This publicatio was writte by the staff of the College Iformatio Services office ad desiged by the Registrar s Office Academic Publicatios Uit. Special ackowledgemet for the desig ad productio of the Gradebook is give to the followig: College Iformatio Services Eric Splaver Jo Chua Studet Academic Services Kathlee O'Kae Cathy Lidstrom-Jacobso Marti Bjel James Hudges Admiistrative Iformatio Systems Boie Alle Audit ad Advisory Services David Curry UCLA Extesio Fred Churchill Christia Spreitzer Giger Calas Aita Cotter Larry Iks Rady Cirilo Da Mihaljevich Al Lua Lye Yorita Special thaks also goes to the members of the UCLA faculty who participated i the beta testig of the Gradebook durig Witer ad Sprig quarters 2000. Copyright held by The Regets of the Uiversity of Califoria No portio of this publicatio may be reproduced i ay form or used for ay commercial purpose without the express permissio of the Uiversity of Califoria, Los Ageles. Versio 2.0 Published: December 2000 The Gradebook is desiged for use with Microsoft Iteret Explorer versio 5 or higer or with the followig versios of Netscape. Operatig System Netscape Versio Mac OS 4.08 or higher UNIX 4.08 or higher Widows 3.1/95/98/ME 6 or higher* Widows NT/2000 4.76 or higher * Versio 4.76 may also be used if sufficiet free memory is available. Closig all other applicatios ad/or updatig video card drivers may help to clear these resources. To use the MyUCLAGradebook, istructors must list their e-mail addresses i the olie campus directory i order to receive a e-mail cofirmatio of their electroic grade submissio. It is ot ecessary for them to be listed i the prited campus directory. A olie versio of this documetatio, icludig updates, ca be accessed from the Gradebook Mai Page.
Table of Cotets iii Itroductio..........................................1 Overview...........................................1 Summary...........................................2 Accessig the Gradebook...............................3 MyUCLA Portal......................................3 MyUCLA Logi......................................3 MyUCLA Courses....................................4 Navigatig the Gradebook..............................5 Gradebook Mai Meu................................5 Mai Meu Navigatio Bar...........................5 Mai Meu Icos..................................6 Gradebook Mai Page.................................7 Mai Page Navigatio Bar...........................7 Gradig Schema..................................9 Gradebook Properties..............................10 Creatig a Gradig Schema.............................12 Addig a Category...................................13 Category Detail Scree.............................13 Addig Items to a Category............................14 Item Detail Scree................................14 Revisig a Gradig Schema.............................17 Updatig a Category.................................17 Category Detail Scree.............................17 Updatig Existig Items...............................18 Item Detail Scree................................18
iv Maitaiig the Gradebook............................19 Eterig Grades....................................19 Grade Maiteace Scree............................20 Eterig Grades Directly............................20 Eterig Grades via Upload.........................22 Calculatig Fial Grades...............................23 Fial Grades Upload Page.............................23 Fial Grades Distributio Page.........................24 Statistical Details Widow...........................24 Assig Fial Grades Page............................25 Submittig Fial Grades...............................27 Fial Grade Submissio Page..........................28 Submissio Cofirmatio Page.........................29 Fial Grade History Page..............................30 Addedum 1: Special Populatios of Studets............31 College Hoors.....................................31 Uiversity Extesio (UNEX)...........................32 Addedum 2: Studet Records Web Lik................33 Web Lik Access....................................33 Web Lik Views.....................................33
