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[E-Grades: A Faculty User's Guide to UCB's Online Grading
System]
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
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:
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.
To use E-Grades, you need three things:
If you're accessing Bear Facts for the first time, whether using
E-Grades or not, you also need:
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.
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.
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:
To grade a course, select an option from the Action dropdown menu
after the course name and click GO beside the 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
E-mail for Class List
Wait List
E-mail for Wait List
Assign Grades
Upload Grades
Grades In Progress
View Submitted Grades
Create Grade Roster
Delegate Grade Input
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:
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.
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.
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.
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:
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.
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.
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).
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.
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.
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.
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.
510-642-0179 (Monday - Friday, 7:00 am - 5:00 pm)
Help via E-mail:
CalNet ID Problems:
510-643-5242 (Monday - Friday, 6:30 am - 2:00 pm)
User & Account Services
Department
Deputies
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