Grading Your Sections

1. OUR Grading Your Sections Updated 4/14/2011

2. Grade Collection System Changes OUR • Grade entry at any time based on the section’s calendar (beginning/ending dates) • File upload option allows multiple sections to be uploaded from one spreadsheet • Future Enhancement – online change of grade process

3. Reminders Before Grading OUR • Compare your grade roster with the grade roster online • Check for added or dropped students • Know the Calendar Grading Dates for your gradable sections • Grading always opens on Friday at 8:00 a.m. • Grading always closes on Monday at NOON • Grading period is ten days long

4. OUR Sign on to my.ufl.edu

5. Sign on my.ufl.edu OUR • Click on My Self Service

6. Click on Enter Grades OUR

7. Open Grades Folder OUR Click to open “Collection” folder. Click on “Grade-A-Gator” to begin grading

8. Sign into System OUR Click to open Grade Input System

9. OUR Authorization Security Check • When you sign into Grade-A-Gator, you will be asked to certify that you have completed the FERPA Basics training: • “Your acceptance below certifies that you have completed UF Privacy Office FERPA Training” • You will need to retake this training every twelve months • Click on the ACCEPT button to enter the grades system

10. OUR Choose Term to Grade Choose Term to display sections available to grade

11. OUR Grades Calendar Displayed

12. OUR Gradable Sections Listed This is the grader’s personal display of sections to grade. Click on the section number to be graded.

13. Input Grades OUR Choose grade from drop down menu. Only valid grade choices will display. Writing Requirement (GR) sections will have two grade components - Academic and Met/Not Met the writing requirement.

14. OUR Saving Entered Grades You must click “Save Grades” before exiting the page. You do not need to have all grades entered to use the “Save Grades” function. This function allows you to return to the grades system as needed.

15. OUR Adding a Student Not on Roster Add the UFID and Grade; then click “Add a Student” Students will not be added to the official roster until registration Has been verified by staff in the Registrar’s Office

16. OUR Error Message When You Finalize If you failed to enter grades and clicked “Finalize”, you will receive this message and a chance to enter grades before the final submit. You do not need to grade the students. If you finalize without a grade, an “N* will be assigned. Requires paper change of grade form to correct after grading period closes.

17. OUR Not Graded (continued) If you Finalize with No Grades, the Grade Roster will appear with the words “Not Graded” in the Grade column. If this was an error, have department grade coordinator contact the Grades Help Line to re-open the section for grading.

18. Finish Grading OUR After the grades have been submitted, Click “Finalize Grades” button to complete the grading process.

19. OUR My Graded Sections You will be able to see the status of all your sections in an open grading period – both finalized and partially graded. You may print or finalize sections from this view.

20. OUR Using File Upload

21. OUR Using File UploadEnter Grades Input System • Open Grades Folder • Click on Collection Folder • Click on Grade-A-Gator

22. Using File Upload Create Spreadsheet OUR Click “Download My Sections” To Create Spreadsheet If you already have a spreadsheet, you do not need to create another one.

23. OUR Using File UploadInstructions Verification Click on “I Understand” to continue.

24. OUR Mark Sections and Download Click after selecting sections to grade You can select multiple sections from different courses

25. OUR Save Your CSV File Click Save – You cannot upload grades by using the “Open” option because you must save the spreadsheet as a csv file.

26. OUR Saving File (continued) The file must be saved as a “.csv” file (the default will be eaglec.csv or eaglec-1.csv if you have already downloaded previous classrolls for grading). Click “Save”.

27. OUR Once Download Complete-Open Click “Open” here. Excel should start automatically if it is installed on your computer.

28. OUR Spreadsheet Configuration Note: all sections will appear on same page/file (even from different courses) Only the Grade Column “D” and Writing Requirement Column “F” should be altered Students who withdrew or dropped with fee liability will NOT appear on the downloaded roster. The ‘W’ grade is ‘preloaded’ to the final grade roster. UFID Grade Credits Writing Requirement (GR) Name Section

29. OUR Enter Valid Grades and Save Enter valid grade codes for each student and save as a .csv file. S/U option will be verified during the upload process.

30. OUR Saving File If you get this message, click yes.

31. OUR Upload Your Sections Click “Upload My Sections”.

32. OUR Find and Upload File • 1. Click “Browse”, and select the correct file for upload • 2. Select the sections on your file. • 3. When steps one and two are completed, click “Upload file”

33. OUR Status of Graded Upload Sections View Summary Information and Percentage Completed.

34. OUR Modify a Section Before Finalizing If you need to change a grade, click on the section number.

35. OUR Grading Complete? Finalize When a section if fully graded, click on “Finalize”. Once finalized, a section cannot be updated unless it is reopened. Grade coordinators can request assistance from the Registrar’s Office.

36. OUR Errors In Your Upload File Error messages will display; view errors by clicking on the relevant section.

37. OUR Errors Displayed Errors will be highlighted. To make corrections, click “Enter Grades.”

38. Correcting Errors OUR Enter correct grades, “Save grades”, and “Finalize” when all grades entered.

39. OUR Student Missing From Roster? Click “Add A Student”

40. OUR Complete Add A Student Process Enter student’s UFID and grade here, then click “Add Student”. The Registrar’s Office will validate the student’s information.

41. THANK YOU OUR • Without you the grades collection process would not be successful!