Grading Students

This chapter provides an overview of the grading process, and discusses how to:

Print grade rosters.
Enter grades online.
Enter grades through self-service.
Enter grades through self-service Gradebook.
Post grades.
Monitor mid-term deficiencies.
Run the grade lapse process.
Produce the student grade report.
Review student grades and statistics.
Audit grade changes.

See Also

Understanding Grading

Once you set up your grading schemes and grade bases, define mapping rules, and generate grade rosters, you are ready to enter grades.

You can enter grades in one of three ways:

System administrators or power users can enter grades directly to the Grade Roster page for each class.
Instructors can define class assignments, percentages, and even electronically communicate with students by entering grades directly through PeopleSoft Gradebook, a separately licensed PeopleSoft application.
Instructors or other authorized self-service users can enter midterm and final grades through the PeopleSoft Enterprise Campus Self Service, a separately licensed PeopleSoft application.

See Also

Using the Self-Service Gradebook

Prerequisites

Before you can enter and post grades, you must:

Set up your grading schemes and grade bases.
Define mapping rules.
Generate grade rosters.

See Also

Understanding Grade Preparation

Printing Grade Rosters

Some organizations have business processes where grade rosters are used in printed form. This section discusses how to print grade rosters in batch or for a specific class.

Here’s how to print grade rosters:

Access the Grade Roster Print page.
Enter your run control parameters.
Click the Run button.
Locate your printed rosters through the Report Manager link, and print them as needed.

Pages Used to Print Grade Rosters

Page Name	Object Name	Navigation	Usage
Grade Roster Print	RUNCTL_SRGRDROSTER	Curriculum Management, Grading, Grade Roster Print	Print generated rosters.

Running the Grade Roster Report

Access the Grade Roster Print page.

Academic Institution

Select the institution for which to print rosters.

Term

Select a term for the roster. Term values are defined on the Term Table page.

Grade Roster Type

Select the grade roster type to print. The default is Final. Grade roster type values are delivered with your system as translate values. While you should not change the Final Grade value, you can add as many nonfinal grade values that you want.

Print Note Area

Select to provide extra space on the roster for instructors to write notes.

Print Incomplete Area

Select to provide extra space on the roster for instructors to make note of incomplete information.

Specific Class

Select to print a roster for one class.

Class Nbr (class number)

If you select the Specific Class check box, the Class Nbr field becomes available. Select the class number for the roster to print.

Academic Organization

If you do not select the Specific Class check box, select an academic organization. Academic organization values are defined on the Academic Organization Table page.

Session

Select the session for which to print rosters.

Class End Date From and Class End Date To

Select the class end date from and to date. The system selects rosters to print for classes with an end date that is greater than or equal to the value in the Class End Date From field and less than or equal to the value in the Class End Date To field.

Campus

Select the campus that is associated with the grade rosters. Attach campus values to courses in the course catalog and to classes in the schedule of classes.

Instructor Print Option

Select the type of instructor information to print on the grade roster for the graded component. Attach instructor values to classes on the Schedule of Classes - Basic Data page. Your choices are the following:

All: Prints the names of all instructors.

Grdng Auth: Prints only the name of the instructor who is authorized to grade.

None: Prints no instructor names.

Print Course Administrator

Select to print the course administrator’s name on the grade roster. Attach course administrator values to classes on the Schedule of Classes - Basic Data page.

Print Blind Grading ID

Select to print the blind grading IDs of students. The student names do not appear on the roster.

Entering Grades Online

This section discusses how system administrators or power users can enter grades directly to the Grade Roster page for each class.

Here’s how to enter grades online:

Enter grades and transcript notes on the Grade Roster page.
(Optional) Review student enrollment detail on the Student Enrollment Detail page.
(Optional) Enter or review a transcript note for the student on the Transcript Note page.
(Optional) Enter student incomplete information on the Student Incomplete page.
Save the grade roster.