v It is a pleasure to itroduce the electroic Gradebook to the UCLA commuity. This ew compoet of MyUCLA is the latest additio to the suite of web services offered to studets, faculty, ad staff sice 1997-98. The Gradebook is a optioal service with the followig uses: Maitaiig accurate grades for each studet ad each assigmet ad examiatio, usig official class rosters updated daily by the Registrar s Office Providig quick ad secure trasmissio of fial grades to the Registrar s Office at the ed of each quarter Allowig studets to view grades o their MyUCLA pages at ay time durig the quarter ad to read commets that faculty may wish to provide A team of UCLA staff, led by Eric Splaver of the College of Letters ad Sciece, bega productio of the Gradebook i Fall Quarter 1999. It was ot purchased from a commercial software vedor or aother istitutio. A group of faculty helped improve the Gradebook through beta testig durig Witer ad Sprig quarters 2000, ad we are ow happy to offer it to all faculty. Departmetal staff have also bee itroduced to the use of this ew service. We are especially grateful for the visio ad dedicatio of the staff who plaed, desiged ad produced the Gradebook, usig the resources ad expertise of College Iformatio Services, the Registrar s Office, the Office of Admiistrative Iformatio Systems, ad the Office of Audit ad Advisory Services. Bria P. Copehaver Provost College of Letters ad Sciece December 2000
I t ro d u c t i o 1 The Gradebook is a excitig ew compoet of MyUCLA, a dyamic web portal to campus services. While the Gradebook is of primary iterest to faculty, its use creates a valuable resource for staff ad studets as well. The Gradebook offers may advatages over paper or spreadsheet grade maagemet systems. Class iformatio is automatically available to erolled studets, grade iformatio is shared with Teachig Assistats ad admiistrative support staff, ad fial grades are submitted olie to the Registrar s Office. Durig office hours, istructors ca devote valuable time to discussig the curriculum, rather tha grades, sice studets ca access grade iformatio olie. Accuracy, security, ad commuicatio are all ehaced, while the total time ecessary to maage grades is reduced. Faculty members maitai complete cotrol over their Gradebooks because of a rich feature set that itegrates with the tools of faculty MyUCLA pages. The Chacellor, Vice Chacellors, represetatives of the Academic Seate, the Registrar s Office, staff focus groups, ad members of the Iteral Audit Office have reviewed the Gradebook, as have a variety of faculty beta testers. Overview Istructors log oto their persoal page at http://my.ucla.edu. From here, they lik to their courses, each of which has a Gradebook associated with it. If a Gradebook has ot bee set up for a specific class, istructors are guided through the process of creatig a gradig schema by the Gradebook Helper. After the iitial schema is created, they ca simply choose to copy it for a differet course or create a ew schema. Each term, they ca go back to previous terms to select old gradig schemas. Gradig schemas cotai gradig categories ad gradig items. Categories iclude homework, participatio, essays, exams, ad lab work. Items are particular istaces of categories. Thus, a course with five homework assigmets cotais five homework items withi the homework category. Schemas also iclude the relative weights of each category as well as the specific
2 weights of each item withi a category. Furthermore, the Gradebook supports dual weightig scearios ad automatically suggests the best grade, studet by studet, calculated from the two weightig alteratives. Geeral properties affectig the Gradebook are typically determied at the time the schema is defied. These iclude determiig whether Teachig Assistats should have limited access to the Gradebook, decidig if each idividual item will be graded usig poits or letter grades, determiig if fial grades will be submitted olie or by paper, ad decidig if dual category weights will be used. Summary Gradebooks are created from liks off faculty MyUCLA pages ad offer powerful features that allow istructors to Create a Gradebook i miutes Defie separate gradig schemas for each class Assig user privileges to allow access to admiistrative support staff or Teachig Assistats Haress calculatio features that automatically suggest grades Modify idividual grades as appropriate Submit grades olie or by paper
Accessig the Gradebook 3 MyUCLA Portal Gradebooks are set up ad accessed through the MyUCLA portal. Access the MyUCLA logi scree at http://my.ucla.edu ad click the Logi licese plate. Eter BOL I.D. ad password ad click Logi Logi to MyUCLA to access Gradebook MyUCLA Logi Eter a Brui OLie (BOL) I.D. ad password ad click the Logi butto. By default, MyUCLA displays the Courses page, where istructors ca access their classes, rosters, ad Gradebooks.
