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.

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.

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.

In ctcLink, letter case matters. Capital  (upper-case) letters come before lowercase. On the class roster below  are several staged “names” to show how the case affects the sort. For  example, the capital S comes before the lowercase s. 

  • Class Roster Name. A student’s preferred name is what shows on a Class Roster.
  • There are queries that will help you to identify same-cased names.
  • QCS_CC_NAMES_ALL_ONE_CASE - Lists names not title cased.
  • QCS_CC_NAMES_ALL_ONE_CASE_TERM - Lists names not title cased for term.

Manage Individual Class Grade Rosters

Navigation:  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.

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 'Approved.' Once the grades are entered and approved, the system assumes no need to create a new 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.
  5. Selecting the Override checkbox before selecting Create will generate a new roster rather than append the roster. If grades have already been entered and you must recreate the roster to include added or dropped students, selecting the Override checkbox and clicking the Create button will remove the existing grades. Be sure to print or save the grades from the Grade Roster tab so you can manually re-enter them once the roster has been regenerated.

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.

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.
  5. Process complete.

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.

6 Comments

Christina Russ

The "Create" process is not updating the roster. I've swapped a student out of one course into another one, but she's still showing on the grade roster. It only removed her when I clicked "Override" along with "Create."

Tanjagay Martin

Hi Christina, Thank you for your comment. The roster is updated when an "Override" is performed. It's helpful to take a screenshot before recreating a roster when grades already exist, just in case. Have a wonderful day, Christina! ~Tanjagay Martin | CS Core Trainer

AS

Can a grade roster be deleted after it is created? I accidentally created one for a future semester, but enrollments aren't complete yet so more students will still be registering.

Tanjagay Martin

Hi AS, Your question is greatly appreciated; thank you. When it's time for your institution to generate grade rosters for that particular term, you can select "Override" on the Grade Roster Type tab and "Create." The grade roster is "refreshed" and will include all the enrolled students. Have a fantastic day! ~Tanjagay Martin | CS Core Trainer

Stephanie Hammer

I have submitted my final grades for my English 101 class. I clicked saved, and clicked approved, and then saved. But there is no box marked "POST." What must I do to post my grades?

Thank you --
Stephanie H.

Tanjagay Martin

Hi Stephanie,
That's a great question. Enrollment Services will post the grade rosters once faculty have approved the grade rosters. I added the information to the QRG 9.2 Faculty Center Entering Grades https://ctclinkreferencecenter.ctclink.us/m/79747/l/929088-9-2-faculty-center-entering-grades. Thanks again for your question. ~Tanjagay Martin | CS Core Trainer

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