Please Note: Entering Final Grades in Oncourse
- Step by Step instructions
- Reasons to choose Oncourse
- Knowledge Base Articles
- Before you enter grades
- Grade entry tips
- Moving Grades from Oncourse CL to SIS [pdf]
- Where to go for Help
- Frequently Asked Questions
Quick links >>
Step by Step instructions
Oncourse CL Instruction Sheet [pdf]
Reasons to choose Oncourse
- You can import grades from a comma separated value (CSV) file or Oncourse CL Gradebook.
- Your class size is larger than 100 students.
- You’ve used Oncourse; you will be familiar with the screens and navigation.
- There may be performance benefits, especially if using a dial-up connection
Knowledge Base Articles
- Oncourse CL final grades gradebook: Overview
- In Oncourse CL, how do I use the final grades gradebook?
- In Oncourse CL, who may submit grades in the final grades gradebook?
- In Oncourse CL, when will the final grades gradebook and submitted grades be available?
- In Oncourse CL, how do I grant proxy privileges to a participant?
- In Oncourse CL, how do I import grades from a spreadsheet?
Before you enter grades
It is EXTREMELY IMPORTANT that all faculty (full-time & adjunct) verify their username and password, as well as their ability to successfully login to Oncourse BEFORE attempting to enter final grades.
- To verify your IU network account status, go to http://itaccounts.iu.edu.
- To verify/change your password, go to https://password.iu.edu.
- To verify that you can login to Oncourse, go to http://oncourse.iu.edu.
Grade Entry Tips
Two options for entering grades - Choose the option that meets your needs (OneStart or Oncourse CL), and use ONLY that option for entering/submitting all grades.
SAVE
SAVE !!! – If your session is inactive for more than 60 minutes, the Oncourse server will disconnect your session and any grades entered but not saved will be lost. If you only have time to enter some, but not all of your grades, you can save the partial roster and return to it later.
Submit Final Grades – Once all grades have been entered and saved, they will not be submitted until you click the
button.
Submitted grades cannot be updated – Once you have submitted final grades, you can return to Oncourse and view the grades, but you can no longer edit them. You must contact the Office of the Registrar to make any grade changes.
Submitted grades are posted overnight.
To verify that grades were successfully submitted – After you submit final grades, a Date Submitted and Confirmation Number will be displayed at the top of the Official Final Grade page.
Students can view their grades in OneStart – Grades will be available in OneStart by 7 a.m. the following day if grades are submitted by 8 p.m., Sunday – Friday. Grades submitted by 8 p.m. on Saturday will be available at 7 a.m. on Monday.
For roster questions or questions about final grade entry - Contact the Office of the Registrar at (812)855-0121, or visit our website at http://registrar.indiana.edu/finalgrades.html for additional information.
Where to go for help
IU network name, password, or Oncourse questions:
To receive personal assistance with your IU network name and/or password, or for Oncourse questions, contact the UITS Support Center at (812)855-6789 or send e-mail to ithelp@iu.edu.
Roster or final grade entry questions:
For roster questions or questions about final grade entry contact the Office of the Registrar at (812)855-0121.
Frequently Asked Questions
What are the hours of availability for Oncourse?
What access will be required for Oncourse?
Do all faculty, part-time included, have access to Oncourse and the necessary security clearance to use the final Grade Roster?
Can grades be submitted from home computers?
Browser Requirements
Computer Requirements
What type of support will be available?
When will the Official Final Grades Gradebook be available to faculty?
Can someone else be assigned to submit the grades for a faculty member (grade proxy)?
How will the Faculty of Record assign a proxy?
When will a user assigned a proxy status have access to enter/submit final grades?
If the Faculty of Record (FOR) is the only user that can see the gradebook, can s/he assign one or more proxy users in Oncourse?
Can the Faculty of Record or Proxy submit final grades in redirected courses?
What will happen when a course is redirected with a combined roster in Oncourse?
When will grades submitted via Oncourse be reflected in SIS?
Is there a way to upload final grades from an Excel spreadsheet?
How will the gradebook handle withdrawn students?
How will the gradebook sort the display of students?
If the Faculty of Record has not used the gradebook in Oncourse will s/he have to set one up to enter final grades?
What values will the short description field in the Oncourse gradebook display?
Can the Faculty of Record or Proxy import grades from their Oncourse Gradebook into the Official Final Grades Gradebook?
How will FN's be handled (policy requires recording last date student attended)?
Will paper rosters be available with the finalized grades?
Will I get a confirmation that the grades have been entered, saved, and submitted?
What if I make a mistake and enter the wrong grade; how do I correct it?
Why can’t I enter a specific grade for a student?
Can I enter my grades in Oncourse if I teach a course through Continuing Studies?
How do I indicate cases of cheating/academic misconduct?
Can I add notes?
Where is my COAS W333 Intensive Writing grade roster?
How do I enter an Intensive Writing (IW) grade?
