Transcript CM_AD_330 Registrar Processes

Grading
CM_WP_210
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Course Content
• Introduction
• Unit 1- Electronic Class Rolls
• Unit 2 – Grade Submission
• Unit 3 – Other Processes
• Course Summary
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Learning Objectives
• Upon completing this course, participants will be able to:
 View/Print electronic class rolls
 Grading Windows
 Look-up modules/sections for grading
 Enter grades and Validate grades
 Correct errors
 Save grades
 Submit grades to Registrar
 E-mail notification
 Retrieve grades from Blackboard
 Grade change process
 Signing Statement of Responsibility
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Key Terminology Definitions
IRIS Term
Definition
Campus
Management (CM)
Campus Management is the module within
IRIS that includes student recruitment,
admissions, registration, academic history,
accounts management, financial aid and
other student services
The structure within IRIS where degree
Academic Structure programs, courses, and majors are tied to
the organizational structure
Booking
Booking is class registration in IRIS
Module
A module is a course in IRIS; for example
BIO 103 is a module
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Key Terminology Definitions
IRIS Term
Definition
Event
The event is an actual meeting pattern and
location of the event type; for example PSY
100-001 is made up of two events-the
lecture event meets on MWF 8:00 -8:50 am
and the lab event meets on F 1:00 – 2:15
pm
Campus
Management ID
number (CM ID
number)/ Student
Number
A system-assigned 8-digit ID number. This
is the key to student records
Business Partner
(BP)
Business Partners have a financial
relationship with UK. All students are also
business partners
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myHelp CM Portal Access
• In order to access CM Portal data, the user needs:
 To successfully complete this course
 To be designated as either the instructor of record for the
course or identified as a valid appraiser of the course
 To sign a Statement of Responsibility (SOR) form located
at http://www.uky.edu/IRIS/
 If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college
contact to get this access assigned
 The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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myHelp CM Portal Access
• Establishing access is a one-time process for each user
• After reviewing this tutorial, please complete the brief
evaluation available on the myHelp website
 http://myhelp.uky.edu/rwd/HTML/CM/Faculty_Overview_
Evaluation.html
 Comments are welcome and are used to improve this
tutorial
 Questions or suggestions may be directed to:
 IRIS Training
[email protected]
257-3943
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Web Portal Navigation
To use the myUK Campus
Management portal, go to
https://myuk.uky.edu/irj/portal
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Web Portal Navigation
Enter your AD (or MC)
User ID and Password,
then click on the Log
On button
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Web Portal Navigation
Depending upon your
access role in the
system, your login
screen may look
different than this one
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Student Administration Navigation
On the Menu bar at the top of
the myUK portal screen, click
the Student Administration
tab
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Student Administration Navigation
The Student
Administration
Welcome page provides
current news for
Campus Management
users
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Unit 1
Electronic
Class Rolls
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Unit 1- Electronic Class Rolls
• Electronic Class Rolls Navigation
• Displaying Electronic Class Rolls
• Printing Electronic Class Rolls
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Electronic class rolls
• Electronic class rolls can be viewed and printed by authorized
faculty and staff from the myUK portal
• Procedure may be performed at various times before and
during the semester to have up-to-date information about
students who are officially enrolled in a course
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Electronic Class Rolls Navigation
Click Faculty
Services
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Electronic Class Rolls
Click Class Rolls
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Electronic Class Rolls
To choose the
appropriate Academic
Year and Term, click
on the Drop-down List
icon
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Electronic Class Rolls
Double-click on
the appropriate
year and term
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Electronic Class Rolls
You can search for the Course/section in one of the
following ways:
* Course Subject & Number, such as ENG 104
* Course Subject, such as ENG
* Part of the title, such as Writing
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Electronic Class Rolls
Type the course subject
and number into the
Course Subject &
Number field
Remember:
When typing a two-digit
Course Subject, you will
need to type two spaces
before you type the
Course Number
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Electronic Class Rolls
Click on the
Search button
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Electronic Class Rolls
A list of courses that
match the criteria will
display
Click on the
SW 505 link
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Electronic Class Rolls
A list of all possible class rolls for
the course will display.
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Electronic Class Rolls
Section information includes:
•Meeting Times
•Event Type (Lecture, Lab, etc.)
•Instructor
•Room Capacity
•Course Capacity
•Number of Students Enrolled
•Course Waitlist Availability
•Number of Students on Waitlist
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Electronic Class Rolls
Click on the
Section link
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Electronic Class Rolls
Information includes:
•Last Name
•First Name
•Student ID
•Username
•Degree
•Major (Minor)
•Classification
To print, click on
the Printer
Friendly link
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Electronic Class Rolls
When the roll
displays, click on
the Printer icon
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Electronic Class Rolls
Click on the
Close icon to
close the roll
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Electronic Class Rolls
To export the data to
Excel, click on the
Export to Excel link
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Electronic Class Rolls