4 MyUCLA Courses The MyUCLA Courses page icludes the My Courses compoet, which lists all classes a istructor is teachig i a particular term. Each class has its ow Gradebook, which is accessed by clickig o the My Gradebook lik beeath the idividual class. Gradebook for each course
Navigatig the Gradebook 5 Gradebook Mai Meu Each class has its ow Gradebook ad Mai Meu Page. Mai Meu Navigatio Bar The four buttos at the top of this page appear throughout the Gradebook. Back to MyUCLA Leave the Gradebook for this class ad retur to the MyUCLA Courses page. Gradebook Mai Page Go to this class s Gradebook Mai Page. Gradebook Helper Lauch the Gradebook Helper for this class. The Gradebook Helper assists i addig ad modifyig Gradebook properties, categories, ad items. Logout Secure ad close this Gradebook ad exit MyUCLA.
6 Mai Meu Icos Uder the istructor s ame ad class iformatio, there are four icos. Three represet the ways to create a ew Gradebook, ad the fourth allows istructors to assig Gradebook assistats who are authorized to help create ad maitai the Gradebook. Use the Gradebook Helper Click to create a schema usig the Gradebook Helper. This optio is recommeded for first-time users ad provides a easy, step-by-step way to create a gradig schema for a class. Go Straight to the Gradebook Select the Go Straight to the Gradebook optio to bypass the Gradebook Helper ad go to the class Gradebook Mai Page. From the Gradebook Mai Page, a gradig schema ca be created directly. This approach is recommeded for users who have previous experiece buildig Gradebook schemas. Copy a Previous Gradig Schema Choose the Copy a Previous Gradig Schema optio to copy previously defied gradig schemas. All previously used gradig schemas are available for copyig ad are orgaized by the term i which they were used. Some departmets may also make stadardized gradig schemas available for faculty use. Gradebook Assistats Use the Gradebook Assistats optio to authorize admiistrative staff members to help create gradig schemas ad eter iformatio ito class gradebooks. There are two levels of Gradebook assistat access. The first allows assistats to eter idividual grades or scores for all sectios. The secod allows the same access as the first, but also authorizes assistats to create ad modify gradig schemas ad set basic Gradebook properties. TAs are ot Gradebook assistats ad have access to eter grades or scores oly for those sectios with which they are officially associated. Authorizatio for TAs to access the Gradebook is provided through Gradebook property settigs ad is explaied i the Gradebook Mai Page sectio.
Gradebook Mai Page Each class has a Gradebook Mai Page that provides easy access to all the categories ad items i the Gradebook. 7 Mai Page Navigatio Bar Gradig Schema Meu Gradebook Properties Mai Page Navigatio Bar At the top of the Gradebook Mai Page are seve buttos i the av i g a- tio bar.
8 Back to MyUCLA Leave the Gradebook for this class ad retur to the MyUCLA Courses page. Gradebook Assistats Authorize admiistrative staff to help create gradig schemas ad eter iformatio i Gradebooks. TAs associated with the class are also listed. See the Gradebook Mai Meu Icos sectio for more iformatio. Note: Oly istructors of record may submit fial grades. View All Grades Display a table that cotais a complete list of all studets i the class, with their grades for each item withi each category. Excel Dowload Create a Microsoft Excel (.xls) file that cotais a complete list of all studets i the class, with their grades for each item withi each category, that ca be dowloaded to a persoal computer. Users of Iteret Explorer who have Microsoft Excel o their computer ca ru the file i Excel from withi their browser. To dowload, choose File ad Save As. Users of Iteret Explorer who do ot have Microsoft Excel istalled ad users of Netscape must save the file. Tabbed Dowload Create a tab-delimited (.tab) file that cotais a complete list of all studets i the class, with their grades for each item withi each category, that ca be imported ito database programs. Users of Iteret Explorer are able to see the file withi their browser. To dowload, choose File ad Save As. Users of Netscape are prompted to save the file. The.tab file ca also be opeed usig ay spreadsheet program (such as, Microsoft Excel, Microsoft Works, or Lotus 1-2-3). Fial Grades Go to a page that icludes suggested fial grades for each studet i the class. Istructors determie a fial gradig straight scale usig cutoff percet values. Istructors ca the assig fial grades for each studet. Fial grades ca be submitted olie to the Registrar s Office from this page; however, either TAs or Gradebook assistats may do the fial submittal. Oly istructors of record may submit grades. Logout Secure ad close this Gradebook ad exit MyUCLA.
