Online Grade Rosters

Table of Contents

• Dates and Deadlines - Spring Term, Law Summer Semester
• University of Oregon's Grading System
• How to enter grades via DuckWeb
• How to upload grades from a spreadsheet
• How to upload grades from your BlackBoard gradebook
• How to Change a Grade, Resolve an I Grade, Submit a Grade after the Deadline
• Frequently Asked Questions
• Grade Reports Available to Departments
• Who to contact for more help

Dates and Deadlines - Spring Term 2008

Dates and Deadlines - Law Summer Semester 2008

University of Oregon's Grading System

The University grading system includes the following grades and quality points (used in computing grade point averages). Marks of P, N, I, AU, and Y do not count in the GPA computation.

How to enter grades via DuckWeb

The online grade entry process consists of three basic steps:

1. Log onto DuckWeb.
2. Access your grade roster and enter grades for each student.
3. Submit your final grade roster to the Registrar.

The detailed instructions for each step are:

1. Log onto DuckWeb:
1. From the University of Oregon homepage, click on the DuckWeb link or log onto DuckWeb directly at https://duckweb.uoregon.edu/
2. Click to log on.
3. Enter your UO ID number (usually a nine-digit system-generated number or your social security number) and your Personal Access Code (PAC), then click on "Login."  For assistance with your PAC, either visit Human Resources in Oregon Hall or call the Office of the Registrar (346-2935).
2. Access Your Grade Roster and Enter a Grade for Each Student:
1. Click on "Faculty Menu."
2. Click on "Course Administration Center."
3. Select the appropriate term or semester from the drop down menu, then click "Submit."
4. The classes you are teaching for that term will appear in a list on the Course Administration Center page.  Find the class you want to grade, and use the drop-down box in the column labels “Action” to select “Enter Grades”, then click on the “GO” button to the right of the action. 
5. Your grade roster will be displayed in pages of twenty students per page.  Enter a grade for each student by selecting a grade from the drop down list in the "Grade" column.  Students taking your course for a grade will show A+ through F, I, and Y in the drop down box beside their UO ID numbers (you may need to scroll down to see all the grade choices).  Students taking your course P/NP will have P, N, I and Y in the drop down box beside their UO ID numbers.  "I" means Incomplete;  "Y" means No Basis for Grade.  Depending on your computer and your browser, you may use different methods to enter grades for students:
• use your mouse to select a grade from the drop down box;
• tab from student to student, then use the arrow keys on your keyboard to scroll to the desired grade;
• tab from student to student then type in a letter.  The first time you type the letter "B," the grade "B+" will be highlighted.  Type another "B" and the grade "B" will be highlighted.  Type "B" a third time, and the grade "B-" will be highlighted.
6. Scroll down to the bottom of the roster and click on "Next Page;" this action automatically saves the first page of grades and presents the next twenty students from your roster.  You may also click on "Save Grade Changes" to save the grades at any time.
7. Continue entering grades and turning the pages until you are finished.  You may exit (the exit button is in the upper right-hand corner of the screen) and log back in as often as you wish, continuing to enter additional grades or change grades you have previously saved but not submitted.  If you must exit before submitting your grades, be sure to click on the "Save Grade Changes" button before exiting.
8. Use the alpha navigation bar located at the bottom of each page of the grade roster to love quickly from one part of your roster to another.
9. As you enter grades on your roster, the grades entered will appear on your class list in DuckWeb. You can access your class list from the Course Administration Center menu item.  The Class List may be useful to you for proofing, as the class list can be viewed and printed as one list (unlike the twenty students per page on the roster); the class list can also be downloaded to Excel.
3. Submit Your Final Grade Roster to the Registrar:
1. When you are completely finished grading a roster and are ready to submit it to the Registrar, click on "Submit Completed Roster."
2. If you have omitted grades for any students on the roster, you will see a warning message;  you may choose to return to the roster and continue to enter grades or you may choose to submit the roster with missing grades (X grades will appear on student's records if you choose not to submit a grade for a student.).  Click on "Edit Grade Roster" to return to the roster.  The computer will take you back to the first page where there is a missing grade. Enter the missing grade, then submit. 
   