Pages Used to Enter Grades Online

Page Name	Object Name	Navigation	Usage
Grade Roster	GRADE_ROSTER1	Curriculum Management, Grading, Grade Roster	Enter official grades, requirement designation grades, view enrollment summary information, and add transcript notes.
Student Enrollment Detail	GRADE_ROSTER_ENRL	Click the Detail link on the Grade Roster page.	Review detailed information about the enrollment, including the student’s primary academic program, grading basis, units taken, and so on.
Transcript Note	GRADE_ROSTER_NOTEA	Click the Note link on the Grade Roster page.	Enter or view a transcript note that is related to the student’s enrollment record. The system displays this note on transcript types where the Print Transcript Notes check box is selected on the Enrollment/Statistics page.
Student Incomplete	GRADE_ROSTER_INCA	Click the Incomplete Detail button on the Transcript Note page.	Enter a lapse deadline, lapse to grade, or comment for students that have no grade or a grade that is equivalent to a grade of Incomplete.

Using the Grade Roster Page to Enter Grades

Access the Grade Roster page.

If you are using blind grading IDs, the roster lists students in random order. If you are not using blind grading IDs, the roster lists students in ID order.

Sort Option	Sort Option is available on Open Entry/Exit class rosters. Sort IDs in one of two ways. Your choices are the following: Last,First: Sorts IDs by last name. Date,Last: Sorts IDs by fully-graded date, then by last name within start date. This view is particularly useful for classes that are offered in open entry and open exit format, where students can have fully-graded dates that differ.
Display Ungraded Students Only	Select to view ungraded students only. This is particularly useful for open entry and open exit classes where you might grade students at different intervals based on their various end dates.
Grade Input	Select the student’s grade for the course. If you use the prompt to select the grade, the system populates the Official Grade field with the grade input when you exit the field.
Official Grade	The Official Grade is the posted grade, and the Status changes to Posted once you post grades. Note. You can continue to revise and update the page by saving the information. As long as you do not post grades, you are able to revise. Once you post grades, you must make any revisions on a student-by-student basis on one of the enrollment pages.
RD Grade (requirement designation grade)	If the class has a requirement designation that requires a separate grade, a grade field becomes available in the RD Grade column. Your choices are Satisfied and Not Satisfied, a basic credit or no credit type of grade. If the requirement designation requires a separate grade, then it is assumed that the requirement designation is satisfied when a passing grade is posted for the student. See Defining Requirement Designations.
Detail	Click to access the Student Enrollment Detail page, where you can view detailed information about each enrollment.
Note	Click to access the Transcript Note page, where you can view a transcript note that is related to the student enrollment record.

Reviewing Student Enrollment Detail

Access the Student Enrollment Detail page.

Instructors or other users of the grade roster can use the Student Enrollment Detail page to view detailed information about a student’s enrollment. You can view the student’s enrollment status, grading basis, units taken, and primary academic program. If you have already entered a grade for the student, you can also view the grade in and official grade.

Reviewing Transcript Notes

Access the Transcript Note page.

Note ID

Select a note ID. Note ID values are defined on the Transcript Note Table page.

Transcript Note

Enter free-form transcript note text. The system displays this text in addition to the predetermined transcript note ID text.

Transcript Note Sequence Nbr (transcript note sequence number)

The system increments the transcript note sequence number for each row of free-form text. The sequence number determines the order in which the free-form transcript notes appear on the transcript (if they appear at all).

Incomplete Detail

If you do not enter a grade on the Grade roster page, or if you enter a grade of Incomplete, the Incomplete Detail button is available. Click this button to enter data related to an Incomplete grade.

Note. Users cannot add, change, or remove transcript notes from the grade roster once grades have been posted. Once grades are posted, users can add, change and remove transcription notes from any one of the administrative enrollment pages and then regenerate the grade roster:

Enrollment: On Student Enrollment 3 page, enter a new note, modify an existing note, or delete a current note.

Enrollment Request: select action of Normal Maintenance for the class and enter a new note, modify an existing not, or delete a current note. Be sure to submit the transaction.

Quick Enroll: select action of Normal Maintenance for the class, on the Other Class Info page, click Create Transcript Note. Enter a new note, modify an existing note, or delete a current note. Be sure to submit the transaction.

In order to update the grade roster with the changes to the transcript notes, navigate to the Grade Roster Type page, select Override and click the Create button to regenerate the Grade Roster.

Reviewing Student Incomplete Information

Access the Student Incomplete page.

Lapse Deadline and Lapse To Grade

The system populates these fields when you enter a grade of Incomplete. The system creates a student incomplete record when you post the Incomplete grade. However, you can manually enter these values. If the student has an Incomplete grade, you can specify the date for this grade to lapse to another grade. The Grade Lapse process does not overwrite values that are entered manually.