What if I can’t enter all my grades at one time?
What happens to the grades I’ve entered if I get interrupted?
What are the hours of availability for Oncourse?
Oncourse is available all hours except 5:00 a.m. - 6:00 a.m. daily.
Grades must be submitted by 8:00 p.m. to be available in OneStart at 7:00 a.m. the following day.
What access will be required for Oncourse?
Faculty will only need their user name and password. This is the same user name and password used for the University email account. To verify user name and password:
- Verify IU network account status at http://itaccounts.iu.edu.
- Verify/change password at https://password.iu.edu.
- Get personal assistance by contacting the UITS Support Center at (812) 855-6789 and select option 4, or via email at ithelp@iu.edu.
- Verify successful login to http://oncourse.iu.edu.
Do all faculty, part-time included, have access to Oncourse and the necessary security clearance to use the final Grade Roster?
All faculty, part-time included, should have access to Oncourse assuming they have a valid user name and password. Security to use the grade roster is dependent on whether they are listed as the faculty of record for that class or have been designated as a grade proxy.
Can grades be submitted from home computers?
Yes. As with any remote connection though, the process will be affected by the nature of the home computer configuration (modem vs. high speed connection). In addition, there are certain browser and workstation requirements for accessing Oncourse.
Oncourse is Web-based, so you will need a Web browser to view it. Use at least version 5.x of either Microsoft Internet Explorer or Netscape Navigator.
Following are the system requirements for computers accessing Oncourse.
Windows minimum requirements: Processor:
600MHz or greater Intel or AMDMemory(RAM):
128MBHard Drive:
10 GBOperating System:
Windows 2000 Professional or laterConnection:
56K modem or Internet connection
What type of support will be available?
Staff at the Office of the Registrar will be available throughout the grading process to assist with questions. You may call (812) 855-0121 or send email to RegrRost@indiana.edu.
If you need further assistance, you may schedule a personal appointment by calling (812) 855-6758.
When will the Official Final Grades Gradebook be available to faculty?
The final grades gradebook will be available to faculty for grade submission the Friday of the last week of the semester. By action of the Bloomington Faculty Council, final grades are due by 3:00 p.m. on the third day following the last class meeting or final exam.
See the Grades section of the Official Calendar for the roster availability date.
Can someone else be assigned to submit the grades for a faculty member (grade proxy)?
While each faculty member is responsible for the accuracy of the grades submitted, there is a mechanism for adding other University personnel as a grade proxy to actually enter the grades into the roster.
How will the Faculty of Record (FOR) assign a proxy?
The FOR can assign a proxy status to any author in his/her course by editing the user’s privileges in the Class Roster or by adding the user to the Class Roster. Only the FOR will have the ability to assign a proxy status.
When will a user assigned a proxy status have access to enter/submit final grades?
A user that is assigned a proxy status will have immediate access to enter/submit final grades.
If the Faculty of Record (FOR) is the only user that can see the gradebook, can s/he assign one or more proxy users in Oncourse?
By default only the FOR has the ability to assign and submit grades via the Oncourse gradebook. In the event that one or more proxy users needs to be assigned, the FOR can grant them access in Oncourse. If the FOR is not available to assign a proxy, the department should contact the Registrar directly to determine an alternative.
Note: Although more than one instructor may have access to interact with the Oncourse gradebook, only one user can ultimately submit the gradebook to SIS. Once a gradebook is submitted via Oncourse, the faculty of record must contact the Registrar’s office to make modifications.
Can the Faculty of Record or Proxy submit final grades in redirected courses?
Yes. In Oncourse courses can be combined, and in the final gradebook submission area, the faculty of record or proxy will see a combined gradebook.
What will happen when a course is redirected with a combined roster in Oncourse?
In the event that one or more courses is redirected to a master course in Oncourse, the FOR or assigned proxy user will be able to edit all of the Official Final Grades for each section in the master course view. The user will see a combined gradebook for each course and the master course in the Tools section of Oncourse in the master course.
When will grades submitted via Oncourse be reflected in SIS?
Grades will be available by 7 a.m. the following day if grades are submitted by 8 p.m., Sunday – Friday. Grades submitted by 8 p.m. on Saturday will be available at 7 a.m. on Monday.
Is there a way to upload final grades from an Excel spreadsheet?
Yes, but only if using Oncourse CL. Instructors can import grades using a comma separated value (CSV) file or update grades in their Oncourse CL gradebook and then import grades into the Official Final Grades gradebook.
How will the gradebook handle withdrawn students?
If a student has a withdrawn status in SIS, the student will appear in the Oncourse gradebook with a grade of W and the field will not be editable to the user.
How will the gradebook sort the display of students?
Oncourse will sort the display of students alphabetically by Last Name consistent with how SIS sorts the display of students.
If the Faculty of Record has not used the gradebook in Oncourse will s/he have to set one up to enter final grades?