Gradig Schema The foudatio of the Gradebook, the gradig schema describes the gradig strategy. It icludes categories, such as homework, essays, exams, ad lab work, ad items withi the categories. For example, a course with five homework assigmets cotais five homework items withi the homework category. 9 Schemas also iclude the relative weights of each category as well as the specific weights of each item withi a category. Furthermore, the Gradebook supports dual weightig. For example, a istructor could offer to assig grades based o a distributio of 10 percet homework, 40 percet midterms, ad 50 percet fial or o a distributio of 10 percet homework, 20 percet midterms, ad 70 percet fial. The Gradebook automatically suggests the better grade, studet by studet, calculated from these two weightig alteratives. The schema also icludes the relative value of each graded item ad the relative value of each category. For example, suppose homework is 30 percet of a studet s fial grade ad there are five homework assigmets with equal weight.
10 Each homework item, therefore, carries a weight of 20 percet ad the homework category is 30 percet. The sum of the weights of all categories is ecessarily 100 percet, ad the sum of the weights of all items withi each category is also 100 percet. Creatig the schema is the most complex task of the Gradebook. It is, however, simplified by a Gradebook Helper that walks users through the process. A descriptio of the Gradebook Helper, with istructios o its use, is icluded o the Quick Start guide that is icluded with this user guide. Gradebook Properties Gradebook properties are geeral settigs that affect the way the Gradebook operates. Curret settigs are displayed at the bottom of the Gradebook Mai Page. Most Gradebook properties ca be modified at ay time durig the term. The fial grade submittal property, h owe ve r, is a otable exceptio. This optioнwhich a l l ows istructors to choose if they wat to submit grades electroically through the Gradebook or by paperнmust be determied ad set by Friday of the teth week of classes. Click o Update Gradebook Optios to save chages.
Teachig Assistat Access Set the Teachig Assistat access property to Yes to grat TAs access ad allow them to modify grades or scores o idividual graded items. TA access is limited to studets i those particular sectios with which the TAs are officially associated. Set this property to No to dey TAs access ad prevet a Gradebook lik from appearig o their persoal MyUCLA page. 11 Grade or Poit System Set gradig format to poits or letter grades with the grade or poit system property. Switchig from oe format to the other is supported but ot advisable as existig grades or scores will be iterpolated requirig review ad modificatio. Fial Grade Submittal Set a preferece for fial grades submissio with the fial grade submittal property. Choose MyUCLA to submit grades electroically from the Gradebook ad elimiate the eed to submit paper forms. Studets ca view their fial grades immediately, thus elimiatig the eed to collect ad fill out grade postcards. Choose Paper to receive a hardcopy roster from the Registrar s Office to eter fial grades, sig, ad retur. This property may oly be chaged up to the ed of the teth week of class. Note: To submit grades olie to the Registrar s Office, rather tha by paper, the fial grade submittal property must be set by Friday of the teth week of classes. Alterate Category Weights Set the alterative category weights property to Yes to choose two sets of category weights. This offers studets the better of two gradig schemas. For example, oe set of weights might be 50 percet mid-term exam ad 50 percet fial exam, ad the secod 20 percet mid-term ad 80 percet fial exam. Studets who perform poorly o the mid-term ca still do well i the class by performig well o the fial. The Gradebook automatically suggests the grade that is highest from either of these two weightig schemes.
12 C reatig a Gradig Schema A gradig schema is comprised of categories ad items. Categories iclude homework, participatio, essays, exams, ad lab work. Items are particular istaces of categories. Lik to Gradebook Helper Add Grade Category list box The Gradebook Helper leads first-time users through the set-up process. A descriptio of the Gradebook Helper, with istructios o its use, is icluded o the Quick Start guide that is icluded with this user guide. Copies of the guide ca be dowloaded i PDF format from the Help sectio o the Courses, Notices, or Services tabs o MyUCLA pages.