Comment

Enter any comments regarding the lapse grade. These do not appear on the transcript.

See Also

Viewing the Lapse Report Results Online

Defining Grade Lapse Rules

Entering Grades Through Self-Service

If your institution has licensed PeopleSoft Campus Self Service, your instructors can access grade rosters and enter mid-term and final grades directly over the web.

See Also

Entering Grades through Self-Service

Entering Grades Through the Self-Service Gradebook

In addition to the grade methods mentioned in the previous section, instructors can use PeopleSoft Gradebook to enter grades for individual assignments, quizzes, and tests, mid-term grades, and final grades. PeopleSoft Gradebook is a separately licensed application.

See Also

Using the Self-Service Gradebook

Posting the Grade Roster

Posting the grade rosters is an important step, because it officially assigns final class grades to the students’ career term records.

You can post grades in the following three ways:

Post grades for a single class on the Grade Roster page.
Post grades for a single class on the Self Service Grade Roster page.
Post grades for multiple classes on the Grade Post page.

Here’s how to post grades for a single class:

(Optional) To perform a partial post of grades, select the Partial Post check box and click the Post button on the Grade Roster page.
To post the entire grade roster, clear the Partial Post check box and click the Post button on the Grade Roster page.

Here is how to post grades on the self-service Grade Roster page.

Instructor must have post access to be able to post from Campus Self Service.
Assign grades on the Self Service Grade Roster page
Set approval status to approved and save
Click Post

Here’s how to post grades for multiple classes:

Access the Grade Post page and specify the institution, term, and partial post option for which you want to post grades.
(Optional) Narrow the batch for which you want to post grade rosters by entering any of the following values:

Session

End date

Academic Organization

Subject Area
(Optional) Add rows as needed.
Click the Run button.

Prerequisites

Before you can post grades, you must:

Generate the grade rosters.
Enter grades on the Grade Roster page or enter grades through the PeopleSoft Gradebook application.

See Also

Setting Up Grading

Pages Used to Post Grade Rosters

Page Name	Object Name	Navigation	Usage
Grade Roster Type	GRADE_ROSTER_TYPE	Curriculum Management, Grading, Grade Roster	Click the Post button on the Grade Roster Type page to post grades on a course-by-course basis. For partial posting, select the Partial Post check box before you click the Post button.
Grade Post	RUNCTL_GRD_POST	Curriculum Management, Grading	Use the Grade Post page to post grades for multiple classes. You can post grades for multiple classes within an academic organization or subject area.

Page Name

Object Name

Navigation

Usage

Grade Roster Type

GRADE_ROSTER_TYPE

Curriculum Management, Grading, Grade Roster

Click the Post button on the Grade Roster Type page to post grades on a course-by-course basis.

For partial posting, select the Partial Post check box before you click the Post button.

Grade Post

RUNCTL_GRD_POST

Curriculum Management, Grading

Use the Grade Post page to post grades for multiple classes. You can post grades for multiple classes within an academic organization or subject area.

Posting Grades for a Single Class

Access the Grade Roster Type page. Click the Post button to post grades on a course-by-course basis. For partial posting, select the Partial Post check box before you click the Post button.

Posting Grades for Multiple Classes

Access the Grade Post page.

Academic Institution

Select the academic institution for the grade posting. This value determines which terms, sessions, and other field values are available.

Term

Select the term for the grade posting. Term values are defined on the Term Table page.

Session

Select the session for the grade posting. Session is an optional field. Session values are defined on the Session Table page.

End Date

If you enter a session value, you must also enter an end date for the session. The end date is the last date of the session.

Academic Organization

Select either an academic organization or a subject area in which to post grades. Academic organization values are defined on the Academic Organization Table page.

Subject Area

Select either an academic organization or a subject area in which to post grades. Subject area values are defined on the Academic Subject Table page.

Partial Post Option

Select to post only those grades that you enter and save on the roster. Later, you can enter the remaining grades and post those. Your choices are the following:

Yes: Select to partially post all rosters in your parameters, regardless of whether or not the rosters are missing grades. The batch grade post process performs a partial post on all grade rosters, regardless of whether you selected the Partial Post check box on the Grade Roster Type page.

No: Select to post only rosters that have a status of Approved. This option does not permit a reposting of the same roster type.