No. An Official Final Grades gradebook will be set up for every faculty of record by default regardless of whether s/he has ever used Oncourse.
What values will the short description field in the Oncourse gradebook display?
Undergrad, Medicine, Law, Graduate, Dentistry, and Optometry
Can the Faculty of Record or Proxy import grades from their Oncourse gradebook into the Official Final Grade Gradebook?
Yes. This is one of the most compelling reasons for instructors to use Oncourse CL to submit final grades. See the Step by Step instructions listed at the top of this page for more detail.
How will FN's be handled (policy requires recording last date student attended)?
Last date attended is required for a grade of FN. Enter the date in the Last Date Attended field. Estimate the date if you do not know it. If the student never attended, enter the value of FNN, and no date is required.
Will paper rosters be available with the finalized grades?
Once grades have become official, final grade data for the grades that were posted will be available to the departments/units.
Will I get a confirmation that the grades have been entered, saved, and submitted?
Yes. A final grade roster, which includes a Confirmation Number and Date Submitted, will be displayed after you successfully submit grades. You should receive an email confirmation the following day if your roster was successfully posted.
What if I make a mistake and enter the wrong grade; how do I correct it?
Until you have saved and submitted your roster, you may continue to update grades that have been previously entered and saved. When you are confident that all grades are correct, remember to save the roster. Once grades have been submitted they can no longer be modified.
If you have approved and saved your roster, and need to modify grades, you may do so in person at the Office of the Registrar, Franklin Hall 117, through the final deadline for all roster entry (the Monday after Finals Week for Fall, Spring and Second Summer; Sunday after Finals for First Summer). You must provide photo identification to submit a grade change. Beginning the following day, standard grade change procedures go into effect. Contact your departmental office for the appropriate grade change request form.
Why can’t I enter a specific grade for a student?
Valid grades are associated with the grading basis that is connected to each student’s official enrollment. The grading basis, which appears to the right of the Grade Input field on the roster, determines which grades are valid for each student.
For example, you may not enter a grade of S for a student with a grading basis of Graded. Conversely, you may not enter a letter grade for a student with a grading basis of Satisfactory/Fail.
If an invalid grade is entered, an error message will be displayed. Change the grade to a valid grade for the student's grading basis.
Can I enter my grades in Oncourse if I teach a course through Continuing Studies?
Since Continuing Studies enrollments are not part of the Student Information System (SIS), Continuing Studies course rosters are not available to instructors in electronic form. These enrollments are entered into the academic record only after students have completed the course and have received a grade.
For assistance in getting a roster, contact Continuing Studies at 812-855-6502.
How do I indicate cases of cheating/academic misconduct?
Effective Fall 2006, a modification was made to add two academic misconduct reporting values of I* and F* (I with asterisk and F with asterisk). These values allow instructors to award the grades of Incomplete (I) or Failing (F), while also notifying the Office of the Registrar that such grades are being awarded because of academic misconduct. The I* and F* values will be reflected on the academic record as I and F, respectively.
The Office of the Registrar will report each incident of academic misconduct to the Office of Student Ethics for confirmation that faculty followed procedures for reporting and adjudicating according to the Code of Student Rights, Responsibilities, and Conduct.
As instructor notes are not maintained as part of the official academic record, the grade roster does not include a Notes field. Any additional information regarding final grades should be submitted on a signed memo as outlined in the academic misconduct question.
Where is my COAS W333 Intensive Writing grade roster?
There is no longer a separate COAS W333 grade roster with the implementation of SIS. Students no longer must register in both a host course and W333 section.
How do I enter an Intensive Writing (IW) grade?
The confirmation of the completion of the Intensive Writing requirement is now collected on the roster of the host course, and is included in a component called a “Requirement Designation” or RD. The RD notation only appears on the grade roster for students who are completing their Intensive Writing requirement.
Rather than earn a grade for the Intensive Writing requirement, students now receive either a “Satisfy ” or “Not Satisfy.” Instructors record either the “Satisfy” or “Not Satisfy ” in the Requirement Designation Grade field. Select one of these values in the dropdown list.
If the student has received a grade of incomplete for the host course, the appropriate RD value is “Not Satisfy.” This does not indicate that the student has failed the requirement; it signifies that the student has not yet completed the requirement.
It is possible that not all students on your roster are enrolled in your course for the Intensive Writing requirement. Consequently, you may not have this field enabled for all of the students. You need only provide the value for students whose fields are enabled.
What if I can’t enter all my grades at one time?
You don’t have to enter all grades in one session. If you only have time to enter some, but not all of your grades, you can save a partial roster and return to it later.
What happens to the grades I’ve entered if I get interrupted?
If you have entered grades, but not saved them, you are in danger of losing those grades. If your session is inactive for more than 60 minutes, it will be timed out. Grades entered since your last “ save” will be lost. Once grades have been saved, they are retained on the roster for later access and updating. SAVE OFTEN!!!
