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Tutorials - eGrading
UC Faculty

E-Grades: A Faculty User's Guide to UCB's Online Grading System

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Introduction

Welcome to E-Grades, UC Berkeley's Web-based system for assigning and submitting course grades.

With E-Grades, you use Bear Facts to submit grades directly into the academic record, so students can see their grades the next day. No more need for pre-printed course reports and little bubbles to fill in with pencil. With the Main Menu as its home base, E-Grades takes you through the grading process from start to finish--or lets you complete one or more parts of the process and finish up later. E-Grades also lets you import grades from your Excel spreadsheet, and save the grades back to Excel after you submit them.

Only the instructor(s) assigned to the class listed on the "Class System" and the instructor's approved delegates may use this system. Student names are taken from the most recent class list, providing the instructor a more accurate accounting. If a student is not listed, the student is not enrolled. Please inform the student of this fact.

CONTENTS

Before You Begin
Important Notes
What You Need
Activate Your CalNet ID

Starting E-Grades
Logging On
Main Menu
Action Dropdown Menu

Viewing Enrollment
Class List
E-mail for Class List
Wait List / E-mail for Wait List

Assigning Grades
Assign Grades
Upload Grades
Grades In Progress

Managing Grades
View Submitted Grades/Display Printable Report
Create Grade Roster
Delegate Grade Input

E-Grades Help

Tips for Using E-Grades With Excel

IMPORTANT NOTES

I. Browser Compatibility Issues

Bear Facts can be used in all versions of Internet Explorer and Netscape Navigator/Communicator on both the Mac and Windows platforms. However, E-Grades is known to be compatible only with certain browsers. These are summarized below:

 

If you use: You must use version:
Internet Explorer (Windows) 5.x or later
Internet Explorer (Mac) Cannot use; E-Grades does not work
Netscape (Windows or Mac) 4.7x or later

 

II. Automatic Logoff

For security reasons, E-Grades logs you off automatically 90 minutes after you log on. If you are logged off in the middle of assigning grades, then grades you have already saved (by clicking NEXT PAGE; see the Assign Grades section) will be kept. Grades you have entered but not saved this way will be lost. To continue working with E-Grades after 90 minutes, simply log back on.


WHAT YOU NEED

To use E-Grades, you need three things:

    • Access to Bear Facts (bearfacts.berkeley.edu) on any Internet-connected computer with a Web browser (e.g. Internet Explorer, Netscape Communicator, Opera). 
    • CalNet ID. Your Employee ID number becomes your CalNet ID when you activate it at the CalNet Gateway.
    • Passphrase. Like a password, but longer. The CalNet Gateway gives detailed instructions for choosing a valid passphrase. Establishing a passphrase activates your CalNet ID.

If you've accessed Bear Facts before, then you already have a passphrase and have activated your ID. If you've lost or forgotten your passphrase, contact User & Account Services or your department's CalNet deputy to have it reset.

If you're accessing Bear Facts for the first time, whether using E-Grades or not, you also need:

    • A registration token, which is a specially generated security code consisting of 2 strings of numbers separated by a slash (e.g. 3454394032/4437694774). You obtain a token by presenting proof of your identity to your department's CalNet deputy or the Cal Photo ID office.
      Use the token to activate your CalNet ID by following the instructions in the next section.


ACTIVATE YOUR CALNET ID

Get access to Bear Facts and E-Grades in two easy steps:

1 - Obtain a token from your department's designated CalNet deputy or the Cal Photo ID office (110 Cesar Chavez Center). They must verify your identity and Employee ID in person. Department deputies are listed at uas.berkeley.edu:7355/services/deputies.html. If your department is not listed, contact User & Account Services (see CalNet Assistance).

Visiting professors must first obtain an ID number (in place of an Employee ID) from User & Account Services. This ID number is what you present to the CalNet deputy.

Delegates authorized to input grades obtain a token and activate their CalNet ID the same way as instructors.

2 - Using the token, activate your CalNet ID by choosing a passphrase at net-auth.berkeley.edu/cgi-bin/krbreg.

A registration token is valid for only 3 days from the time it is issued. You must use it to activate your Employee/CalNet ID within that time. If you do not, the token will no longer work and you will need to request a new one.

After activating your ID, you will no longer need a token to access E-Grades or Bear Facts--only your CalNet ID and passphrase. If you lose or forget your passphrase, contact User & Account Services) or your department's CalNet deputy to have it reset.


