9.2 Faculty Center - Entering Grades

Purpose:   Use this document as a reference for entering grades in ctcLink.

Audience: Faculty.

Faculty Center - Entering Grades

Navigation: Gateway > Faculty Center > My Schedule

Navigation: NavBar > Navigator > Self Service > Faculty Center > My Schedule

NOTE:  Save entries often as data will be cleared/lost if page times out.

  1. The My Schedule page displays.
  2. Verify you are viewing the correct term and institution.  If necessary, select Change Term to change between terms or institutions.
  3. To view the Grade Roster for an individual class, select the Grade Roster icon next to the appropriate class.
Select Change Term
  1. The Grade Roster page displays with the selected class.
  2. Change between classes by selecting Change Class.  
  3. The My Schedule page will update to allow a different class to be selected.  
Select the Change Class button
  1. To enter grades, select the appropriate grade from the drop-down box.
  2. After entering all student grades, select Save.
  3. After all grades are entered and saved, review them for accuracy.
Enter grades

Note: Changing Approval Status before grades are saved will cause all grades to be lost. You must save grades before approving them.

  1. In the Grade Roster Action section, choose the appropriate Approval Status from the drop-down menu.
    • 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. 
  2. Select Save.

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

Approve roster and select Save
  1. To add the same grade to multiple students at a time, ensure that the grade roster has not been saved to "Approved." If grade roster status is "Approved," change to "Not Reviewed."
    1. Select the appropriate students.
    2. Activate the drop-down list and choose the appropriate grade.
    3. Select the <-Add this grade to selected students button.
Select students
  1. The grade will display for selected students. If all grades have been entered, change Approval Status to "Approved."
Grades will dispaly
  1. Process complete.

26 Comments

Gail Peet

Where do you put in Z or V grade and date last attended?

Grace Hardy

There is no tab for class roster to add grades for my 438 class.
I have followed the links and videos.
Are those not available until the quarter is over??
Thank you
Grace Hardy

Tanjagay Martin

Hello Grace, Before grades can be entered via Faculty Center, Grade Rosters will need to be generated--by batch or individually. I would recommend inquiring with Enrollment Services--they might have a business process around when rosters will be available. Thank you for your comment.

Tanjagay Martin

Hi Gail, Thank you for question. Once the grade roster has been generated, under the column titled Roster Grade, you'll have the ability to enter a non-passing grade. Selecting the specific non-passing grade will require a Last Date of Attendance to be entered. Thank you again for your comment.

Allen Lapin

What's the difference between the grade roster and the grade book? Do we use both?

Tanjagay Martin

Hello Allen, thank you so much for your question. You will want to use the grade roster; colleges are not using the grade book. Have a great day Allen!

Robin Newcomer

How do I change one student's grade after I have entered grades, approved them for the course, and saved?

Tanjagay Martin

Hello Robin, Faculty are unable to change grades on a roster with an approved status after they have been saved. However, you can change the status back to Not Reviewed to change grades, then change back the roster to approved and save before the grade post process runs. Thank you for your comment and have a wonderful day.

Jack Foerster

Tanjagay, I am a little unclear on your previous answer regarding entering grades. You said that faculty can change the status to not reviewed and change the grades and save before the grade post process runs. Are they able to make changes after the grade post process runs if there was a mistake? Or is the grade post process the final date that grades are due. I have some faculty members tell me they usually do grades as early as possible before they are due, but sometimes they may need to make changes and want to make sure they still can. Thanks.

Tanjagay Martin

Hello Jack, Thank you for your question. If a faculty member has approved the roster, to update/enter grades, they will set the roster to Not Reviewed, enter or change the grade (before grades are posted), and set it back to Approved. Once grades have been posted, changes to a student’s grade will be performed either on the Quick Enroll or Enrollment Request page.

Jack Bohl

How do I know my grades were successfully approved and submitted?

Natalie Richie

Hello, If we have two instructors on the class, can both have approve rights for grading? And can both instructors enter/approve grades? Thank you!

Tanjagay Martin

Hi Jack, Thank you for your comment. You can verify if grades were successfully approved by navigating to the grade roster; the Grade Roster Action Approval Status will read Approved. If the roster has been posted, you will see the word "Posted" next to the Approval Status field.

Tanjagay Martin

Hi Natalie--This is a great question. Yes, both instructors can have Approve access (they are set to approve on the Maintain Schedule of Classes page). FYI--This is a query that identifies instructors who have not been set to approve their grade rosters—an excellent tool for class builders or administrative assistants. CTC_SR_NO_GRADE_APPROVAL

Robert Natoli

Hi Tanjagay! Q: After an instructor submits final grades, does the "Post" label appear immediately or does it only appear at the end of the grading deadline date when the Registrar runs the post process? Thank you!

Tanjagay Martin

Hi Robert! Thank you for your question. You are correct. Based on your college's business practice, once faculty have approved their grade rosters, the Registrar's office will post grades.

John Knowlton

When can students find out what their grades are?

Chris Pasquini

If one course is broken down into two separate lines - one for Lecture and one for Lab, do I need to go into the Access Gradebook for both lines of the same course, or can I just enter the grade into the Lecture Gradebook and leave the Lab grade blank?

Jennie McCulloch

I am entering my grades in ctcLink, and when I enter a grade of NC, which should require a last date attended, I cannot enter a last date attended. The field is not editable. How do I fix this?

Tanjagay Martin

Hi Jennie, Will you submit a CS Support ticket, and we can research your Last Date Attendance Grades setup? Thank you so much! ~Tanjagay Martin | CS Core Trainer

Tanjagay Martin

Hello Chris, When a class has a lecture and a lab component, grade rosters are generated at the Enrollment Section. With your courses in mind, the grade roster was generated for the Lecture Component. Thank you so much for your question! ~Tanjagay Martin | CS Core Trainer

Tanjagay Martin

Hello John, That's a great question! Students can view their grades by accessing their ctcLink Student Homepage and clicking on the Academic Records tile. They will have a couple of options to choose from, and they are as follows: review their Course History, select View Grades and pick a term, or View an Unofficial Transcript. Additionally, a student can click on the Academic Progress tile and view grades for completed courses on their Academic Advisement Report. Have a great day! ~Tanjagay Martin | CS Core Trainer

Mandy Edwards

How do I change an incomplete grade?

A student received an incomplete grade Fall Quarter and repeated APLED 121 at Corrections Education. He completed the class and earned a passing grade.

Tanjagay Martin

Hello Mandy,
Thank you for your question about changing an incomplete grade. Depending on your business practice, a staff member with the RALL-Registrar All Access SACR can perform a grade change. Here are two helpful, quick reference guides to walk you through the process. https://ctclinkreferencecenter.ctclink.us/m/79555/l/1005562-9-2-changing-or-removing-a-final-grade-via-enrollment-request and https://ctclinkreferencecenter.ctclink.us/m/79555/l/1005520-9-2-adding-changing-or-removing-a-final-grade-via-quick-enrollment

Dan Aschenbrenner

No where in this out of the box Oracle ERP software is there a access point to reduce credits because of a past mistake in registering process. Or if requesting a change in a registered class. Or submitting a credit change for a student due to thing out of he or she's control.

Tanjagay Martin

Hi Dan, I appreciate your comment, and I apologize for any inconvenience. Your college's Enrollment Services office can assist students with various enrollment processes. The following link directs you to Enrollment Quick Reference Guides https://ctclinkreferencecenter.ctclink.us/m/79558/c/266997. ~Tanjagay Martin | CS Core Trainer

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