9.2 Managing Individual Class Grade Rosters

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

Audience: All staff.

Note: Staff can enter grades on the grade roster page in ctcLink. However, faculty can enter grades in Faculty Center. Depending on the college’s business process, faculty will likely enter grades via the Faculty portal, and a person in the Registrar’s office will approve and post the grades on the Grade Roster page. Some classes may require the Registrar’s office to enter grades.

Manage Individual Class Grade Rosters

Navigation:  NavBar > Navigator > Curriculum Management > Grading > Grade Roster

  1. The Grade Roster search page displays.
  2. Enter Academic Institution.
  3. Enter Term.
  4. Enter additional Search Criteria to identify your class.
  5. Select Search.
Grade Roster search page

Create and Update a Grade Roster

Only generated grade rosters will display on the Grade Roster Type page.  If the grade roster has not been generated it can be created at this time.

  1. The Grade Roster Type tab displays.
  2. Select Grade Roster Type from the drop-down menu.
  3. Select Create.
  4. If the grade roster has already been generated and you select the Create button, the system will update the roster with any added or dropped students.
    • The Create button will not appear if the approval status drop-down is set to 'Approved.' Once the grades are entered and approved, the system assumes there is no need to create a new grade roster. Therefore, if you need to make a new grade roster, the grade roster approval status must be set to 'Not Reviewed' for the Create button to appear. Remember, re-creating a grade roster will remove any already entered grades.
  5. Selecting the Override checkbox before selecting Create will generate a new roster rather than append the roster. 

Note: If grades have already been entered and an update needs to be performed for added or dropped students, the system will remove the grades when you select Create.  Make sure to print or save the grades from the Grade Roster tab so they can be manually re-entered once the update is performed. 

Grade Roster Type tab

Enter Grades on the Roster

  1. Select the Grade Roster tab.
  2. If the instructor does not enter grades via self-service, the grades can be entered manually on the grade roster tab.
  3. Enter the appropriate grade in the Roster Grade field or select the lookup icon to select the appropriate grade.
  4. Select Save.
Grade Roster tab

Post Roster Grades

  1. Select the Grade Roster Type tab.
  2. The Grade Roster Type tab displays.
  3. When ready to post, select status "Approved" from the Approval Status drop-down menu.
    1. If grade changes need to be made after saving an Approved roster, change the status back to Not Reviewed. This will allow you to make the necessary grade changes. Once the grade changes are complete, change the Approval Status back to Approved before saving.
  4. Select Post.

Note: Once the grades are saved in Approved status and posted, contact the Records and Enrollment office if changes need to be made to posted grades.

Approved status
  1. Process complete.


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