Note. Once the system posts the grades, all statistics accumulate. If there are any revisions needed on individual records, you must make these on a student-by-student basis on an enrollment page or on the self-service grade roster page, request grade change.

Generating Midterm Deficiency Reports and Communications

This section provides an overview of midterm deficiency reporting, and discusses how to generate a report of midterm deficient grade records according to criteria that you define:

Generate a report of midterm deficient grade records according to criteria that you define.
Create mid-term deficiency letters for students with deficient mid-term grades.

Understanding Mid-Term Deficiency Reporting

The Mid-Term Deficiency process generates a report that lists students with deficient midterm grades. Deficient grades are those grades with a grade input value that is equal to the value in the Grade Input field on the Mid-Term Deficiency Report page.

Page Used to Monitor Midterm Deficiencies

Page Name	Object Name	Navigation	Usage
Mid-Term Deficiency Report	RUNCTL_SRTRMDEFCNY	Curriculum Management, Grading	Produce a summary report of all students whose grades are deficient during the midterm for each class.

Generating the Mid-Term Deficiency Report

Access the Mid-Term Deficiency Report page.

The system inserts the IDs of all students with deficient grades into the Communication table so that you can easily identify them and create individual warning letters.

Academic Institution	Select an academic institution for which to evaluate students.
Term	Select a term for the system to use as it searches for student enrollment records. Term values are defined on the Term Table page.
Academic Organization	Select an academic organization for the system to use as it searches for records. Academic organization values are defined on the Academic Organization Table page.
Session	Select a session for the system to use as it searches for records. Session values are defined on the Session Table page.
Class End Date From and Class End Date To	Select the class end date from and to value. The value in this field and in the Class End Date To field further narrow your processing parameters. The system evaluates enrollment records for classes that are active between these dates and within all other parameters you specify.
Campus	Select a campus for the system to use as it searches for records. Campus values are defined on the Campus Table page.
Grading Scheme	Select a grading scheme to prompt for appropriate grades in the Grade Input field. Grading scheme values are defined on the Grading Scheme Table page.
Grade Input	Select the grade that the system should seek to identify whether a student is midterm deficient.

Click Run to run the report using PeopleSoft Process Scheduler. The process populates the Communication table with IDs for students with deficient grades. Later, you can produce a letter to inform them of their status.

Generating Midterm Deficiency Letters

To generate mid-term deficiency letters:

Set up mid-term deficiency keys on the Communication Speed Keys page.

Once you set these parameters you do not have to set them each time you run the report. Select the Administrative Function of STRM, which is a delivered value. When defining your communication speed key for mid-term deficiency reports, select the method of letter, the direction of out, and the letter code of MAD (Mid-Term Academic Deficiency).
Generate mid-term deficiency reports on the Mid-Term Deficiency page.

In addition to generating a report of mid-term deficiencies, the report places students with deficiencies into the Communication table so that you can generate a letter informing them of their deficient grades.

The Mid-Term Deficiency report creates one mid-term deficiency communication record per student (who fit the criteria for having deficiencies). Once you run letter generation for letter code MAD, the system inserts a row in the corresponding comma delimited (.CSV) extract file for each deficient class for the term. Using Microsoft Word Merge, the system creates a single letter for a student with mid-term deficient grades. The letter includes up to 10 classes in which the student is deficient.

If you run the Mid-Term Deficiency report and letter generation again at a later date, Microsoft Word Merge produces student letters that include all previously deficient classes for the term as well as any newly selected deficient classes.
Generate letters on the Letter Generation - General Parameters page.

To generate mid-term deficiency report letters, select the letter code of MAD.

See Also

Setting Up Communications

Running the Grade Lapse Process

This section provides an overview of the grade lapse process and discusses how to:

Define grade lapse rules.
Run the grade lapse process.
View the lapse report results.

Understanding the Grade Lapse Process

Use the Grade Lapse process to convert posted In-progress or Incomplete grades to some other grade you specify. You can define grades as In-progress on the Grade Scheme table.

Typically, you run the Grade Lapse process two to three weeks after all grades are in and posted. Your lapse deadline can be prior to the processing date.

Here’s how to run the Grade Lapse process:

Define grade lapse rules for your academic programs on the Incomplete page.
Enter and post grades for a given time period.
Run the Grade Lapse process on the Grade Lapse page.
View new, lapsed grades on the Incomplete page.