Click on the
Save link
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Electronic Class Rolls
Save the file by
choosing the
appropriate
folder on your
computer,
changing the
File Name, then
click on the Save
button
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Unit 1 Summary
• Electronic Class Rolls Navigation
• Displaying Electronic Class Rolls
• Printing Electronic Class Rolls
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Unit 2
Grade
Submission
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Unit 2- Grade Submission
• Grading Windows
• Web Grade Submission Rules
• Looking-up of courses/sections for grading
• Entering grades
• Validating grades
• Correcting grading errors, if applicable
• Saving grades before submission
• Submitting grades to Registrar
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Grading Windows
• As a vital part of the Provost’s efforts to promote
student retention and graduation, all instructors and
administrative staff members (including part-time
instructors and graduate teaching assistants) must be
able to enter mid-term and final grades directly to the
Registrar via web-based procedures
• There are two grading windows for each
session/semester during which grades can be entered
and submitted:
 Mid-Term Grading Window
 March 9, 2009
 Final Grading Window
 May 4-11, 2009
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Web Grade Submission Rules
• All students MUST be assigned a grade in the final
grading period BEFORE the electronic grade roster may
be submitted to the Registrar’s Office
• For mid-term grades, all undergraduate students are
required to have a grade entered and submitted to the
Registrar’s Office
• Grades can be saved before submission to the
Registrar’s Office
 This will permit the grader to come back at a later
date/time and complete the grading process
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Web Portal Navigation
Depending upon your
access role in the
system, your login
screen may look
different than this one
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Student Administration Navigation
On the Menu bar at the top of
the myUK portal screen, click
Student Administration
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Student Administration Navigation
The Student Administration
Welcome page provides
current news for Campus
Management users
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Grading Navigation
Click Faculty
Services
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Grading Navigation
Click Grading
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Grading Navigation
Click the Drop-down
List icon to select the
appropriate Academic
Year/Term
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Grading Navigation
Select the
appropriate
Academic Year
and Term
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Grading Navigation
Click in the Grade
Type field and select
Mid-Term Grades
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Grading Navigation
If you are the instructor of record for a course section,
your course section will appear at the top of the
Grading window.
Click on the Select link beside the appropriate course
section to start the grading process.
For this tutorial, you will move through the process of
selecting your course section.
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Grading Navigation
If your course section
is not listed, use the
roster search function
to pick your section
Your access may provide any
of the following levels:
•College level access
•Department level access
•Course level access
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Grading Navigation
Click in the Get
Roster For field
and make your
first selection
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Grading Navigation
Continue the process of clicking in
the Selection field and selecting
the next level until you have
selected the section.
Notice that your selections will become
links that you can use to “back-up” to a
previous level. At any time you can click
the Reset button to begin the search
again.
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Grading Navigation
Click in the Select field
and select the next level
– in this example it is the
department
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Grading Navigation
Select the course
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Grading Navigation
Select the section
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Entering Grades
The enrolled students will be displayed
in alphabetical order.
A grade may be entered in two ways:
•Entering the grade manually
•Selecting the grade from the list
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Entering Grades
Grades for all students may be entered at
one time, or you may choose to enter
some grades, save them, then return at a
later time to finish entering grades.
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Entering Grades
Color-coding
denotes whether the
student is graded by
the “Normal”
grading scale or an
“Other” grading
scale, such as audit.
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Entering Grades
Normal is relevant to the course.
•If the course is a letter grade course, “Normal” is letter
grade
•If the course is a pass/fail course, “Normal” is pass/fail
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Entering Grades
Enter the grade
manually into the
Grade field
OR click on the
arrow and select
the grade
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Entering Grades
Continue the process
until all grades have
been entered.
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Validate Grades
Click Validate Grades
to “check” the grades
for errors.
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Correcting Errors
If any grade is not
valid, an error message
will display.
The error must be
corrected, and the
grades validated again
before you can submit
them to the Registrar’s
office.
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Saving Grades
You may use the Save Grades
functionality when you are
entering grades. This feature
allows you to come back at a
later date to continue grade
entry or make any necessary
changes BEFORE submitting
the grades.
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Submitting Grades
Once the grading
process is complete,
click Submit Grades to
Registrar.
IMPORTANT: You must
validate the grades
and correct any errors
before submission of
grades.
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Submission to Registrar
• Mid-term grades are required to be entered and submitted for
all undergraduate students, but they are not required for all
graduate students