Addig a Category The Gradebook Mai Page may iclude a Add Grade Category list box below the schema ad after ay warigs. 13 The Add Grade Category list box appears oly whe the sum of the weights of the existig categories is less tha 100 percet. It may be ecessary to reduce the weight of a existig category to make this cotrol visible. To add a category, select a ame ad weight such that the ew total of all category weights does ot exceed 100 percet. The ew category will be added to the schema. Category Detail Scree Oce a category has bee added, its properties ca be defied by clickig o the ew category ame. This opes the Category Detail Scree. The category weight ca be adjusted, but the sum of the weights of all categories must always equal 100 percet or less. Istructors ca choose to drop up to м1 of the lowest-scored items, where is the total umber of items withi this category. The Category Detail Scree also icludes a check box that forces equal weight across all items i the category. Istructors ca delete a ew category if o items have bee added to it. If items have bee added, each idividual item must be deleted before the category ca be deleted. After eterig category properties, click the Update Category butto to save the ew iformatio.
14 Addig Items to a Category The Gradebook Mai Page icludes a Add Items butto ext to the ew category. I geeral, the Add Items ico appears whe the items withi a category do ot sum to 100 percet or whe all items i a category are equal i weight. Click the Add Items ico to proceed to the Item Detail Scree. Item Detail Scree The Item Detail Scree is liked to the studet view of the Gradebook, as show below. New items must have their properties defied as follows: Item Detail scree Name A item ame must be assiged ad is used by the Gradebook o all reports ad subsequet screes. Studets use the ame to idetify this assigmet. Studet View of Items
Date Due The item due date is required ad acts to sort some reports ad to isert this item ito each studet s persoal MyUCLA caledar. 15 Due Dates i studet caledar view Weight The weight of this item, relative to others i the category, must be set uless the equal weight butto was checked o the category page, i which case, the field is filled i automatically. Its value decreases proportioally as ew items are added, sice all items must have equal weight. If poits are selected istead of letter grades, the maximum poits possible for this item is required.
16 Maximum Score Ay maximum score ca be used sice the Gradebook calculates studet performace usig the percetage of poits eared over the maximum available. Thus a exam worth 50 percet of the overall grade could have 40 maximum poits while a homework assigmet worth oly 2 percet could have a maximum of 100 poits. Show Studets The Show Studets settig determies how much iformatio studets see from their MyUCLA pages. If No Iformatio is selected they do ot see their grades; if Scores w/o Distributio is selected, they see their scores oly; ad if Scores w/ Distributio is selected, they see their scores compared to those of their classmates. They see their rak ad the item s mea, media, ad stadard deviatio. They ca also view a histogram. The No Iformatio optio is suggested util all grades have bee etered; the switch to w/ or w/out Distributio as desired. Studet view of istructior commets URL A URL, for a webpage with related iformatio, may be etered to create a lik o the studet MyUCLA view of the grade results. S t u d e t view with w / d i s t r i b u t i o for score Commets A short commet to be viewed by all studets may be etered. For example, remid studets that a exam covers Chapters 1,2,3 & 4 i their textbook. Studets see these commets from their MyUCLA view of their grades. Clickig the Update Item butto saves this ew iformatio.
Revisig a Gradig Schema 17 Updatig a Category To modify the properties of a existig category, click o the category ame o the Gradebook Mai Page to brig up the Category Detail Scree. Category Detail Scree The Category Detail Scree is used for addig ew categories, as described i Creatig a Gradig Schema, ad for modifyig the properties of existig categories. After accessig the Category Detail Scree, eter desired chages. Category weight as well as the optio to drop lowest-scored items i a category ca be chaged. However, the sum of the weights of all the categories still must equal 100 percet. Istructors ca choose to drop up to м1 of the lowest-scored items, where is the umber of items. Istructors may delete a category if there are o items i it. After eterig the desired weight ad lowest-scored items to drop, click Update Category to save the iformatio. Click to Update category
18 Show Studet property of folder icos Updatig Existig Items To modify the properties of existig items, click o the item o the Gradebook Mai Page to brig up the Item Detail Scree. The color of each item s folder idicates the Show Studet property that was selected whe the item was created. Gree file folder The w/distributios property was selected; studets ca see their ow score ad how it compares with the scores of others i the class. Yellow file folder The w/out Distributios property was selected; studets ca see their ow grades but ot how they compare with the rest of the class. Red file folder The No Iformatio property was selected; studets caot see their ow grades. Item Detail Scree The Item Detail Scree is used for addig ew items, as described i Creatig a Gradig Schema, ad for modifyig the properties of existig items. Istructors ca chage a item ame or add a ew ame. They ca also add or update the due date, weight, maximum score (if usig a poits-based system), show studet, URL, ad commet properties. After makig chages to the Item Detail Scree, click the Update Item butto to save the ew data. Items ca be deleted by markig the checkbox ad clickig o Delete this Item.
