Instructions for the Faculty Grade Submission Web Site

The Faculty Grade Submission website was designed to enable faculty to submit course grades as conveniently as possible. You may submit all grades using this facility, even if you have students from more than one school in your courses. If you submit grades electronically, please do not also submit paper grade lists.

You do not need a Yale PPP or VPN account to access the Faculty Grade Submission website. Course lists and grades are on a secured website (https) to which you are directed after being authenticated by CAS (Yale’s Central Authentication Service).

Instructions for using this website can be found by clicking the Instructions link at the top right of each grade submission web page. Depending on your browser settings, you may get a message warning about opening outside files; the instructions are safe to open.

You may log out of this website at any time by clicking the Logout link at the top right of the page. You will be asked to save any unsubmitted grades before logging out.

Please note that your session will time out after 60 minutes of no activity. If you are timed out you can simply log in again, but any unsaved work will be lost. You should save your entered grades often to avoid loss of work.

Should you encounter a problem with the grading facility, please let us know by e-mailing registrar@yale.edu. In your e-mail, include your NetID, the browser name and version, your platform (e.g., Windows XP), the course subject and number, the date and time the problem occurred, and a brief description of the error. General information about browsers supported at Yale can be found at www.yale.edu/sis/browser.support.htm.

Forms

In the blue bar across the top of each grade list, there is a “Forms” link. Click on it to view a list of printable forms for different Yale schools, including the Yale College Grade Change form and the Graduate School Grade Change form.

Welcome

If you do not wish to see the Welcome page each time you log in, you may uncheck the box beside the words “Show this screen when I login again.” If you leave the box checked, you will continue to see the Welcome page each time you log in. These instructions are available from the Instructions link at the top right of each grading facility page.

To select a course for which to enter grades, click on the “Continue” button at the bottom of the Welcome page.

Course List

The “Course List” page lists all of the courses you are teaching this term. If a course is multiple-titled or listed with more than one school, all subject and course number combinations are shown. For each course, the total enrollment is listed as well as the total number of grades submitted, including those entered by the University Registrar’s Office (for example, TI, for Temporary Incomplete).

To select a course for grading, click on it in the “Course” column. Courses with large enrollments may take a few seconds to load.

Grade Entry

The students listed in a course reflect course registrations in the student information database. If a listed student was not in the course, or if someone who participated in the course is not listed, please e-mail the student’s registrar. Registrars’ e-mail addresses and phone numbers are included in the Grading Policy document; click on the link at the far right end of the line containing the student’s name. Registrars’ e-mail addresses are also listed at the end of these instructions.

For each course, you will first see all students in the course listed in alphabetical order. Using the “Show only” filters, you can choose to view only those students in a given school, only graduating students (a spring-term option), only students with missing grades, or any combination. When filters are in use, a count of the students still displaying is added below the total counts on the right.

When entering grades, be sure to save your grades often. Moving to another page within this application will cause the entered grades to be saved. However, if you should close the grade list or close your browser, or if the network connection is lost before you have saved grades, or if you are inactive in the system for 60 minutes, you will lose your work. There is no Autosave feature in this application.

Grades that have been saved but not submitted may be changed at any time before being submitted.

The first column, “Grade,” is where you will enter a student’s grade. Grades already submitted display without an option for entering another grade. The possible grades for a student are limited to valid grades for that student in that course. For example, for Yale College students you may select A, A–, B+, etc.; for Graduate School students you may select H, HP, P, etc. You may type a grade or use a mouse and select from the pull-down list.

If the final grade is different from the original recorded grade, the final grade will be displayed to the left of the original recorded grade, which will appear in brackets (for example: B+ [ABX]).

Using a mouse

Clicking in the Grade box or on the arrow beside the Grade box calls a pull-down list of grades appropriate for the student in that course. Select the grade to be submitted.

To open the Grade Policy document, click on the link.

Using the keyboard

For keystrokes, grades are listed from high to low. Type “b” to record B+; “bb” to record B; “bbb” to record B–. If you enter a grade that is not valid for the student, no grade will appear in the box.

To open the Grade Policy document, Tab and press the Enter key.

To move from student to student through the list, press Tab twice for each new name. The first Tab takes you to the Grade Policy link and the second Tab takes you to the next student.