Once grades are submitted, grade “changes” must be submitted
for any blank grades
• Submission of grades during the
Final Grade window is NOT
permitted unless every student
has been assigned a valid grade
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Submission to Registrar
• After grades have been submitted to the Registrar’s Office, a
grade change request must be submitted to change a grade
• Once grades are submitted to the Registrar’s Office, the
instructor(s) will receive an email confirmation stating that
grades have been submitted for that module/event package
(course/section)
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Unit 2 Summary
• Grading Windows
• Web Grading Submission Rules
• Looking-up of courses/sections for grading
• Entering grades
• Validating grades
• Correcting grading errors, if applicable
• Saving grades before submission
• Submitting grades to Registrar
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Unit 3
Other
Processes
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Unit 3- Other Processes
• Importing Grades from Blackboard
• Grade Change Process
• E-mail Notification
• Statement of Responsibility
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Importing Grades from Blackboard
• A future function of importing grades from Blackboard (Bb)
will be available soon

If the course has been officially established using Bb, an icon,
“Retrieve Grades from Blackboard”, will be displayed at the top of
the screen

If selected, this icon will retrieve grades as recorded (real-time)
from the Bb environment

These grades will be brought into the drop-down area for each
student

The instructor will then have the opportunity to make any desired
changes

These grades must be validated using the process described in
Unit 2 – Grading
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Request a Grade Change
• Note: Please be aware that students will be able to log
onto the myUK portal and view grades immediately,
after submission to the Registrar’s Office has occurred
• To request a grade change, pull up the Grading page in
the portal
• Enter the Academic Year/Term, Grade Type, and pull
up the roster
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Request a Grade Change
• The Appraisal column will display the grades which
were submitted, but the field and the grades will be
grayed out
• The Change link will be located to the far right of each
student’s grade
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Request a Grade Change
• To change a grade, click on the Change link to the
right of the student’s name
• Change the grade in the Appraisal column by typing it
into the field or using the Drop-down arrow
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Request a Grade Change
• Click on the Save button to send the request
• Click on the Cancel link to cancel the request
• The Grade Change Request will be sent via workflow to
the Registrar’s Office, where the grade change will be
reviewed and processed
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E-mail Notification
• Once a grade change has been processed by the Registrar’s
Office, an email notification will be sent to the instructor of
record, the person who submitted the grade change request
(if different) and to the student. This email will not contain
the actual grade or course information due to FERPA
regulations, but will give the student name, Student ID
number, and academic year/session.
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Statement of Responsibility
• Security for Campus Management will be tied to the
functionality, etc.
• Completion of the Statement of Responsibility is
required for those employees who have not yet
reviewed and submitted the form
• The form is available on the web at
http://myhelp.uky.edu/SOR
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Unit 3 Summary
• Importing Grades from Blackboard
• Grade Change Process
• E-mail Notification
• Statement of Responsibility
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Student Records Help Websites
• myHelp website:
 http://myHelp.uky.edu/rwd/HTML/CM.html
 Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, CM Frequently Asked Questions,
CM Go-Live Book, and other job aids
• IRIS website
 http://www.uky.edu/IRIS/CM/
 Contains Information Directory, Forms, and other
references
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Other CM Courses
• Register for Instructor Led courses at
http://www.uky.edu/IRIS/train
 CM_AD_300 Event Planning
 CM_AD_315 Booking Rules
 CM_AD_340 Program of Study
• IRIS CM Web Courses
are available at
http://myhelp.uky.edu/rwd/HTML/CM.html
 CM_AD_310 Student Records
 CM_AD_320 Booking
 CM_WP_210 Grading
 CM_WP_220 Overrides
 CM_WP_310 Advising
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Course Summary
• View/Print electronic class rolls
• Grading Windows
• Look-up modules/sections for grading
• Enter grades and Validate grades
• Correct errors
• Save grades
• Submit grades to Registrar
• E-mail notification
• Retrieve grades from Blackboard
• Grade change process
• Signing Statement of Responsibility
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