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The Student Information System

Final Grades in the SIS

Option 1: Manually Enter & Approve Grades in SIS

  1. Log into the SIS Faculty Center (opens in a new tab) and click on the Instructor tab.
  2. Verify the correct term is displaying (use the Change term button to correct as needed), then click the grade roster icon.
  3. On the Grade Roster page, enter each student's grade in the Roster Grade column as shown.

    Tip: If most students are receiving the same grade (such as Satisfactory/Unsatisfactory), choose Select All or check individual students and enter the grade in the add this grade to selected students box.

  4. When you are ready to submit your grades, select "Approved" in the Approval Status drop-down menu and then click Save as shown. A pop-up message will confirm success.

    Notes:

    • If you do not have the option to select "Approved" either another instructor has access — if it is a class with multiple instructors — or there may be an error in how the class was scheduled. While all instructors for a course can import and enter grades, usually only one will have access to approve. Contact your department or school for assistance.
    • Your grades must be in approved status before they will be posted. The process to post approved grades to the students' records runs nightly.
    • Prior to posting, you can change a grade by changing the Approved Status back to "Not Reviewed" but once your grades are posted, you must complete a grade change in SIS.

     

     

     

    Approval Status drop-down

Grading is now complete and students will be able to view their grade in the Student Center the next morning.

Option 2: Export Grades from UVACollab and Import & Approve in SIS

  1. Log into UVACollab (opens in a new tab) and access your course site.
  2. Select the Gradebook Classic tool in the left menubar.
  3. Before you export grades from UVACollab, verify the Grading Basis(s) and letter grades are correct:
    • What is a Grading Basis?

      A Grading Basis defines the grading scale used to convert number grades (percentage or points) to final letter grades in Gradebook Classic.

      For a complete list see the Default Grading Basis Thresholds.

    • What Grading Basis(s) does my course site use?

      See the Grading Basis column on the Course Grades screen as shown.

      The default is UG-GRD for undergrad courses.

      If you allow different grades like credit/no credit, the Grading Basis varies per student.

    • How do I modify the Grading Basis(s) in my course site?

      Use the Change Course Grade Thresholds tab to modify the default Grading Basis(s) if you or your department uses a different scale.

      Select the Grading Basis in the pull down menu, and click Change grade type button. Enter the minimum % values and scroll to the bottom of the page. Click Save.

      Repeat for each Grading Basis as needed.

    • How do I override a student(s) grade?

      On the Course Grades page, use the Grade Override drop down menu on the Course Grades screen and Save Changes.

      A log is generated for each saved override.

      Tip: To remove a grade override, choose "blank" at the top of the drop down menu and Save Changes.

  4. On the Course Grades screen, click the Export Final Grades to SIS button at the bottom of the screen.

    Please wait.

    When the export is complete, click the Go to SIS button to continue. Contact collab-support@virginia.edu for assistance if you encounter an error exporting a file.

  5. Log into the SIS Faculty Center and click on the Instructor tab.
  6. Verify the correct term is displaying (use the Change term button to correct as needed), then click the grade roster icon.

    Tip: If you have combined multiple course sections into one UVACollab course site, you must import each section separately into the SIS.

  7. On the Grade Roster page, click on the Import Grades button.

    Tip: Grades cannot be submitted for anyone not officially enrolled in your class; an exception list will show any students on your UVACollab roster who are not enrolled in the SIS. The students who are matched will appear with the imported grade in the Roster Grade column.

  8. Use the Roster Grade drop down menus to make any final changes to the imported grades, for example if an invalid grade was imported, or if a student is missing a grade.
  9. When you are ready to submit your grades, select "Approved" in the Approval Status drop down menu and then click Save as shown. A pop-up message will confirm success.

    Notes:

    • If you do not have the option to select "Approved" either another instructor has access — if it is a class with multiple instructors — or there may be an error in how the class was scheduled. While all instructors for a course can import and enter grades, usually only one will have access to approve. Contact your department or school for assistance.
    • Your grades must be in approved status before they will be posted. The process to post approved grades to the students' records runs nightly.
    • Prior to posting, you can change a grade by changing the Approved Status back to "Not Reviewed" but once your grades are posted, you must complete a grade change in SIS.

     

     

    submit grades

    Grading is now complete and students will be able to view their grades in the Student Center the next morning.

Option 3. Import Final Letter Grades from a Spreadsheet to UVACollab then SIS

If you prefer to do your final grade calculation outside of UVACollab, you can still upload just the letter grades into the Gradebook of a UVACollab site for easy export to SIS. Please follow these instructions:

  1. Log into UVACollab (opens in a new tab) and access your course site.
  2. Select the Gradebook Classic tool in the left menubar.
  3. Click the Import Final Letter Grades button at the top and follow the screen instructions to download a spreadsheet template and upload your final letter grades.
  4. Continue with the instructions to Export Grades from UVACollab and Import & Approve in SIS (Option 2 above; start at step 4).

Contact collab-support@virginia.edu for assistance with uploading final letter grade spreadsheet.

  Page Updated: 2017-12-05