   To submit the roster, click on the checkbox labeled "I am finished grading this roster."  Then click on "Submit Final Roster."  At this point, you may not make any further grade changes to that roster;  corrections or additional grades must be processed through the Course Administration Center by selecting the “Change a Grade” action.
3. To print a record of the grades which you submitted online, click on "Class List."  All entered grades appear on your class list.  You may either print the web page at this point, or download the list to Excel for printing and/or saving.  Please note that once grades are submitted, the class list is simply a snapshot of grades submitted during the online grading process (much like the carbon copy of the old Scantron bubble sheets);  the class list will not be updated as grade changes are processed later.
4. To grade another roster, click on the "Return to Menu" button located in the upper right-hand corner of the screen.  Select “Course Administration Center” then continue through the process as instructed above.

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How to upload grades from a spreadsheet

How It Works:

Faculty can upload their grades from a spreadsheet into their DuckWeb Grade Rosters, thus eliminating the hand-keying of student grades one at a time. The process involves three basic steps:  1) preparing an upload spreadsheet in a tab delimited file format; 2) logging into DuckWeb to upload grades from the spreadsheet to the online grade roster; then 3) checking and submitting the grade roster.

Step-by-Step Process:

1. Prepare the Excel file or other spreadsheet file for uploading:
1. Note which column contains the student ID numbers.
2. Note which column contains the grades. (Plus/minus grades need to be in the same column as the grade itself.)

Hint: If either of these data items are in column "Z" (26) or to the right of column Z, you'll need to move the columns so that these two items are within the first 25 columns of your spreadsheet. Don't be concerned about rows of info at the top; this process will ignore extraneous text in these rows.

3. Save the spreadsheet as a tab delimited text file and note the file location.

Hint: In Excel, select "File" then "Save As" from the menu bar. Enter a file name; in the "Save as Type" field, select "Text (Tab delimited)(*.txt)"

2. Log into DuckWeb as usual, then upload the file into your grade roster.
1. Click on Faculty Menu, then click on "Course Administration Center."
2. Select a Term from the dropdown list and click on submit.
3. Find the class you want to upload grades for, and use the drop-down box in the column labels “Action” to select “Upload Grades from File”, then click on the “GO” button to the right of the action. 
4. Enter the path/filename of your tab delimited text file (*.txt), or browse for the file name and click "Open."
5. Set file type to "Tab Delimited."
6. Enter the column number that contains the student ID numbers (you noted this in step #1 above).
7. Enter the column number that contains the grades (you noted this in step #1 above).
8. Click on "Process file" to upload the file and display an error list.
   or
   Click on "Test Upload" to upload the file and receive a complete listing of data uploaded with errors noted.
   
   IMPORTANT: Print the results page for reference. Problems will be reported back to you. Note that if you enter a letter grade when a P/NP is required, the upload process will convert the grade for you and tell you on the report.

Hint: You can't get back to this page, so print this page (or at least review it) before going on to the next step.

3. Check and Submit your Grade Roster:
1. Click on "View Grade Roster."
2. Use your printout (step 2.h above) to resolve errors as usual (use the "Find Missing Grades" button; use the next page or alpha bar to navigate to records you might need to check or correct, etc.).
3. At this point you can save your work and exit the grade roster or, if you are ready to submit the roster, click on "Submit Roster", and go through the usual routine (check the box and click on "Submit Final Roster"). If you decide to "save" the roster without submitting, be sure to log into DuckWeb before the grading deadline and submit the roster.

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How to upload grades from your BlackBoard gradebook

How It Works:

Faculty can upload their grades from a BlackBoard gradebook into a DuckWeb Grade Rosters, thus eliminating the hand-keying of student grades one at a time. The process involves three basic steps:  1) downloading the gradebook to a .csv file;  2) logging into DuckWeb to upload grades from the .csv file into the online grade roster; and then 3) checking and submitting the grade roster.