Once you set up your grade lapse rules, you can run the Grade Lapse process at any time. The Grade Lapse process uses the lapse grade that you indicate to populate the Student Incomplete page. Later, you can post the new grade.

Pages Used to Run the Grade Lapse Process

Page Name	Object Name	Navigation	Usage
Incomplete	INCOMPLETE_GRADE	Set Up SACR, Foundation Tables, Academic Structure, Academic Program Table	Define grade lapse rules for academic programs. Each rule defines the grade that your incomplete grades lapse to when you run the report and what related transcript notes (if any) appear on a student's transcript.
Grade Lapse	RUNCTL_SR_GRD_LPS	Curriculum Management, Grading	Enter processing parameters for the Grade Lapse process and to run the process.
Student Incomplete	STDNT_INCOMPLETE	Records and Enrollment, Student Term Information	Review the Grade Lapse process results for an individual student.

Defining Grade Lapse Rules

Access the Incomplete page.

Incomplete Grade

Enter a value that you define as an incomplete grade for students that are active in this program. Add rows as appropriate. This grade lapses to the value in the Lapse To Grade field as a result of the Grade Lapse process only if you select the Lapse Grade check box. If you neither select the Lapse Grade check box, nor enter a Lapse To Grade value, the system never lapses the incomplete grade. Grade values are defined on the Grading Scheme Table page.

Lapse Grade

Select to use the lapse grade rules for this incomplete grade. Some incomplete grades may not have lapse rules attached to them (in which case you would leave the Lapse To Grade field cleared.) If you do not select this check box, the system does not change incomplete grades to any lapse grade value for classes taken in this academic program, and the lapse transcript note ID does not appear.

Lapse To Grade

Select the lapse to grade value. Grade values are defined on the Grading Scheme Table page.

Lapse Days

Enter the number of days past the fully-graded date (as defaulted from the Term Calendar 3 page to the student career term record during term activation) that an incomplete grade can stay on a student's record. Lapse days function as a grace period.

For example, let’s say that at PSUNV, the fully-graded date for the undergraduate academic career (UGRD), term 0330, regular session (1) is 12/01/01.

If the institutional policy at PSUNV for the LAU academic program allows a student to make up incomplete grades for one month past the term’s end, you would enter 30 in the Lapse Days field. When you run the Grade Lapse process, use 1/10/02 as the lapse deadline. This way, you can be sure that all students who might make up an incomplete have done so and that the grades have been entered and posted. The additional 10 days provide you with time to post grades.

Note. Run the grade lapse report after all grades are in and posted. This can be after your lapse day’s deadline.

Lapse Transcript Note ID

Select the transcript note ID for the lapse grade. Transcript note IDs are defined on the Transcript Note Table page.

Print Lapse Date

Select to display the lapse date on the student's transcript. The system uses the lapse days value to generate the lapse date. It does not use the lapse process date.

Completed Transcript Note ID

Select the transcript note ID that appears once the student's final grade is posted. Transcript note IDs are defined on the Transcript Note Table page.

Print Completed Date

Select to display the completed date on the student's transcript.

See Also

Defining Academic Programs

Running the Grade Lapse Process

Access the Grade Lapse page.

The Grade Lapse process converts the original Incomplete grade to the lapse grade. In addition, the process creates a report that lists all enrollment request numbers for grades that it lapses.

It is best to run this process two to three weeks after all grades are entered and posted. Your lapse deadline should be before the date you run the process.

Institution	Select the institution that the system uses to limit the scope of the process. The selected value defines which careers are valid.
Career	Select the academic career that the system uses to limit the scope of the process. The system evaluates students with enrollment records for this career.
Term	Select the term that the system should use to limit the scope of the process. The system evaluates students with enrollment records for this career and term.
Lapse Deadline	Select the lapse date deadline to specify the date for grades to lapse (change from their original grade to the lapse to grade). The lapse deadline must be greater than or equal to the fully-graded date plus the lapse days. The fully-graded date is set up on the Term Calendar 3 page, and the system populates this value by default to the student career term record during term activation, or during the term activation update process. It is the date that the institution expects to have all grades posted for a particular career, term, and session. Lapse days are defined for an academic program and grade on the Incomplete page in the Academic Program Table component. The Grade Lapse process looks at all of the student incomplete records that meet your processing parameters. It then uses the lapse deadline to determine which students have Incomplete grades on their records and converts those students' grades to the Lapse Grade value that you define on the Incomplete page in the Academic Program Table component. Subsequent processes pick up any new Incomplete grades that you enter. You can run this process as many times as you need for a specific term and career. Warning! The Grade Lapse process does not convert Incomplete grades that you have entered on the Student Enrollment 1 page. Incomplete grades that you enter on this page do not have a corresponding row in the incomplete table.
Academic Program	Because different programs can have different lapse rules, select the academic program that the system uses to limit the scope of the population to process. Academic Program is an optional field.

