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Additional Information and Troubleshooting for Grading

This article contains additional information, tips, and troubleshooting for faculty who are entering grades for their students.

For basic instructions on how to enter grades, view Entering Grades for Your Classes.

Choose a topic or question for more information

A student stopped attending class, but did not officially withdraw from the class.

Instructors should assign a grade of WU to students who stop attending or participating in class without officially withdrawing.

1. If a student stopped attending class but did not officially withdraw, enter a grade of "WU" for them. Then click Save.

WU grade for student

2. Enter the last date that the student attended. Then click Save.

Campus policy requires that instructors provide a last date of attendance, if they can determine it, whenever a grade of WU is assigned.

last date of attendance
I don't see all of my students on the grade roster!

Note that only students who were enrolled at the time that the grade roster was created are included on the grade roster.

If you have more than 80 students in your class, there will be multiple pages for the grade roster. Click the arrow to move to the next page.

Note that you can view up to 100 students per page by clicking View 100.

class with 250 students

If one specific student is missing, the student may not have officially enrolled in the class.

You will be unable to grade the student using the grade roster if they did not officially enroll in the class.

The student will need to contact the Registration & Records department regarding the petition process for retroactively adding the class. If the petition is approved, as the instructor you will be contacted by Registration & Records to submit the student's grade. The grade will need to be submitted on a Grade Change Form with the required signatures.

Questions about this process for state support classes can be directed to Registration & Records. Questions about this process for self support classes can be directed to Extension & International Programs.

How do I add the same grade for multiple students?

Applying the same grade to multiple students allows you to save time when entering grades, but you'll want to be careful that you enter the correct grade for each individual student.

1. Select the students you want to assign the grade to. Select the grade you want to assign to the students. Then click Add this grade to selected students.

add grade for multiple students

You can also choose to add the same grade for ALL students by clicking Select All and then just modify those students who have a different grade. However, this will only work if the course is letter-grade only or credit/no credit only.

  1. Select the students you want to assign the grade to.
  2. Select the grade you want to assign to the students.
  3. Click Add this grade to selected students.
Help! I see an error message and don't know what to do!

This Grade Roster was NOT submitted message

grade roster not submitted

What does this message mean?

This is a warning message indicating that your grade roster has been saved, but it has not yet been finalized, so the grades will not be posted for the students.

Do I need to do anything?

No. This is just a warning message to remind you that clicking Save is not enough to submit your grades; you need to change the Approval Status to Approved and click Save before your grade roster is submitted. You can continue entering grades and clicking Save to save your progress.

One or more students on this grade roster do not have a grade entered message

one or more students message

What does this message mean?

This is an error message that you will see if you change the Approval Status to Approved, but there are one or more students who do not have a grade assigned.

Do I need to do anything?

Yes. Follow the step below to assign grades to the student(s) who do not have grades assigned, and then mark your grade roster as Approved and save to finalize your grade roster.

1. Change the Approval Status back to Not Reviewed. Place a checkmark next to Display Unassigned Roster Grade Only. Then select grades for the student(s).

Remember to change the Approval Status to Approved and click Save once you have finished entering all grades!

  1. Change the Approval Status back to Not Reviewed.
  2. Place a checkmark next to Display Unassigned Roster Grade Only to locate the student(s) who do not have grades assigned.
  3. Enter grades for those student(s).

You have successfully completed Grading for this class message

success message

What does this message mean?

This is a confirmation message that the grade roster was successfully submitted, and the grades will be posted.

Do I need to do anything?

No. You are now done with grading this class.

I need to change a student's grade!

The process that posts grades runs Monday - Friday at 7:30 am. After you submit your grade roster, you have until the next time the process runs to make any changes to it (e.g., if you submit your grades on Thursday at 6 pm, you have until Friday at 7:30 am to make changes).

If the grades have not yet posted, you can follow the step below to change a student's grade using the online roster.

If changes need to be made after grades have posted, you will need to fill out a Grade Change Form.

Questions for state support classes can be directed to Registration & Records. Questions for self support classes can be directed to Extension & International Programs.

 

1. If you notice an error before grades have posted, you can change the Approval Status back to Not Reviewed and then make your changes.

Remember to change the Approval Status back to Approved and click Save when you are done!

How do I download my grade roster to Excel?

Although you can download the grade roster to Excel any time you see the download to Excel icon, you may want to download it to Excel after you have successfully approved and submitted the grades.

1. Click on the download to Excel icon above the grade roster table.

2. Double click on the downloaded Excel file to open it.

The file may have a name such as ps (1).xls. It will usually be saved to your Downloads folder.

open downloaded file

3. You may see a warning message about the format and extension. Click Yes.

4. Click Enable Editing.

5. You can now click File and select Save As to change the name and file format.

The file type of the downloaded file is often "webpage," so you will want to change the file format.

grade roster

6. Choose where you want to save the grade roster. Give the file a name, and select Excel Workbook as the type. Then click Save.

You can save the file in other formats than Excel Workbook if you wish.

  1. Choose the location where you want to save the grade roster.
  2. Enter a name for the file. You may want to include the semester as well as the course ID and section number.
  3. Select a file type. We recommend Excel Workbook.
  4. Then click Save.
One of my students has already been assigned an official grade!

Sometimes a student obtains an official grade outside of the online grading process. Most often, this is because the student has officially withdrawn from the course and has been assigned a grade of "W."

Questions for state support classes can be directed to Registration & Records. Questions for self support classes can be directed to Extension & International Programs.

student withdrawn from course

Need More Help?

Technical questions

Contact the IT Help Desk at helpdesk@fullerton.edu or 657-278-7777.

Questions about the grading process