Step-by-Step Process:

1. Download the Gradebook to a .csv file:
1. Log into Blackboard and go to your gradebook. Make sure your gradebook contains letter grades (with plus/minus in the same column if you are giving plus/minus grades). Mentally note which column contains the grades.
2. Click on the "Download Grades" button.
3. Under "1. Select Delimiter" click "Comma" then submit.
4. Click "Download." A file named "gb_export.csv" is created and a dialogue box appears; indicate where you would like the file to be saved.
2. Log into DuckWeb and upload the prepared file:
1. Click on Faculty Menu, then "Course Administration Center."
2. Find the class you want to grade, and use the drop-down box in the column labels “Action” to select “Upload Grades from File”, then click on the “GO” button to the right of the action.  Enter the path/filename of your exported gradebook file, or browse for the file name and click "Open."
3. Set file type to "Comma Delimited."
4. Select 'A' for the Student Id column. This process can read the Id from the default Blackboard Gradebook.
5. Enter the column (A, B, C) that contains the grades (you noted this in step #1 above).
6. Click on "Process file" to upload the file and display an error list.
   or
   Click on "Test Upload" to upload the file and receive a complete listing of data uploaded with errors noted.
   
   IMPORTANT: Print this results page for reference. Problems will be reported back to you. Note that if you enter a letter grade when a P/NP is required, the upload process will convert the grade for you and tell you on the report.

Hint: You can't get back to this page, so print this page (or at least review it) before going on to the next step.

3. Check and submit your grade roster:
1. Click on "View Grade Roster."
2. Use your printout (step 2.f above) to resolve errors as usual (use the "Find Missing Grades" button; use the next page or alpha bar to navigate to records you might need to correct, etc.).
3. At this point you can save your work and exit the grade roster or, if you are ready to submit the roster, click on "Submit Roster", and go through the usual routine (check the box and click on "Submit Final Roster"). If you decide to "save" the roster without submitting, be sure to log into DuckWeb before the grading deadline and submit the roster.

For more detailed Blackboard information go to:
https://blackboard.uoregon.edu/local/news/gb-download.html.

How to Change a Grade, Resolve an I Grade, Submit a Grade after the Deadline

How It Works:

Once faculty submit their grades or after the grading deadline has passed for a given term, faculty can change grades (enter a grade in place of an incomplete, enter a grade that was missed during the grading period, or change the original grade given).  The process involves three steps:  1) locating the student’s name on the original class; 2) clicking on the student’s ID number to retrieve the grading record for that student; then 3) selecting the new grade for the student from a dropdown box at the bottom of the page, and then submitting. 

Step-by-Step Process:

The detailed instructions for each step are:

1. Locate the student’s name on the original class.
1. Click on "Faculty Menu."
2. Click on "Course Administration Center."
3. Select the appropriate term or semester from the drop down menu, then click "Submit."
4. The classes you taught for that term will appear in a list on the Course Administration Center page.  Find the class that the student was enrolled in, and use the drop-down box in the column labeled “Action” to select “Change A Grade”, then click on the “GO” button to the right of the action. 
2. Click on the student’s ID number to retrieve the grading record for that student:

This will bring up a new page of information about the selected student, including the original grade submitted as well as any grade changes processed to date. 

3. At the bottom of the page, look for the “Change Grade To:” section.  Select a new grade from the dropdown box and click “Submit Grade Change.”

Note that the same grading rules apply for grade changes as for original grade entry (e.g., you can’t give a student enrolled for Pass/No Pass a letter grade).  Once you select and submit a new grade, the student’s grade history on that page will update and you will see a message at the top of the page that says, “The grade has been changed.” 

Click on “Menu” in the upper right-hand corner of your DuckWeb page to return to the menu.

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Frequently Asked Questions

• What kind of computer do I need to do online grade rosters?
• When are online grade rosters available?
• Is DuckWeb ever unavailable?
• I can't see one of my CRNs on my list. What's wrong?
• Will my work be saved if I have to log off?
• Can someone else enter my grades for me?
• When will my students see their grades on DuckWeb?
• I am team teaching a course with another faculty member, who has access to the online grade roster?
• I have a large lecture with discussion/lab sections, what are my options?
• I have students enrolled in thesis and/or dissertation, how does that work?
• I have students doing individualized study, i.e., research, reading and conference, practicum, or internships, how does that work?
• Where can I see the original grades I entered during the grading term and where can I see the current grades I have given?
What kind of computer do I need to do online grade rosters?