Click Run to run this request. PeopleSoft Process Scheduler runs the Grade Lapse process at user-defined intervals.

Running the PSJob on the server generates the Grade Lapse report and automatically posts the transaction.

Viewing the Lapse Report Results Online

Access the Student Incomplete page.

Lapse Deadline and Lapse to Grade

The grade post process populates the Lapse Deadline and Lapse to Grade fields. However, you can manually enter these values. If the student has an incomplete grade, you can specify the date for this incomplete grade to lapse to another grade. The process does not overwrite values that you enter manually.

Comment

Enter any comments regarding the lapse grade. The comments do not appear on the transcript.

Producing the Student Grade Report

This section discusses how to produce the student grade report.

Prerequisite

Post grades for the institution and term that you process.

Pages Used to Produce the Student Grade Report

Page Name	Object Name	Navigation	Usage
Student Grade Report	RUNCTL_SRGRDRPT	Curriculum Management, Grading	Produce student grade reports for students in a particular academic career, program, or student group.

Running the Student Grade Report

Access the Student Grade Report page.

Term

Select a term for the student grade report. Term values are defined on the Term Table page.

Academic Career

Select the academic career for which the system should limit the report. Academic career values are defined on the Academic Career Table page.

Academic Program

Select an academic program for which the system should limit the report. Academic program values are defined on the Academic Program Table component.

Student Group

Select a student group for which the system should limit the report. Student group values are defined on the Student Group Table page.

Viewing Student Grades and Statistics

When you post grades, the system calculates term statistics. You can use the Student Grade Inquiry component to view a student’s grades and statistics for the term.

Prerequisites

Before you can review term statistics, you must first post grades for the term.

Pages Used to Review Grades and Statistics

Page Name	Object Name	Navigation	Usage
Student Grade Inquiry	STDNT_GRADE_INQ	Records and Enrollment, Student Term Information, Student Grades	Review grades for a student within a term.
Term Statistics	TERM_STATISTICS	Records and Enrollment, Student Term Information, Student Grades	Review a student's current term statistics.

Viewing Student Grades

Access the Student Grade Inquiry page.

Print

Click to print the grade information.

Detail

Click to access the Class Details page, where you can view class information.

Viewing Term Statistics

Use the Terms Statistics page to view a student's current term statistics.

Auditing Grade Changes

This section provides an overview of grade change auditing, and discusses how to audit changes made to student grades.

Understanding Grade Change Audits

PeopleSoft Campus Solutions provides grade change audit functionality that captures and displays detailed information about grade changes made through online pages, batch processes, and SQL. Specifically, the system tracks and writes an audit record to the grade change audit table for each of the following changes:

Online and self-service changes to the GRADE_INPUT field.
Batch changes to the GRADE_INPUT field (on the Grade Lapse Process page).
SQL changes to the Grade Input field.

The grade change audit table captures the entire PS_STDNT_ENRL record and stores an image of the record before and after the change. The system date and time stamps and marks each record in the audit table as a before or after image.

Here’s how to audit grade changes:

Enter the parameters that define your audit group on the Grade Change Audit page.
Select the View Changes Only check box to see only changes to original grades. Clear the View Changes Only check box to see both original grades and subsequent grade changes.
Click the Search button to retrieve your results.
Review the results of your search on the following tabs:

Change Detail

Units and GPA

Miscellaneous Details

Prerequisites

To record the grade changes that the Grade Change Audit functionality audits, your IT team must first install and execute delivered SQL trigger files

See Installing PeopleSoft HRMS and Campus Solutions 8.9 Applications

Pages Used to Audit Grade Changes

Page Name	Object Name	Navigation	Usage
Grade Change Audit	GRADE_AUDIT	Curriculum Management, Grading	Specify grade change audit search parameters and review detailed information about grade changes that match the selection criteria.

