Web Grades Frequently Asked Questions

Frequently asked Web Grades questions have been grouped below by topic. If you have additional questions not addressed here, refer to the Web Grades website or contact the MAIS Help Desk at 734-936-7000 and select option 5 or send an e-mail to maishelpdesk@umich.edu.

Sections:

WEB GRADES PROCESS

How does Web Grading work?

There are four basic steps in Web Grading:

Step 1: Individuals set up to enter and approve/submit grades for class sections
Step 2: Online grade roster generated
Step 3: Online grades entered and approved/submitted for class sections
Step 4: Grades posted to student record

The individual steps are discussed in more detail below, in the job aids, and online help.

Note: Individuals with APPROVE – grade roster access, can request grade changes after the grade roster has been posted. See the Grade Change process materials for more information.

How soon do students see their posted grades?

Students can view their grades at any time via Wolverine Access Student Business. Grades are posted once per hour during the grade processing period. Whatever grades have been posted at that time is what the student will see.

WEB GRADES ACCESS

Who can enter grades and approve/submit grades?

Instructors and proxies can enter and/or approve/submit grades depending on their access. There are two types of access.

Enter Grades (“Grade” – grade roster access or “Enter Grades” proxy)
-- Used in grading situations where there is more than one person involved in the grading process (i.e., lecture/lab/discussion with Graduate Student Instructors and instructors).
Note: Grade entry must be reviewed and approved/submitted grades.
Approve Grade Roster (“Approve” – grade roster access or “Approve Grade Roster” proxy)
-- Can enter grades and approve the grade roster. Approving/submitting grades online is equivalent to signing the paper grade roster.

Note: 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.

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 grader roster.

What do I need to enter Web Grades?

To be set up as an instructor or proxy for a class section with grade roster access
Uniqname and UMICH (Kerberos) password
For information on obtaining a uniqname and UMICH (Kerberos) password, please visit: http://www.itd.umich.edu/accounts.
Grade roster must be generated.
Grade rosters are generated on 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.

How do I access Web Grades via Teaching Support?

Type https://wolverineaccess.umich.edu in your web browser.
Click University Business.
Click Teaching Support.
Log in using your uniqname and UMICH (Kerberos) password.

NOTE: You will be asked to re-authenticate when approving grades.

Click Record Grades.

What are the hours of operation for Web Grades?

Web Grades is available via Teaching Support during Teaching Support's normal hours of operation (all times are Eastern Standard):

Monday-Friday, 7am-4am
Saturday, 7am-10:30pm
Sunday, Noon- Monday, 2am

What are the browser requirements for using Web Grades?

Wolverine Access runs on both Windows and Macintosh platforms. The supported Web browsers and operating systems are as follows:

Windows 2000 - Internet Explorer version 5 or 6
Windows XP - Internet Explorer version 6
Macintosh OSX - Internet Explorer version 5.2.3

Can I enter grades from my computer at home?

Yes, you can enter Web Grades from anywhere you can access the internet.

Will departmental staff have access to the Web Grade Roster pages via M-Pathways?

No, departmental staff cannot view the Web Grade Roster in Teaching Support. 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 their grades using Teaching Support for all of their assigned classes. In some cases, it may be necessary to assign a proxy for grading. A Proxy can be an instructor or a staff member. Proxy assignments are made by the instructor in Teaching Support.

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.

See the Web Grades Overview presentation on the Web Grades site for more information.

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 grades.
Approve Grade Roster: Proxy can enter and approve/submit grades.
Change Grades: Proxy can change grades. Can only be assigned after Grade Roster has been posted.

If an instructor assigns an individual as a "Proxy," will only the Proxy only be able enter or approve grades?

Anyone who is listed as an instructor or Proxy for a class will be able to enter or approve/submit grades (according to their access set up).

Can a class have multiple proxies?

Yes, a class can have multiple proxies. Instructors have the option to assign instructors or staff members as proxies for a class section via Teaching Support.

ACCESS SET UP (GRADE COORDINATOR & CLASS MAINTAINER)

Who sets up Web Grade Access?

The 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.

What is a Grade Coordinator?

As a result of the Web Grades project, the SR GRADE COORDINATOR USER role was created. 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 have the Grade Coordinator role.

GRADE ENTRY TIPS

Can I save a partially completed grade roster?