Maitaiig the Gradebook 19 Oce the Gradebook properties ad schema have bee defied, maitaiig ad recordig grades is simple. Because the Gradebook dyamically draws erollmet iformatio from the Registrar s Office, a accurate studet list makes the process efficiet. Eterig Grades To begi eterig or updatig grades for a item, click Update Grades o the Gradebook Mai Page to ope the Grade Maiteace scree. Click for Grade Maiteace scree
20 Grade Maiteace Scree Grades ca be etered directly o this page or they may be imported by uploadig a tab-delimited file. Go to Studet View View all items for this studet Go to Grade Chage Log Eterig Grades Directly The Grade Maiteace scree leverages MyUCLA s real-time rosters ad displays a table with the UID umbers ad ames of studets i the class. The status colum idicates if studets are erolled or o a wait list or if they dropped the class before the deadlie. Eter a studet s grade i the box
marked score. I the Commet box, eter a ote that is oly viewable from the studet s persoal MyUCLA page. 21 The boxes i the fial colum of the table allow the istructor to excuse idividual studets from the item, i which case, the other items i the category have their weights icreased i proportio to their origial distributio. For example, if oe of five equally weighted homework items is excused, the remaiig four will each have their weight icreased from 20 percet to 25 percet. Studet's scores are compared to the maximum scores for each item, ad a warig is displayed if the limit is exceeded. By default, the Grade Maiteace scree displays te studets per page. This umber ca be chaged to as may as fifty for the curret sessio by usig the drop-dow box at the top right of the studet list. The display of studets who dropped after the deadlie may be suppressed for the curret sessio usig the top left drop-dow box. Note: To retur to the Gradebook Mai Page without savig chages, click Cacel. Click Update to save chages or choose from the Previous, Next, or Go buttos at the bottom of the table to save chages ad view other studet pages. The Next ad Previous buttos oly appear if there are more studets erolled i the class tha ca be displayed o a page. There is also a drop-dow box with the page umber ad first three letters of the last ames o each page. This makes it simple to jump to a particular page to update a grade for a specific studet. The Previous, Next, Go, ad Update buttos all save the curret iformatio etered i the fields. Click a studet's ame to go to a page that lists all items for that studet together, which simplifies updatig the category. Click the suglasses to see the item iformatio exactly as it appears o the studet's MyUCLA page. Click the log book ico to see detailed iformatio about chages made to that item s grade box. These views are desiged to provide a security check to cofirm what is displayed o studet pages. At the bottom of the list is a drop-dow box to modify the curret Show Studet settig.
22 Usig the Grade Maiteace Scree. This is the oly access TAs are grated, uless they are promoted to Gradebook assistats. Otherwise, TAs may oly access studets officially associated with their assiged sectios ad may oly chage those scores. Gradebook assistats ca make chages to all studets i all sectios. Eterig Grades via Upload For some users, it may be easier to upload grades from a spreadsheet tha to eter them directly ito the Gradebook. The Grade Maiteace scree supports this optio. Files to upload must be formatted as tab-delimited text files. Oe way to create such a file is to use the Save As commad i Microsoft Excel ad select Text (tab delimited) i the Save As Type drop dow box. The specific format for each lie is uid < tab > [ame] < tab > score < tab > [commet] where the ame ad commet field are optioal. The separatig tabs, the UID ad the score, however, are all required. To upload the file, select the Browse butto o the Grade Maiteace scree ad idetify the file to be uploaded. The press the Upload butto. Warigs are displayed if ay problems are discovered durig the upload process.