Entering Grade Change Audit Search Parameters

Access the Grade Change Audit page.

Note. Multiple views of this page are available by clicking the tabs in the scroll area. We document fields that are common to all views first.

ID	The ID of the student to audit. Leave this field cleared to have the system retrieve all values for this field (wild card).
User ID	The ID of the user to audit. Leave this field cleared to have the system retrieve all values for this field (wild card).
Start Date	The earliest date to audit. Leave this field cleared to have the system retrieve all values for this field (wild card).
End Date	The latest date to audit. Leave this field cleared to have the system retrieve all values for this field (wild card).
View Changes Only	If you select this check box, the system returns only those records with an action of After. If you clear this check box, the system returns records with an action of Before and After.
Search	Click to retrieve audit data. To refresh the data that the system returns, update the selection criteria and click the button again. Note. Once you click the Search button, the retrieval process begins. If the system finds records in the GRADE_AUDIT table within your search criteria, the system refreshes the data on the Change Detail tab. If the process returns no changes, the fields on the Change Detail tab remain clear.
User ID	The ID of the individual who made changes to the PS_STDNT_ENRL record.
ID	The ID of the student whose grade changed.
Date/Time	When a user made changes to the PS_STDNT_ENRL record.
Action	Action types reflect the state of the change record. Valid values are the following: Before: Image of the record before it was updated. After: Image of the record after it was updated.

All remaining columns on the Units and GPA tab and the Miscellaneous Detail tab display a subset of columns from the Grade Audit table, which stores a snapshot of the student’s record on the PS_STDNT_ENRL table.

Academic Institution	Select the institution for which to print rosters.
Term	Select a term for the roster. Term values are defined on the Term Table page.
Grade Roster Type	Select the grade roster type to print. The default is Final. Grade roster type values are delivered with your system as translate values. While you should not change the Final Grade value, you can add as many nonfinal grade values that you want.
Print Note Area	Select to provide extra space on the roster for instructors to write notes.
Print Incomplete Area	Select to provide extra space on the roster for instructors to make note of incomplete information.
Specific Class	Select to print a roster for one class.
Class Nbr (class number)	If you select the Specific Class check box, the Class Nbr field becomes available. Select the class number for the roster to print.
Academic Organization	If you do not select the Specific Class check box, select an academic organization. Academic organization values are defined on the Academic Organization Table page.
Session	Select the session for which to print rosters.
Class End Date From and Class End Date To	Select the class end date from and to date. The system selects rosters to print for classes with an end date that is greater than or equal to the value in the Class End Date From field and less than or equal to the value in the Class End Date To field.
Campus	Select the campus that is associated with the grade rosters. Attach campus values to courses in the course catalog and to classes in the schedule of classes.
Instructor Print Option	Select the type of instructor information to print on the grade roster for the graded component. Attach instructor values to classes on the Schedule of Classes - Basic Data page. Your choices are the following: All: Prints the names of all instructors. Grdng Auth: Prints only the name of the instructor who is authorized to grade. None: Prints no instructor names.
Print Course Administrator	Select to print the course administrator’s name on the grade roster. Attach course administrator values to classes on the Schedule of Classes - Basic Data page.
Print Blind Grading ID	Select to print the blind grading IDs of students. The student names do not appear on the roster.

Note ID	Select a note ID. Note ID values are defined on the Transcript Note Table page.
Transcript Note	Enter free-form transcript note text. The system displays this text in addition to the predetermined transcript note ID text.
Transcript Note Sequence Nbr (transcript note sequence number)	The system increments the transcript note sequence number for each row of free-form text. The sequence number determines the order in which the free-form transcript notes appear on the transcript (if they appear at all).
Incomplete Detail	If you do not enter a grade on the Grade roster page, or if you enter a grade of Incomplete, the Incomplete Detail button is available. Click this button to enter data related to an Incomplete grade.

Lapse Deadline and Lapse To Grade	The system populates these fields when you enter a grade of Incomplete. The system creates a student incomplete record when you post the Incomplete grade. However, you can manually enter these values. If the student has an Incomplete grade, you can specify the date for this grade to lapse to another grade. The Grade Lapse process does not overwrite values that are entered manually.
Comment	Enter any comments regarding the lapse grade. These do not appear on the transcript.