LOGGING ON

1 - Go to the Bear Facts home page (bearfacts.berkeley.edu) and click the FACULTY/STAFF link after the words "Student Information."

2 - When you see the log-on screen, enter your activated CalNet ID and passphrase, and click LOG ON.

3 - Read the Faculty Disclosure Agreement and click ACCEPT, which will transfer you to the Main Menu. If you click DECLINE, you will be logged off of Bear Facts.


MAIN MENU

The Main Menu screen is home base. It displays a list of all your courses for the current, past, and upcoming terms. Most screens in E-Grades have a button at the bottom that brings you back to the Main Menu screen if you want to work on a different course, and a button so you can save your work and finish grading later.

The Main Menu is a dynamic screen. That means it changes to stay current with your progress in grading. Specifically, the E-grades Status and Action columns change to reflect only the options that are available at each stage.

Each time you log on to Bear Facts during the grading period, the E-grades Status column automatically displays one of four options ("No Grades Entered", "Grading In Progress", "Waiting for Submission", or "Submitted") to show your progress with grading each course. At the same time, the options in the Action dropdown menu change to reflect what's possible for each status.

Other dynamic changes include:

    • Future semester courses will not appear until Tele-BEARS opens for that term.
    • The E-grades Status column will not appear until approximately the first day of finals or last week of instruction, i.e. when it's time to start grading (check with your department for the exact date). 
    • The wait list menu options are available only for future term courses, and current courses up through (at the latest) the fourth week of instruction. 
    • A "Submit Grades" option in the Action dropdown menu is shown only to instructors, and it takes them to the Grades Assigned screen.

To grade a course, select an option from the Action dropdown menu after the course name and click GO beside the menu.



ACTION DROPDOWN MENU

The 12 options in the Action dropdown menu let you work with class lists, assign grades, and perform other related tasks. The options for assigning grades lead you through the entire grading process -- from uploading a class list to submitting final grades -- but you can always break off what you're doing at any time and return to the task later. Each screen gives you the option to log out or return to the Main Menu.

Two of the options are not listed below separately because their use is limited. The "Submit Grades" option is shown only to instructors once all grades for a class have been entered and errors corrected; it simply brings up the Grades Assigned screen so that the grades can be submitted (see description in the Assign Grades section). The "Display Printable Report" option shows a preliminary grade report (with "DRAFT" across the top) that you can print right from your browser window. After grades have been submitted, choose "View Submitted Grades" for a complete list without the "DRAFT" stamp.

Class List
View data about enrolled students, and save it as an Excel spreadsheet.

E-mail for Class List
View and save a list of enrolled students' e-mail addresses.

Wait List
View and save data for students on the wait list.

E-mail for Wait List
View and export e-mail addresses for students on the wait list.

Assign Grades
Enter grades for enrolled students.

Upload Grades
Import your Excel grading spreadsheet into E-Grades.

Grades In Progress
Change, verify, and submit grades.

View Submitted Grades
View and print final grades for past and present terms. Before submitting grades, choose "Display Printable Report" instead to print a draft grade report.

Create Grade Roster
Download a class roster into Excel for grading or archiving.

Delegate Grade Input
Authorize GSIs or other individuals to assign grades in your place.


CLASS LIST

The Class List screen displays an official list of enrolled students from the Office of the Registrar for comparing with your own class list. That way, you can determine whether students attending your lectures are actually enrolled in the class. You should view the class list before uploading your Excel grade file, if you have one, into E-Grades (see Upload Grades). Like everything on Bear Facts, the Class List screen is current as of the previous day.

You cannot edit the Class List screen, but you can export the list into a spreadsheet for printing or manipulation in your own application.

Compare the Class List to your personal class list. If students are on your own list but not on the Class List screen, they are NOT IN THE CLASS and you will be unable to submit grades for them.

To View a Class List:

1 - Select CLASS LIST in the Action dropdown menu on the Main Menu screen. Click GO. The Class List screen appears.

Explanation of Columns:

  • Lvl = Class level (1 = Freshman, 2 = Sophomore, 3 = Junior, 4 = Senior)
  • Reg = Registration Status (N = New, C = Continuing, R = Returning, V = Visitor) An asterisk (*) means the student is enrolled in the class, but not fully registered as a student. The asterisk will disappear when the student is registered.
  • Col = UCB College Code
  • Cred Code = Credit Code (Blank = Letter grade, PN = Pass/Not Pass, SF = Satisfactory/Unsatisfactory)

To Export a Class List:

2 - To export the class list screen into an Excel spreadsheet, click CREATE CLASS EXPORT DATA. The data will appear on a new screen with each student's SID, name, credit code, and number of units in quotation marks.