Calculatig Fial Grades 23 To calculate fial grades, click the Fial Grades butto o the top of the Gradebook Mai Page. This will ope the Fial Grades Upload page. Fial Grades Upload Page Click Calculate Fial Grades to cotrol how percetages are traslated ito fial grades. To upload fial grades from a stored file, click the Browse butto (see Eterig Grades via Upload i the Maitaiig the Gradebook sectio). Click to import grades from file Cotiue fial grade calculatio
24 Fial Grades Distributio Page To cotrol how percetages are traslated ito fial letter grades, eter percetage cut-off values ad click Update. Use the histogram ad distributio iformatio to assure the traslatio meets persoal ad departmet requiremets. Click Detail View to ope the Statistical Details widow. Click to view Statistical Details Statistical Details Widow After closig the Detail View widow, click Cotiue to ope the Assig Fial Grades Page.
Assig Fial Grades Page Usig the Suggested Fial Grade colum as a guide, eter the fial grade for each studet alog with remarks that could help supportig staff. Remarks are required for all studets receivig a failig grade or deferred report. A remark could be "Did ot take fial" or "Never came to class." The drop dow boxes used to eter the fial grade oly iclude grade choices appropriate for the idividual studet s erollmet ad status. For example, a udergraduate erolled i a class o a Passed/Not Passed basis ca oly be assiged a P, NP, I, or DR. 25 Click to start submittig grades
26 To facilitate eterig fial grades for large classes, the page icludes optios to automatically move Suggested Fial Grades ito Fial Grades. Click the studet ame to see a idividualized studet view that lists all item grades for that studet. The suglasses ico shows iformatio as it appears o the studet s MyUCLA page, ad the log book ico shows chages made to a item s grade. Note: Remarks are required for all studets receivig a faillig grade, icomplete grade, or deferred report. Click Save Fial Grades, Next, Previous, or Go to save chages. The Release Fial Grades drop dow box at the bottom of the page allows istructors to set the view studet s have of the Fial Grades. To save Fial Grades that are ot fialized, select No so that studets caot see the results util submissio is completed. Select Yes to allow studets to see grades that have bee fialized. Grades submitted to the Registrar s Office via MyUCLA are automatically available to studets whe they are submitted. The eed for sedig postcards or postig gradelists is thus elimiated.
Submittig Fial Grades 27 Fial grade submissio is a two-week period begiig Saturday after the ed B a c k to Assig Fial Grade p a g e of the teth week of classes. If MyUCLA was selected i the Fial Grade Submittal property before Friday of the teth week, Warig with error messages
28 the a Submit Fial Grades to Registrar butto appears o the Assig Fial Grades page. After assigig grades to all studets ad icludig remarks for those receivig a F, I, or DR grade, click Submit Fial Grades to Registrar ad begi the submissio process. The Fial Grade Submissio page is displayed. Fial Grade Submissio Page The Fial Grade Submissio page lists a summary of all grades ad remarks. Problems such as a missig grade or F grade without a remark are highlighted
for correctio. Oce correctios have bee made, the warig is replaced by a request for reautheticatio. 29 Eter the appropriate Brui O-Lie logi ad password ad click Cofirm Submissio. Fial grades are submitted ad a Submissio Cofirmatio page is displayed. This process may take several miutes depedig o the class size. Do ot click the mouse or use the keyboard after hittig the Cofirm Submissio butto. Allow etries to be processed ad the Submissio Cofirmatio page to appear before tryig to cotiue. Note: Do ot click the mouse or use the keyboard after hittig the Cofirm Submissio butto. Allow etries to be processed ad the Submissio Cofirmatio page to appear first. This process may take several miutes depedig o the class size. Submissio Cofirmatio Page Oce grades have bee successfully submitted, the Submissio Cofirmatio page appears with liks to the Fial Grade History page. Click the lik idicatig the priter friedly format to proceed to the Fial Grade History page ad a record of submitted grades. Go to Fial Grade History page
30 Fial Grade History Page After the ed of the fial grade submissio period, liks to fial grades pages display the Fial Grade History Page eve though grades may ot have bee submitted via MyUCLA. Fial grades may oly be submitted oce via MyUCLA. For ay subsequet chages, cotact the Gradig Uit of the Registrar's Office at (310) 206-0491. The Registrar's Office e- mails istructors to cofirm that fial grades have bee received from MyUCLA. This extra security measure esures that istructors are alerted to ay uauthorized grade submissios. Sice departmetal staff ofte admiister the grade collectio process, they will have olie access to gradig status iformatio for both web- ad paper-graded courses. See Addedum 2 for details.