Academic Institution	Select the academic institution for the grade posting. This value determines which terms, sessions, and other field values are available.
Term	Select the term for the grade posting. Term values are defined on the Term Table page.
Session	Select the session for the grade posting. Session is an optional field. Session values are defined on the Session Table page.
End Date	If you enter a session value, you must also enter an end date for the session. The end date is the last date of the session.
Academic Organization	Select either an academic organization or a subject area in which to post grades. Academic organization values are defined on the Academic Organization Table page.
Subject Area	Select either an academic organization or a subject area in which to post grades. Subject area values are defined on the Academic Subject Table page.
Partial Post Option	Select to post only those grades that you enter and save on the roster. Later, you can enter the remaining grades and post those. Your choices are the following: Yes: Select to partially post all rosters in your parameters, regardless of whether or not the rosters are missing grades. The batch grade post process performs a partial post on all grade rosters, regardless of whether you selected the Partial Post check box on the Grade Roster Type page. No: Select to post only rosters that have a status of Approved. This option does not permit a reposting of the same roster type. Note. Once the system posts the grades, all statistics accumulate. If there are any revisions needed on individual records, you must make these on a student-by-student basis on an enrollment page or on the self-service grade roster page, request grade change.

Incomplete Grade	Enter a value that you define as an incomplete grade for students that are active in this program. Add rows as appropriate. This grade lapses to the value in the Lapse To Grade field as a result of the Grade Lapse process only if you select the Lapse Grade check box. If you neither select the Lapse Grade check box, nor enter a Lapse To Grade value, the system never lapses the incomplete grade. Grade values are defined on the Grading Scheme Table page.
Lapse Grade	Select to use the lapse grade rules for this incomplete grade. Some incomplete grades may not have lapse rules attached to them (in which case you would leave the Lapse To Grade field cleared.) If you do not select this check box, the system does not change incomplete grades to any lapse grade value for classes taken in this academic program, and the lapse transcript note ID does not appear.
Lapse To Grade	Select the lapse to grade value. Grade values are defined on the Grading Scheme Table page.
Lapse Days	Enter the number of days past the fully-graded date (as defaulted from the Term Calendar 3 page to the student career term record during term activation) that an incomplete grade can stay on a student's record. Lapse days function as a grace period. For example, let’s say that at PSUNV, the fully-graded date for the undergraduate academic career (UGRD), term 0330, regular session (1) is 12/01/01. If the institutional policy at PSUNV for the LAU academic program allows a student to make up incomplete grades for one month past the term’s end, you would enter 30 in the Lapse Days field. When you run the Grade Lapse process, use 1/10/02 as the lapse deadline. This way, you can be sure that all students who might make up an incomplete have done so and that the grades have been entered and posted. The additional 10 days provide you with time to post grades. Note. Run the grade lapse report after all grades are in and posted. This can be after your lapse day’s deadline.
Lapse Transcript Note ID	Select the transcript note ID for the lapse grade. Transcript note IDs are defined on the Transcript Note Table page.
Print Lapse Date	Select to display the lapse date on the student's transcript. The system uses the lapse days value to generate the lapse date. It does not use the lapse process date.
Completed Transcript Note ID	Select the transcript note ID that appears once the student's final grade is posted. Transcript note IDs are defined on the Transcript Note Table page.
Print Completed Date	Select to display the completed date on the student's transcript.

Lapse Deadline and Lapse to Grade	The grade post process populates the Lapse Deadline and Lapse to Grade fields. However, you can manually enter these values. If the student has an incomplete grade, you can specify the date for this incomplete grade to lapse to another grade. The process does not overwrite values that you enter manually.
Comment	Enter any comments regarding the lapse grade. The comments do not appear on the transcript.

Term	Select a term for the student grade report. Term values are defined on the Term Table page.
Academic Career	Select the academic career for which the system should limit the report. Academic career values are defined on the Academic Career Table page.
Academic Program	Select an academic program for which the system should limit the report. Academic program values are defined on the Academic Program Table component.
Student Group	Select a student group for which the system should limit the report. Student group values are defined on the Student Group Table page.

Print	Click to print the grade information.
Detail	Click to access the Class Details page, where you can view class information.