3 - To transfer this screen into Excel, choose "Save As" from the File menu of your desktop window. Select "Text Only" in the dialog box that appears. Give the new file you're creating a name. (On a PC, take the .html extension off the end of the filename and choose "Plain Text," which will give the filename a .txt extension.) Click OKAY or SAVE.

4 - Launch the Excel application. Choose "Open" ("Open As File" on a Mac) from the File menu. In the dialog box, under File Type, choose "Text Files" (PC) or "Show All Files" (Mac), then navigate to and select the file you just created. Click OPEN.

5 - A three-screen text import "wizard" will guide you through the final steps. Select "Comma" as the delimiter and quotes (") as the text qualifier; you MUST uncheck or deselect any other delimiters. Click FINISH.

For more comprehensive instructions on exporting and importing E-Grades data, see Tips for Using E-Grades With Excel.


E-MAIL FOR CLASS LIST

The e-mail list screen is similar to the class list screen, but shows only the SID, name, and e-mail address of each student in the class.

To View an E-mail List:

1 - Select E-MAIL FOR CLASS LIST in the Action dropdown menu on the Main Menu screen. Click GO. The Email List screen appears.

The Rel Code (Release Code) column indicates whether the student has authorized the release of the e-mail address to other persons (Y = Yes, N = No).

To Export an E-mail List:

2 - To export the class list screen into an Excel spreadsheet, click CREATE E-MAIL EXPORT DATA. The data will appear on a new screen with each student's SID, name, and e-mail address in quotation marks.

3 - To transfer this screen into Excel, choose "Save As" from the File menu of your desktop window. Select "Text Only" in the dialog box that appears. Give the new file you're creating a name. (On a PC, take the .html extension off the end of the filename and choose "Plain Text," which will give the filename a .txt extension.) Click OKAY or SAVE.

4 - Launch the Excel application. Choose "Open" ("Open As File" on a Mac) from the File menu. In the dialog box, under File Type, choose "Text Files" (PC) or "Show All Files" (Mac), then navigate to and select the file you just created. Click OPEN.

5 - A three-screen text import "wizard" will guide you through the final steps. Select "Comma" as the delimiter and quotes (") as the text qualifier; you MUST uncheck or deselect any other delimiters. Click FINISH.

For more comprehensive instructions on exporting and importing E-Grades data, see Tips for Using E-Grades With Excel.


WAIT LIST / E-MAIL FOR WAIT LIST

These two options are functionally identical to the two class list options above. The only difference is that they show which students are on the wait list (not the enrollment list) for the selected course.

To View a Wait List or E-mail List:

1 - Select WAIT LIST or E-MAIL FOR WAIT LIST in the Action dropdown menu. These options will only be available for future terms once Tele-BEARS begins for that semester AND if there are actually students on the wait list. If Tele-BEARS is open but no one is on the wait list for any classes, then these options will not appear. Once the semester starts, the options will disappear by the end of the fourth week of instruction.

2 - To export the lists into an Excel spreadsheet, click CREATE WAIT LIST EXPORT DATA or CREATE E-MAIL EXPORT DATA. Follow the same instructions as for exporting class lists and class e-mail lists.

For more comprehensive instructions on exporting and importing E-Grades data, see Tips for Using E-Grades With Excel.


ASSIGN GRADES

With the Grades Input Form, you can enter (assign) grades for an entire class in one session, or continue entering grades if you didn't finish in a previous session.

The first time you enter grades for a course, the names of all enrolled students will appear, 30 students per screen. Click NEXT PAGE to see the next set of 30. If you don't finish in one session, then when you resume, only the students with no grades assigned yet will appear. E-Grades saves assigned grades each time you click NEXT PAGE.

To individually change grades or comments you've already entered, use the Grades Change Form screen (instead of the Grades Input Form) by clicking the VIEW/CHANGE GRADES button at the bottom of most E-Grades screens.

To Assign Grades:

1 - To start assigning grades, choose ASSIGN GRADES from the Action dropdown menu when the Status column on the Main Menu reads "No Grades Entered." To continue where you left off before, choose ASSIGN GRADES when it reads "Grading In Progress." Click GO.

2 - On the Grades Input Form, assign a grade for each student by using the dropdown menu in the Grade column.