Yes, 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?

No, you must click save to save your work. Once you click save your grades are saved in the system.

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, he/she should appear on the Grade Change Request page in Teaching Support. If you have GRADE – grade roster access, you can access the Grade Change Request page after the grade roster is posted.
If the student 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 also submit an Election Worksheet

What if I entered the incorrect grade for a student?

As long as the status of the grade roster is “Pending,” changes can still be made to the grade roster.

Change the Approval Status to "Not Reviewed."
Change the grade.
Change the Approved Status back to "Approve."
Save the page.

If the status of the grade roster is "Posted", use the online Grade Change Process in Teaching Support to change a student's grade.

The batch grade posting process changes the status of the grade roster from “Pending” to “Posted” (posts grades to students' records). 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.

Why is there is an “Official Grade” field?

In Web Grading, the Official Grade field only appears for grades that have been entered by the Registrar’s Office prior to the grade processing period (e.g., W, VI, etc.).

If you are uploading grades, do not enter grades in your source file for students that already have an official grade entered by the Registrar’s Office.

Where can I find definitions of grades?

Some grades are defined in the grade entry job aids available from the Web Grades section of the Office of the Registrar’s website and online help. 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.

Are there any grade entry short-cuts?

Type the grade, and tab or arrow down to the next students' “Roster Grade” field.

How are grades entered for Sections Combined classes?

Sections Combined classes have separate grade rosters. 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 when using Web Grades.

Can Upper Level Writing Requirement (ULWR) grades be entered via Web Grades?

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.

GRADE UPLOAD

Will instructors be able to use electronic files to upload grades?

An upload feature is available. It allows instructors to electronically load grades from a file rather than manually entering grades. Upload is optional.

What types of files can be uploaded into the Grade Roster in Teaching Support?

Excel 97-2003 (XLS), Comma Separated Value (CSV), and Text (TXT) files can be uploaded.

What information can the upload file contain?

The upload file can only contain the UMID or uniqname and grade. Any headings, footers, headers, or extra information will prevent a successful upload.

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, see the Upload Grades job aid.

GRADE ENTRY TIMING/DEADLINE

When can I enter/approve grades?

As soon as grade rosters are generated, Instructors and proxies with grade roster access can enter and/or approve/submit grades. Grade rosters are generated by the close of business on the last day of classes. For classes with non-standard academic sessions (e.g., mini-courses), grade rosters are generated weekly and will be available by the close of business on Fridays.

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," NOT "72 hours after the last scheduled final for the term." 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., final transcripts, academic discipline).

What if I miss the 72 hour deadline?

Late grades should still be submitted via the web.

Can grades be entered early for Mini-Courses?

Web grade rosters for mini-courses will be available 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 (or 72 hours after the date that the final work was submitted).

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? Prior to approving grades?

Yes, print using the web browser.

How can faculty keep a paper copy of the grade roster after grades have been entered?

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 Web Grade Roster to view grades after approving the grade roster.

TRAINING

What training is available?

Although grade entry and approval is a straightforward process, directions on how to upload grades, enter grades, approve grades, and assign proxies are available on the Web Grades web site or the online help (click on ?Help from the page in Teaching Support).

REPORTS

What Grading Reports are available and what do they do?

Grade Access Validation Report

Validates that all graded sections have at least a user with “Approve” grade roster access assigned.
Report displays graded class sections that do not have a user with “Approve” grade roster access assigned. (If a user with “Approve” grade roster access is not assigned to a class section, grades cannot be submitted to be posted to the students' records.)
Run by the Grade Coordinator prior to Grade Processing period to verify Curriculum setup. The Grade Coordinator contacts the Class Maintainer if changes need to be made to the M-Pathways Meetings page.

Grade Access Assignment Report

Validates that the correct instructor role and grade roster access assignments made.
Run by the Grade Coordinator prior to Grade Processing period to verify Curriculum setup. The Grade Coordinator contacts the Class Maintainer if changes need to be made to the M-Pathways Meetings page

Outstanding Grade Roster Report

Tracks progress of Grade Entry during the Grade Processing period.
Used to contact instructors directly to encourage them to enter or approve/submit grades in a timely fashion.
Run during and after the end of the Grade Processing period by the Grade Coordinator.
Used for internal School/College/Department and Registrar's Office validation