You may use a PC or Mac, a desktop or a laptop, and any operating system (Windows, NT, even Linux).  You may access online rosters from on campus in offices or computer labs, from your home, or from anywhere in the world.  Minimally, you need an internet connection, Netscape or Internet Explorer version 4.x or higher, and your web browser set to accept cookies.

When are online grade rosters available?

Grade rosters for fall, winter, and spring terms are available beginning the Thursday prior to finals week. Summer term grade rosters are available beginning the first day of summer term.

Fall term and spring term grades are due Tuesday noon following finals week. Winter term grades are due Monday noon following finals week. (These are the same timelines as in past years.) Summer term grades are due Tuesday noon following the end of your course. Final grade processing occurs at the end of the 11-week session.

Is DuckWeb ever unavailable?

Yes. Due to scheduled system maintenance and back-ups, DuckWeb is not available on Friday evenings from 7-11 p.m.

I can't see one of my CRNs on my list.  What's wrong?

First be sure that you have selected the correct term or semester from the drop down box. For example, "Fall 2006" refers to fall term 2006, while "Fall 2006 Law" refers to the law school fall semester. Secondly, you need to be listed as the instructor of record for each course you are teaching. Contact your department office if you still can’t see your CRN;  you are most like not listed as the instructor of record;  your departmental staff can help you.

Will my work be saved if I have to log off?

Yes,  but remember to click on the "Save Grade Changes" button at the bottom of the page before exiting.  When you log on the next time, the grades you previously entered will be displayed (and can be changed further).  Should your computer fail, the most work you could possibly lose is twenty grades (the maximum number of grades on a page).

Can someone else enter my grades for me?

No; only instructors of record have access to grade rosters.  It is not appropriate for you to share your PAC with anyone else, including department staff, for the purpose of entering grades.

When will my students see their grades on DuckWeb?

Beginning at 4:30 on the Monday of finals week for Fall, Winter, and Spring terms, the Registrar's Office will process grades twice daily, at 7:30 a.m. and 4:30 p.m. All grade rosters submitted by faculty up to that point will be loaded to student records and available to students via their DuckWeb accounts. Final posting of fall term and spring term grades will occur Tuesday night following finals week. Final posting of winter term grades will occur Monday night following finals week.

Summer term grades are processed daily beginning the first day of summer term. All grade rosters submitted by faculty up to that point will be loaded to student records and available to students via their DuckWeb accounts. Final posting of summer term grades will occur Tuesday night following the eleventh week of summer term.

I am team teaching a course with another faculty member.  Who has access to the online grade roster?

As long as both faculty members are recorded as instructor of record for the CRN, both will have access to the online grade roster.  The same is true for multiple faculty members teaching one CRN.  Faculty members team teaching should coordinate grading to ensure each student receives a grade and that the completed roster is submitted on time.

I have a large lecture with discussion/lab sections.  What are my options?

Faculty with large lectures/discussions have the option of viewing and grading their rosters two ways:  1) by a single lecture list or 2) by individual discussion/lab sections. GTFs who are the instructor of record for discussion sections have access to only their discussion section(s) and can enter grades for students in their sections should the faculty member desire.  However, discussion sections do not display the "Submit Completed Roster" button.  Therefore, the faculty member will need to log into the lecture CRN and click on "Submit Completed Roster" once all grades have been entered, and then complete the grade submission process.

I have students enrolled in thesis and/or dissertation.  How does that work?

Online rosters will appear for each faculty member with students enrolled in 503 or 603.  The roster itself will display only the names of the students the faculty member is advising.  The drop down grade menu for 503 and 603 will only display "I," "N," or "Y."  Enter a grade for each student and click on "Save Grade Changes."

Note:  there is no "Submit Completed Roster" button for 503/603 CRNs.  Grades recorded by faculty for these courses will be submitted by the Registrar's Office (and available to students) at the time of the final posting of grades.

I have students doing individualized study, i.e., research, reading and conference, practicum, or internships.  How does that work?

Online rosters will appear for each faculty member with students enrolled in individualized study CRNs.  Faculty will only see the names of the students he/she is supervising.  The drop down menu for each student will show the possible grades for each student.  Enter a grade for each student and click on "Save Grade Changes."

Note:  there is no "Submit Completed Roster" button for individualized study CRNs.  Grades recorded by faculty for these courses will be submitted by the Registrar's Office (and available to students) at the time of the final posting of grades.