3 - Fill in the Comment field if:

  • A student has chosen a different grading option (e.g. P/NP or SF for a normally letter grade course),
  • Your department requires an explanation of I grades, or
  • You want to enter other comments.

Comments do not appear in the student's official record or transcript. They appear in E-Grades only for instructor and department reference.

Grades are saved when you click the NEXT PAGE button. If you click the LOG OUT or CLASS MENU buttons before finishing, grades you have already saved with NEXT PAGE will be kept, and the Status column on the Main Menu will change to "Grading In Progress." Grades entered but not saved this way will be lost.

When you get to the end of the class and click on NEXT PAGE, if you have forgotten to assign grades for any students, a list of students without grades will be shown with CHANGE GRADE buttons.

Submission Process:

When you have entered grades for all students, the final screen will say, "Every student registered in this class has been assigned a grade." You have a choice to VIEW/CHANGE GRADES or BEGIN SUBMISSION PROCESS. If you choose to begin the submission process, the next screen will tell you if all the grades were valid. If there are no errors in the grades you submitted, you will go to the "Grades Waiting for Submission" screen, which will prompt you for your CalNet ID and passphrase.

If you have entered any invalid grades, the Grades Change Form screen will appear and prompt you to correct them. See Grading In Progress. Once you have made those corrections, you will be asked to re-enter your CalNet ID and passphrase as above.


UPLOAD GRADES

If you enter class lists and grades into an Excel spreadsheet, then this option lets you upload the spreadsheet into E-Grades. This option is the reverse of Create Grade Roster. Uploading a spreadsheet overwrites grades already entered into E-Grades for that particular course.

To upload correctly, a spreadsheet must be in CSV (comma-delimited) format with only 3 fields -- STUDENT ID NUMBER, GRADE, COMMENTS -- in that order. It cannot contain other fields. The "Save" dialog box in Excel lets you choose from among file formats. Select the "CSV" option, and make sure the filename has the .csv extension. Windows computers add the extension automatically when you save; on a Mac you have to click the "Append File Extension" box.

Some grades and comments should be entered in the spreadsheet before uploading into E-Grades. If there are too many blank grades, the file will not be accepted.

For more comprehensive instructions on exporting and importing E-Grades data, see Tips for Using E-Grades With Excel.

To Upload a Spreadsheet:

1 - Select UPLOAD GRADES from the Action dropdown mention and click GO.

2 - On the File Uploading screen that appears, click BROWSE to navigate to the Excel file (.csv) on your hard drive. Navigate to the file, then select it and click OPEN. You will see a message telling you to click a button bar if Javascript is not enabled. You'll know it is enabled if you're advanced to the next screen automatically within the time stated in the message.

3 - A Confirm File Upload screen will appear asking you to confirm the upload. Re-enter your CalNet ID and passphrase and click CONFIRM.

4 - The File Upload Report appears. It confirms completion and shows the names of any students on your spreadsheet who are not officially enrolled in the class. Their names will be discarded, and you will not be able to assign grades for them. Scroll to the bottom of the page to see if too many invalid records have been found. If so, the file was not updated.

5 - Click VIEW UPLOADED GRADES to see the Grades Change Form screen and assign grades.


GRADES IN PROGRESS

The Grades Change Form screen looks very similar to the Grades Input Form, but it is intended for changing incorrectly entered grades or comments rather than for entering new grades. You can change grades or comments you've entered at any time by clicking the VIEW/CHANGE GRADES button at the bottom of most E-Grades screens.

To correct the grades, first click the CHANGE GRADE button. Another screen will appear to let you make the change. Repeat the process for each student.

Note that E-Grades will not stop you from entering an incorrect grade (e.g. giving a student a "B" when you meant to give an "A"), but only from entering a grade that's not allowed by the system (e.g. a letter grade in a "P/NP" course).


SUBMITTING GRADES

E-Grades takes instructors of record right through the process of assigning, correcting, and submitting final grades. On the final screen of the Grades Input Form, click BEGIN SUBMISSION PROCESS to be taken to the Grades in Progress screen. If all grades are valid, you are given a CONTINUE SUBMIT button. Otherwise you are returned to the Grades in Progress screen to change invalid grades.

The Grades Waiting for Submission screen prompts you for your CalNet ID and passphrase. Enter them and click SUBMIT.

NOTE: You are not logging in again. This is a security measure to ensure that only the instructor of record submits grades.

