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American University of Beirut

American University of Beirut. Web Submission of Grades. By Hala Abou Arraj Associate Registrar. Welcome. The purpose of this presentation is to describe the efficiency of web grading from an operational point of view. Included will be: Web grading: why, when and how? Banner Forms used.

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American University of Beirut

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  1. American University of Beirut Web Submission of Grades By Hala Abou Arraj Associate Registrar

  2. Welcome • The purpose of this presentation is to describe the efficiency of web grading from an operational point of view. • Included will be: • Web grading: why, when and how? • Banner Forms used

  3. Topics of Discussion • Why Web Grading was introduced? • What factors affected implementation? • How this feature enhanced efficiency?

  4. Glimpse at AUB • AUB is a private, independent university • AUB has six faculties • AUB offers Bachelor, Masters and PhD. programs • One campus • Around 7500 students are enrolled • Around 20% are international students

  5. Glimpse at AUB • Banner introduced in 1999. • Banner used to manage records, registration, issuance of transcripts,… • We are currently using Banner 7.3. • The feature of self service was first introduced with the registration of students

  6. Input of Grades-Background • How things used to be done? • Input of grades manually by instructor on a stencil-based grade sheet • Copies from grade sheet sent to respective offices • Grades are entered manually by an officer in the Registrar’s Office on the system • Change of grade will have to undergo the same process of grade input

  7. Input of Grades-Background (cont.) • Problems Faced • Errors in grade input • Time consuming • Decrease in Administrative efficiency

  8. Introduction of Web Grading • Web grading was introduced 2004 • A secure web based system was introduced using Banner

  9. Web Grades-Goals • Centralized database • Simplify the process of grade reporting • Ease the means of reviewing and viewing the grades

  10. Web Grading-Benefits • Instructors enter grades from anywhere in the world using the internet • Grades are entered in a one stop shop by the instructor of the course • Paperless process. Paper grade rosters are not generated, distributed, filled out and collected before data entry is performed • Because the process has become shorter, students can view their grades sooner.

  11. Web Grading-Benefits • Increased efficiency in collection and recording of final grades • Cost of printing is saved

  12. Web Grading-Features • A Banner web based application whereby instructors enter grades • Students and authorized officers will be able to view grades

  13. Related Banner Forms • The following banner forms must be defined properly: • SSASECT • SHAGRDE • SOATERM • SHRROLL • SHAINST

  14. SSASECT

  15. SHAGRDE

  16. Web Grade Entry Steps • Enter secure Area using ID and password • Choose Term and CRN • Enter grades • Press Submit • After pressing the “Submit” button • Grades can be modified if the rolling script was not activated otherwise, grades can no longer be changed

  17. Customization • The IT unit in the university has customized the grades menu to include: • Incomplete grades • Grade not reported • Or just blank grades

  18. Who can Enter Grades Instructors • Assigned to the course as primary instructor Proxies • Allowing members other than instructor to enter grades • Rarely done • Proxy must have the username/password of instructor • Dean requests to change name of instructor from class schedule

  19. Who can view the grades? • Roles are determined by the privilege on the system • No super user • Different categories: instructors/ coordinators/ assistants…

  20. Change of Grade • Grade changes can be requested • It is done manually since it involves many offices • When a change of grade is approved, a copy comes to the Registrar’s Office for change of grade • After the grade is changed, an e-mail is sent to the instructor of the course informing him/her about the change as well as to the Registrar

  21. Change of Grade • ID, name of the course,CRN, ID of administrator who did the change appear

  22. User ID of person entering the grade • Term Crn Subj CrsNumb ID Grade OldGrd User Date-Time • 200512 40012 MBIM 227 200100617 F P Added RN08 21-11-2008 00:00:00 • 200512 40015 PATH 229 200100617 F P Added RN08 21-11-2008 00:00:00

  23. What goes first? • The data in SSASECT should be correct • The activation of the Web grading in SOATERM

  24. Training/Resources • Demonstrations • Training on how to use web grading system are performed • Directions on how to use Web grades are available in manuals

  25. Reactions • Mixed reactions • Support staff happy • Academics not as straightforward • Poor attendance • Angry • Confused • Evaluations were below average • Hard for training staff – resource intensive and depressing

  26. Reports • Run to view Discrepancies • Excel or access format

  27. Increased Efficiency • Short term results: • Time saving • Instant access of student records for all authorized personnel • Easy retrieval • Long term Results: • Towards paperless university • Financial saving

  28. Wrap Up • Future Plans • Conclusion

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