YC Opt Dist Cred appears only for those students who have opted to do additional work in specifically designated courses in order to receive distributional credit under the Yale College requirements. For these students, the actual grade must be accompanied by a Y (Yes) or N (No) to indicate whether the student satisfied the additional requirement. A grade for that student may not be submitted without this indicator. If no student in the course has registered for this additional distributional credit, the column will not appear.

The Student ID is a unique identifier within the Banner Student Information System.

School/Res Coll displays each student’s school: the Graduate School of Arts and Sciences, the professional school, or, for Yale College students, the residential college.

Class displays the expected graduating class year for the student.

Major/Field is the student’s major or department. “Undeclared” means that the student has not chosen a major. Some professional schools do not have majors, so a generic description will display for these students.

Due Date is the date on which that student’s grades are due. Due dates vary among the schools; in May, grades for graduating students may be due earlier than grades for continuing students.

School Grade Policy is a link to a document outlining the grading system and policies for the student’s school. Clicking on the link will open a separate browser window for the document. Depending on your browser, the new window may be minimized automatically when opened. Also, you may get a message warning about opening outside files; these grade policy documents are safe to open. To return to the grade list, close or minimize the school policy window.

The Save Grades button saves the grades you have entered in a temporary work space; it does not send them to the student’s permanent record. After clicking on Save Grades you will see a “Save Successful” message above the title of the course. Save your work often!

If you leave the Grade Entry page to go to another page within the Grade Submission website or to log out, grades entered will be saved even if you have not explicitly saved them. However, should you close your browser without going to another part of the Grade Submission website or logging out, grades entered but not saved will be lost.

Submitting Grades

Only the “Submit Grades to Registrar” button sends the grade to the student’s record; the button is the equivalent of handing the paper grade sheet to the registrar. For any course, you may submit all grades at once, or you may submit a few at a time. Once a grade has been submitted, however, it cannot be changed on the web. All post-submission changes must be given in writing to the appropriate school registrar.

When you click on the “Submit Grades to Registrar” button, you will be given a list of the schools represented in your class. Click on a school name to submit grades only for that school, or click in the “All” box to submit all grades entered.

After the submission, there will be a confirming message with the number of grades in that submission. After submitting grades, you will be able to print the grade list, go to the Course List, or log out. These options are in the title bar.

Printing Grade Lists

We urge you to print a final grade list for your personal records. You may print a grade list for a course from any course page, before or after submitting grades. When you click on the “Print Grade List” link at the top of the web page, a new browser window will open. Use the “File” pull-down menu and select “Print” to print your list. While a term is still available, you may return to the web grading facility as often as you wish to view or print a grade list. A given term remains available until the next term is opened.

Yale College Grade Distribution

When submitting grades for Yale College students, the Yale College Dean’s Office requests that you review the distribution of grades awarded. You will not be able to take the final step toward grade submission until you have checked the box confirming that you have reviewed the grade distribution. You may view or print this distribution page using the “Print YC Grade Distribution” link in the title bar. In the new window, use the “File” drop-down menu and select “Print” to print your list.

Yale College Instructor’s End of Term Report

You may complete the Instructor’s End of Term Report on line for a Yale College student who has failed a course or who has done excellent work. After clicking on the link to the End of Term Report, you will be presented with a class list. Click on the icon to the left of a Yale College student’s name to add or edit a report. After you have written your comments and provided your e-mail address and phone number, you should save the report by clicking the “Save” button. You will be prompted with a message asking if you’re sure you want to submit the report to the residential college dean. Click OK to send the report electronically. After saving, you can print the report or save it to your hard drive by first clicking on the “Print” button. This will bring up a formatted report. Then click on the “Print” icon at the upper left of the report to print it or the “Save” icon to the right of the “Print” icon to save the report as a PDF.

Logging out

To log out of the grade submission facility, click on the Logout link at the top right corner. To protect your own data, be sure to log out of the Central Authentication Service as requested in the logout process.

Submitting a Grade to Replace a Temporary Incomplete

All grade changes after a grade has been submitted must be given in writing to the appropriate registrar. This includes actual grades to replace Temporary Incompletes. You may print the grade list from this website, mark the change to be made, sign and date the grade list, and send it to the Registrar. Or you may send a separate note to the Registrar with the name of the student, the course, the new grade, your signature, and the date.

Submitting a Grade Change

Most schools allow a submitted grade to be changed only for reasons of clerical or calculation error in the original grade. See the Grade Policy for the student’s school regarding grade changes.

E-mail Addresses of School Registrars