After submitting grades, you will see a Grades Submitted Report screen, which means that your final grades have been sent to the Office of the Registrar. You will receive a confirmation e-mail within 24 hours. Please make sure you have a valid e-mail address in the system by checking the online directory and clicking UPDATE LISTING if necessary.

Once you have submitted the grades, you can log out or return to the Main Menu to work on another class.

GSIs and Authorized Delegates:

If grades were entered by a GSI or other authorized delegate (see Delegate Grade Input), then when you log on to Bear Facts/E-Grades, you will see the notice "Waiting for Submission" in the E-Grades Status column on the Main Menu. In that case, select "Submit Grades" from the Action dropdown menu. This will take you to the Grades Assigned screen, where you begin the submission process.

GSIs and other authorized delegates may assign grades but not submit them. When a delegate finishes assigning and correcting grades for a class, the final screen of the Grades Input Form will not bring up the Grades Waiting for Submission screen, but instead go back to the Main Menu with a direction to inform the instructor that grades are ready for submission.


VIEW SUBMITTED GRADES

This option is available in the Action dropdown menu only when the notation "Submitted" appears in the E-Grades Status column of the Main Menu. It is the only option available for courses in previous semesters.

You can view and print assigned grades prior to submission by selecting "Display Printable Report" from the Action dropdown menu on the Main Menu screen.

To View Submitted Grades:

1 - Choose VIEW SUBMITTED GRADES from the Action dropdown menu and click GO. A list of students and grades will appear, similar to the one you got by clicking DISPLAY PRINTABLE REPORT on the View Grades screen. The difference is that this list does not have the "Draft" stamp because the final grades have already been submitted to the Office of the Registrar.

2 - View or print the list directly from your browser window.


CREATE GRADE ROSTER

This option is the reverse of Upload Grades. It lets you export a class roster into an Excel spreadsheet for grading or archiving. You can do this at the start of the semester, enter grades in Excel, then upload the spreadsheet back into E-Grades at grading time. You can also export grades after you submit them, but only for the current term.

For more comprehensive instructions on exporting and importing E-Grades data, see Tips for Using E-Grades With Excel.

To Create a Grade Roster:

The process is almost identical to that for exporting a class list or e-mail list.

1 - Choose CREATE GRADE ROSTER from the Action dropdown menu and click GO.

2 - To transfer the Electronic Grades Roster screen into Excel, choose "Save As" from the File menu of your desktop window. Select "Text Only" in the dialog box that appears. Give the new file you're creating a name. (On a PC, take the .html extension off the end of the filename and choose "Plain Text," which will give the filename a .txt extension.) Click OKAY or SAVE.

3 - Launch the Excel application. Choose "Open" ("Open As File" on a Mac) from the File menu. In the dialog box, under File Type, choose "Text Files" (PC) or "Show All Files" (Mac), then navigate to and select the file you just created. Click OPEN.

4 - A three-screen text import "wizard" will guide you through the final steps. Select "Comma" as the delimiter and quotes (") as the text qualifier. You MUST uncheck or deselect any other delimiters. Click FINISH.


DELEGATE GRADE INPUT

You may want to have GSIs or TAs be able to assign grades for one or more of your classes. Delegates can complete every step of E-Grades except one: They cannot submit grades into the official record. Only the instructor of record for a course can do that. A delegate's CalNet ID and passphrase will not be accepted for the actual submission of grades.

To Assign Delegates:

1 - On the Main Menu, select DELEGATE GRADE INPUT from the Action dropdown menu and click GO.

2 - On the Delegate Grade Input screen, type the Employee ID number of the person you want to assign into the space at the bottom of the screen.

3 - Click ADD DELEGATE. The Employee ID number will appear listed in the middle of the screen.

4 - Repeat this step to assign additional delegates.

5 - To de-authorize a delegate, click DELETE DELEGATE beside the individual's Employee ID number.

6 - When finished, return to the Main Menu to assign or edit grades, or log out.


E-GRADES HELP

510-642-5042 (Monday - Friday, 8:00 am - 5:00 pm)

Help via E-mail:
Grading Policies & Procedures
Technical Issues

CalNet ID Problems:

510-643-5242 (Monday - Friday, 6:30 am - 2:00 pm)
egrades@berkeley.edu

User & Account Services
uas.berkeley.edu:7355
2195 Hearst Avenue, Room 111
Monday - Friday, 10:00 am - 4:00 pm
510-642-7355

Department Deputies
If your department is not listed, contact User & Account Services.

This page was last updated on Wednesday, January 15, 2014