Faculty Center - Entering Grades
Purpose: Use this document as a reference for entering grades in ctcLink.
Audience: Faculty.
Faculty Center - Entering Grades
Some email systems, such as Gmail, have strict Spam filtering mechanisms to protect their users. However, these filters can also prevent students from receiving emails sent via the Faculty Center and Advisor Center when more than one recipient is selected. While SBCTC discusses this issue and looks for solutions, staff should minimize their use of the “Notify All” functionality in ctcLink. At this time, we recommend limiting notifications to one recipient at a time when sent via the Faculty Center and Advisor Center.
How does this differ from 3Cs? 3Cs functionality sends one email at a time per user, whereas Faculty and Advisor Centers send one email to all selected users at a time.
Grade rosters are generated by Enrollment Services and available in the Faculty Center. If you are listed as the primary instructor, secondary instructor, or teacher's assistant (TA), the Faculty Center information will appear. Please get in touch with your departmental administrator if a term or class is not listed.
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. Before you ask, 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.
Navigation: Gateway > Faculty Center > My Schedule
Navigation: Self Service > Faculty Center > My Schedule
Enter Grades
Only valid values can be entered in the roster grade box, as determined by the grading basis. Once the roster has been posted, the selected value will be displayed as the Official Grade.
- The My Schedule page displays.
- Verify you are viewing the correct term and institution. If necessary, select Change Term to change between terms or institutions.
- Select the Grade Roster icon next to the appropriate class to view the Grade Roster for an individual class.
- The Grade Roster page displays the selected class.
- Change between classes by selecting Change Class.
- The My Schedule page will update to allow a different class to be selected.
- Select the student’s grade from the Roster Grade drop-down menu and click Save. The roster lists students alphabetically, but you can sort the list by any column title. By clicking twice on the label, you can sort by that field. NOTE: Save entries often, as data will be cleared/lost if the page times out.
- To add the same grade to multiple students at a time, click a box to the left of the student roster number to choose that student. You can also use Select All to check the box beside every student on the roster. Select a grade from the drop-down menu at the bottom of the page. Click Add this grade to selected students to assign that grade to all students automatically.
- After entering all student grades, select Save.
Approve the Grade Roster
Grade rosters are generated with an initial Not Reviewed approval status, allowing grades to be entered and updated. The other status options are Ready for Review when grades have been entered, and the roster is pending approval by the primary instructor. In addition, Approved, where grades have been entered for all students, the roster was approved by the primary instructor, and it is ready to be posted by Enrollment Services.
- In the Grade Roster Action section, activate the Approval Status drop-down menu and choose Approved. Note: Changing Approval Status before grades are saved will cause all grades to be lost. You must save grades before approving them.
- 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.
- Select Save.
- Enrollment Services post the grade rosters once faculty have Approved the grade rosters. Note: Once the grades are saved in Approved status and posted, contact the Records and Enrollment office to make changes to the posted grades.
Video Tutorial
The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.
View Tutorial Via Panopto
View the external link to Faculty Center - Entering Grades - No Audio. This link will open in a new tab/window.
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
Andrea Heimer
Hello - I have a student on my grade roster who is marked as "AUD" for auditor. There is a dropdown grade box to give her a letter grade but it is blank. I have entered everyone else's grades but CTC won't let me save the grades as "approved" because the AUD student doesn't have a grade input.
Tanjagay Martin
Hi Andrea, Your question is greatly appreciated; thank you. Enrollment Services performs the steps listed in the following document. 9.2 Changing an Enrollment Status from Credit-to-Audit via Enrollment Request https://ctclinkreferencecenter.ctclink.us/m/79558/l/1395702-9-2-changing-an-enrollment-status-from-credit-to-audit-via-enrollment-request. It's a two-step process--the second step is adding the grade. If you experience this problem again, don't hesitate to contact your Enrollment Services office for assistance. Have a great day! ~Tanjagay Martin | CS Core Trainer
Robert van Kregten
In addition to number grades there are also the letters "I" "NC" "S" and "U". What do these mean?
I have a student who never showed up for class, but was not dropped by "The System". What grade does he get?
Tanjagay Martin
Hi Robert,
Your question is greatly appreciated; thank you. Policies vary at colleges. For example, some colleges have a No Show Instructor Withdrawal policy, allowing instructors to initiate a withdrawal for non-participation. You can contact Enrollment Services to verify the letter grade values for your institution. Here are a few possibilities: "I" = Incomplete, "NC" = Satisfactory/No Credit, "S" = Satisfactory, "U" = Unsatisfactory. Thank you for your time. ~Tanjagay Martin | CS Core Trainer
Alyson
I have a student who audited my class. The grade drop-down menu has a blank space and an "N" The system will not allow me to enter anything and I can't approve the rest of the class with this blank space in the gradebook.
Tanjagay Martin
Hi Alyson, I appreciate your question very much. The QRG below will help you change the credit to audit via an enrollment request. Enrollment Services staff will have proper access to assist with the update. https://ctclinkreferencecenter.ctclink.us/m/79558/l/1395702-9-2-changing-an-enrollment-status-from-credit-to-audit-via-enrollment-request. Have a great day, Alyson! ~Tanjagay Martin | CS Core Trainer
Chris Jenkins
I'm trying to submit my grades...I can't get passed hitting the faculty self serve and a notice comes up for me to contact the portal administrator. How do I do that and who is that?
Tanjagay Martin
Hello Chris, I appreciate your comment and apologize for any inconvenience caused. Please contact your college's local security administrator. Security allows access to pages while ensuring your active status in the Instructor/Advisor Table. I appreciate your time. ~Tanjagay Martin | CS Core Functional Trainer