Managing Individual Class Grade Rosters

⚠️This QRG reflects future updates that will be implemented on 10/10/26.    

Purpose: Use this document as a reference for managing grade rosters for an individual class in ctcLink.

Audience: All staff.

You must have at least one of these local college-managed security roles:

  • ZC CS Grade Processing
  • ZD CS Grade Processing
  • ZZ CM Grade Process

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Curriculum Management > Grading > Grade Roster

Grade Entry

ℹ️ Note: Staff can enter grades directly on the Grade Roster page in ctcLink, while faculty can enter grades through Faculty Center. The process used depends on the college's business practices. Typically, faculty enter grades through the Faculty portal, and Registrar's Office staff approve and post the grades. Some classes may require Registrar's Office staff to enter the grades directly.

Name Display and Sorting

In ctcLink, letter case affects the order in which names are sorted. Uppercase letters are sorted before lowercase letters. For example, an uppercase S will appear before a lowercase s.

A student's preferred name displays on the Class Roster.

The following queries can help identify names that may not use standard title casing:

  • QCS_CC_NAMES_ALL_ONE_CASE – Lists names that are not title cased.
  • QCS_CC_NAMES_ALL_ONE_CASE_TERM – Lists names that are not title-cased for a specified term.

Manage Individual Class Grade Rosters

Use the Grade Roster page to create or update a class grade roster, enter grades when needed, approve the completed roster, and post grades.

Search for a Grade Roster

  1. The Grade Roster search page is displayed.
  2. Enter the Academic Institution.
  3. Enter the Term.
  4. Enter additional search criteria as needed to identify the class.
  5. Select Search.
  6. Select the appropriate class from the search results.

Create or Update a Grade Roster

Only generated grade rosters display on the Grade Roster Type page. If a roster has not yet been generated, you can create it from this page.

  1. The Grade Roster Type tab displays.
  2. Select the appropriate Grade Roster Type (Final Grade) from the drop-down menu.
  3. Select Create.
  4. If a grade roster already exists, selecting Create updates the roster to include students who have been added or dropped.
  5. If the Create button does not display, review the Approval Status.
    • The Create button is not available when the Approval Status is Approved.
    • If you need to update the roster, change the Approval Status to Not Reviewed. The Create button will then become available.
  6. If you need to generate a new roster instead of updating the existing roster, select Override, then select Create.

⚠️ Important: Use Override with caution. If grades have already been entered, selecting Override and then Create removes the existing grades when you regenerate the roster. Print or save the existing grades from the Grade Roster tab first so you can manually re-enter them.

Grade Roster Type page showing a Final Grade roster with Not Reviewed status and options to create or post.

Enter Grades on the Roster

If the instructor does not enter grades through self-service, authorized staff can manually enter them on the Grade Roster.

  1. Select the Grade Roster tab.
  2. Review each student's roster information. The following columns display:
Field Description
ID Displays the student's ctcLink ID.
Name Displays the student's name.
Roster Grade Displays the grade entered for the student. Enter the appropriate grade or select the lookup icon (🔍) to choose from the available grades.
Last Date of Attendance Displays or allows entry of the student's last date of attendance when applicable.
Official Grade Displays the student's official grade when available.
Career Displays the student's academic career, such as Undergrad.
Grading Basis Displays the grading basis associated with the student's enrollment, such as Graded.
Final Roster Status Displays the status of the student's final grade on the roster, such as Pending.
RD Option Indicates whether a Requirement Designation option applies to the student's enrollment. Yes indicates a Requirement Designation is associated with the enrollment.
Designation Displays the Requirement Designation associated with the student's enrollment.
Detail Select to view additional grade roster details for the student.
Note Select to view or access Transcript Note information associated with the student.
  1. Enter the appropriate grade in the Roster Grade field, or select the lookup icon to choose the appropriate grade.
  2. Continue entering grades for the appropriate students.
  3. Review all entered grades and roster information for accuracy.
  4. Select Save.
Grade Roster page showing a Final Grade roster with student grade fields, attendance, status, and designation details.

Approve and Post Roster Grades

Approve the roster only after all grades have been entered and verified.

  1. Select the Grade Roster Type tab.
  2. Review the roster information.
  3. From the Approval Status drop-down menu, select Approved.
  4. Select Save, as applicable.
  5. Select Post.
  6. Process complete.

Make Changes Before Grades Are Posted

If you need to change grades after saving the roster with an Approved status but before posting:

  1. Change the Approval Status from Approved to Not Reviewed.
  2. Return to the Grade Roster tab and make the necessary grade changes.
  3. Review the changes for accuracy.
  4. Change the Approval Status back to Approved.
  5. Save and post the roster.

ℹ️ Note: Once grades have been saved with an Approved status and posted, contact the Records and Enrollment office if changes need to be made to the posted grades. For more information, view the QRG Change a Final Grade via Enrollment Request and Quick Enroll.

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