Where can I see the original grades I entered during the grading term and where can I see the current grades I have given?

The grades you entered during the grade processing period will show on your Class List in DuckWeb.  The Class List is meant to be a record of the grades as originally given, and serves as the “carbon copy” of the submitted grade roster (much like the carbon copy from the old “bubble sheets”). 

The Supplemental Grade Roster in DuckWeb will reflect any grade changes you have processed on DuckWeb and any grade changes that have been processed for you by staff in the Registrar’s Office.  The Supplemental Grade Roster will show all grades of all students in the class as currently posted.

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Grade Reports Available to Departments

Departmental staff with access to Banner and/or Student Data Warehouse may use the following forms and reports to obtain grade information during and following grade processing each term, and to obtain grade change information.

In Banner:

SSAGRDE (used during the grade processing period)

This form helps department staff monitor which grades have been submitted and which are still outstanding.

Enter term in the top block of the form, then page down into next block.  Enter at least one data element (typically Subject, but also CRN or Instructor ID number or N in submitted column) then run the query to return results.

SWREGRP (to be used before, during, and after the grade processing period)

Select the report desired from the list. Enter data for the report in the parameter fields provided (i.e., term, department code, instructor UO ID number, etc). Click on "Options" then "Run Report" on the menu bar, or click on the "Run Report" button. Reauthenticate if prompted (enter your Banner ID and password then click the "submit" button).

To be used before grade processing (to ensure that each CRN and each individualized study enrollment includes an instructor assignment):

1. "Missing Instructors by Term/Department" shows which CRNs need to have an instructor assigned to the course in SSASECT or in SSADSCT, depending on the time of the term.
2. Missing IS Instructors by Term/Department: shows which students need to have an instructor assigned to their individualized study experience in SFAINDV.

To be used during the grade processing period (to ensure that each CRN is graded by the deadline and each individualized study enrollment is graded by the deadline):

1. "Outstanding Rosters Report" shows which "regular" CRNs do not have grades submitted. (This information can be seen on the Banner form SSAGRDE, too.)
2. "Outstanding IS Grade Reports" shows which Individualized Study enrollments do not have grades entered.

To be used after the grade processing period (to follow up on missing grades and incompletes, and to summarize Individualized Study information for faculty members):

1. "Incompletes by Term/Department" lists all grades of I (incomplete grades) for a given term/department.
2. "Missing Grades by Term/Department" lists all grades of X (missing grades) for a given term/department.
3. "Incompletes by Instructor" lists all grades of I (incomplete grades) for a given instructor.
4. "Missing Grades by Instructors" lists all grades of X (missing grades) for a given instructor.
5. "Individualized Study by Instructor" lists all individualized study enrollments for a given instructor back to approximately 1990.

To be used at any time to monitor grade change activity in your department:

1. "Grade Change Summary" lists all online and paper grade changes processed for a given department back to a specified date. Can be run on all terms (by leaving the term parameter blank) or on a single specified term.
2. "Grade Change Summary by Instructor" lists all online and paper grade changes processed for a given instructor for all terms going back to a specified date.

In Student Data Warehouse

DeptGradeRosters.rep (used after the grade processing period)

This report provides an easy avenue for printing all grade rosters for a department once grade processing is complete.

Download the report to any file location on your computer.  Double click on report name, then enter SDWH User ID and password when prompted.  Enter department and term when prompted.

SingleCRNGradeRoster.rep (used after the grade processing period)

This report provides an easy avenue for printing a single grade roster for one CRN once grade processing is complete.

Download the report to any file location on your computer.  Double click on report name, then enter SDWH User ID and password when prompted.  Enter CRN and term when prompted.

Variable Student Grade Report.rep (used after the grade processing period)

This report provides an easy avenue for printing individual grade reports for all students in a major for a particular term once grade processing is complete.

Download the report to any file location on your computer.  Double click on report name, then enter SDWH User ID and password when prompted.  Enter Course Level (UG, GR, LW), Level Code (grad (GR), undergrad (UG) or law (LW)), Major, and Term.

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Who to contact for help

Office of the Registrar, 220 Oregon Hall, 541-346-2935.