Addedum 1: Special Populatios of Studets 31 College Hoors Istructors usig the Gradebook ca submit College Hoors Cotract ad Discussio completio status via the Gradebook, rather tha fillig out the tra- H o o r s c o t r a c t ico H o o r s d i s c u s s i o ico
32 ditioal paper forms. This fuctioality is available from special icos foud o the Assig Fial Grades Page. The cotract ico appears ext to each studet who has a approved cotract. If the class has a approved Discussio, a Discussio ico appears ext to each College of Letters of Sciece studet. To update the cotract or discussio completio status for a studet, the istructor simply clicks o the appropriate ico. O the ext scree, the istructor eters the completio status ad a optioal commet. It is recommeded that the istructor (as per the College Hoors deadlies) update the completio status for all studets participatig i Cotracts ad Discussios at the same time fial grades are assiged. However, istructors will also have the opportuity to update the completio status o the Fial Grade History Page scree after the gradig period is over. Questios regardig College Hoors cotracts ad discussios should be directed to Hoors Programs, A311 Murphy Hall, 825-1553, hoors@college.ucla.edu. Uiversity Extesio (UNEX) To facilitate the calculatio ad assigmet of grades, Uiversity Extesio studets takig classes through cocurret erollmet are icluded i the roster of studets listed i the Gradebook. These studets will be displayed i blue to differetiate them from regularly erolled studets. The status colum will idicate the Uiversity Extesio erollmet status. If a istructor chooses to submit grades electroically via MyUCLA, ad there are Uiversity Extesio studets erolled i the class durig the gradig period, grades for UNEX studets will be automatically redirected ad submitted to Uiversity Extesio. I this case, paper grade forms from Uiversity Extesio ca be discarded.
Addedum 2: Studet R e c o rds Web Lik 33 Web Lik Access The Studet Records Web Lik (SR Web Lik) is a ew iformatio resource for Uiversity staff provided by the Registrar's Office. Iitially desiged to support the Gradebook, its scope has expaded to iclude departmet, course, ad studet iformatio that is otherwise iaccessible or difficult to access. Coect to the SR Web Lik from the Registrar s Office faculty pages at http://www.registrar.ucla.edu/liks/faculty.htm ad log ito the site usig either a AIS or Brui OLie I.D. ad password. S e l e c t D e p a r t m e t, Studet, or Course view at Logi Web Lik Views From the SR Web Lik mai meu, select oe of three views: Departmet View Lik to dyamic course grade status reports, lists of studets i selected majors ad miors, ad lists of degree cadidates i selected majors ad miors Course View Pull up rosters ad PTE umbers for selected classes Studet View See term grades ad Study Lists for selected studets.
34 Security limits access to iformatio i the departmet ad course views. For example, a user from the Psychology Departmet ca ot access departmet iformatio for Sociology. O the other had, those with access to the studet view may look up term grade ad Study List iformatio of studets D e p a r t m e t view meu showig user from ay departmet. c h o i c e s The site is desiged for easy avigatio. Users ca jump, for example, from the grade status report to the roster for ay of the listed classes ad they ca go from the roster to the Study List for ay studet i the class. Ulike paper reports, SR Web Lik provides real-time iformatio, ad features ca be added or updated as iformatioal eeds are idetified. G r a d e status ad s u b m i s s i o d a t e s
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