view the list of valid grades. |
| Q: | How do I change an honors designation if the student did not fulfill the requirements? What grade do I assign in the meantime? |
| A: | This change must be initiated and completed, using a Course Change Form (add/drop). In the interim, you may assign a grade of Q indicating that there is a question about the student's honors enrollment in the course. |
| Q: | How do I change the number of credits in a variable credit course? |
| A: | This change must be initiated and completed, using a Course Change Form (add/drop). In the interim, you may assign a grade of Q indicating that there is a question about the student's credit enrollment in the course. |
| Q: | How do I grade an auditor? |
| A: | Valid grades can be viewed by clicking the magnifying/spy glass. Auditors may be assigned an S (satisfactory), NR (No Report) or NW (No Work submitted). |
| Q: | What grade should I assign to a student who never attended and did not drop the class? |
| A: | The grade of NW (No Work) should be assigned to students who enroll in a course and never attend. No Work in this context means that the instructor has no evidence that the student ever attended, in that no work was ever submitted. A failing grade should be given to any student who does attend for part of the term and then stops participating, unless there are grounds for assigning a grade of Incomplete. |
| Q: | What if a student has added the class too late to appear on the grade roster? |
| A: | The grade will need to be reported to the Office of the Registrar on a Grade Change form. Grade Change forms may be obtained from your department administrator. |
| Q: | What do I do about a student whose name is not appearing on my roster? |
| A: | Advise the student to file the required paperwork to add the course (Course Change Form). The grade will need to be reported to the Office of the Registrar on a Grade Change Report form. Grade Change forms may be obtained from your department administrator. |
| Q: | What do I do about a student who withdrew after I received my grade roster? |
| A: | Assign the grade earned by the student for work performed. Once the withdrawal has been processed, the grade will be overridden by the withdrawal. |
| Q: | I don't have computer access. Where can I go to enter final grades? |
| A: | Contact your Department Chair, Timetable representative or the Office of the Registrar. |
| Q: | Do I have to be on campus to enter final grades? |
| A: | No, you may submit your grades from anywhere you have web access. |
| Q: | I have a large class. Do I have to enter all of my grades at once? Do I have to submit all of my grades at the same time? Can I submit a partially-completed grade roster? Will the system let me know if I'm missing some grades? |
| A: | You can begin your grade entry, save your work and resume grade entry at another time. Be sure to save, though, and frequently! All grades must be entered (and saved) for a particular grade roster before you can submit it to the Office of the Registrar. The system will let you know if you attempt to submit the roster with grades missing. |
| Q: | What are the hours the system will be available for me to enter grades? |
| A: | You generally will have access to your electronic grade rosters via My UW Madison 24 hours a day, seven days a week. ISIS has regularly scheduled maintenance, twice a month, on Sunday mornings from 6 a.m. to 12 noon. Contact the DoIT Help Desk at 264-HELP (4357); help@doit.wisc.edu for information on system availability. |
| Q: | Whom do I call for help |
| A: | For Technical: Contact the DoIT Help Desk (24/7) at 264-HELP (4357); help@doit.wisc.edu For Procedural, deadlines or coaching questions: Contact the Office of the Registrar (7:15 a.m. - 4:30 p.m., Monday-Friday) at 262-4859, email egrade@em.wisc.edu or your department administrative staff. For after hour assistance, contact the DoIT Help Desk. |
| Q: | What are the recommended browsers for submitting grades electronically? |
| A: | See the document at http://kb.wisc.edu/helpdesk/page.php?id=1571 |
| Q: | How will I know if I enter an invalid grade? |
| A: | If you attempt to enter an invalid grade, you will receive an error message and will be prompted to click on the list of valid grades from which to choose. Just as a reminder the grade is AB, not A/B or A-B. Click the magnifying/spy glass to view the list of valid grades. |
| Q: | How often should I save my work? |
| A: | Save frequently! Please note that if you exit the roster without saving, any grades entered since the last save will be lost. |
| Q: | Will the system time out? What happens to the grades I entered? |
| A: | The system will time out after 22 minutes of inactivity and any unsaved grades will be lost. |
| Q: | I maintain my grades in an Excel spreadsheet. How will I submit my final grades? |
| A: | The electronic grade roster provides you with the ability to download a spreadsheet, enter your grades and upload the grades to the student record system. A very precise template must be adhered to so as to ensure an accurate mapping of the data back into the system. Please note that the spreadsheet must be saved as a .csv file format. For detailed instructions, go to Export instructions. |
| Q: | I want to use the spreadsheet function of the grade roster. I click on the Export button and nothing happens. Why? |
| A: | Do you have a pop-up blocker installed for your web browser? If you do, disable it temporarily while you export the grade roster. If additional help is needed, contact the DoIT Help Desk at 264-HELP (4357); help@doit.wisc.edu. |
| Q: | How do I export a spreadsheet using the grade roster 'Export' feature? |
| A: | Depending on the browser and operating system you use, you may be given different options once you 'Export' this information. Following are some examples of what you may be prompted to do after selecting 'Export':
|
| Q: | I use Learn@UW. How will I submit my final grades? |
| A: | If you use Learn@UW, you may report final grades using the grade book tool. For further instructions visit the Learn@UW web site at http://www.doit.wisc.edu/learnatuw/ |
| Q: | I am on faculty in the Law or Medical School, how will I submit my grades? |
| A: | Law and Medical School grades will continue to be submitted as they have been in the past. |
| Q: | Can I go back and look at old grade rosters? |
| A: | Yes, you will continue to have access to past rosters that were graded electronically. |
| Q: | Can I change a grade on the electronic grade roster, and up to what point? |
| A: | When the grade roster is in the "Ready for Grading" status, you are free to change grades (remember to save your work). Each night, newly submitted grade rosters ("Submit to Registrar") will be posted to the students' records. The status of posted is noted on the roster itself. If you discover that a grade change is needed and if the roster has not yet been posted, you may back out of the "Submit to Registrar" status, re-set the status to "Ready for Grading," change the grade and re-set to "Submit to Registrar" to resubmit the roster. |
| Q: | I've already submitted my final grades and discovered an error. How do I change a grade - what will be the method and timing? |
| A: | Once the grade roster has been posted, a Grade Change form will be necessary to change a grade. Grade Change forms may be obtained from your department administrator. |
| Q: | Does e-Grading replace Grade Change Forms? |
| A: | No, electronic submission of final grades is for the reporting of original grades. Grade changes still must be submitted via Grade Change Forms. |
| Q: | How do I monitor the control sheet (list) for the e-Grade rosters? [Dept rep is responsible for tracking to ensure that all grades are turned in on time] |
| A: | No, electronic submission of final grades is for the reporting of original grades. Grade changes still must be submitted via Grade Change Forms. |
Q: | Who can submit grade changes electronically? |
A: | Those instructors who have the "Approve" capability (defined by the departmental timetable representative in the department of the course) to submit grades electronically will be able to submit grade changes electronically. If an instructor has the capability to enter the original grades, but not submit them, the instructor overseeing the course would still need to submit the grade change. In other words, you will have the same ability to make electronic grade changes as you have to submit electronic grades. |
| Q: | What happens if the electronic grade change is not possible? |
| A: | Paper grade changes will continue to be an option. Electronic grade changes should be done if possible. Electronic grade changes occur more quickly and can be tracked. The paper grade change process takes more time and is a bigger inconvenience to students. |
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