As an instructor, how can I use the Faculty Center to enter grades into my class roster?

As an instructor at Indiana University, you can enter grades into your class rosters in either Oncourse or the Faculty Center. UITS recommends that for a single course you use one or the other, but not both. To use Oncourse to enter your grades, see Information about submitting final grades in Oncourse.

You can't submit final grades until the final grade roster is available for each term; the Office of the Registrar will email instructors when rosters are available. For questions about roster availability, grade submission deadlines, or submitting final grades after the deadline, contact your campus Office of the Registrar.

If grades are submitted by 8pm, students can view their grades in the Faculty Center the following day after 7am Monday-Saturday, or after 8am on Sunday.

On this page:

Entering grades individually

To enter grades into your roster:

  1. Go to Faculty Center (SIS) in One.IU, and click Start.

  2. The Faculty Center will initially display information for the current term. To select a different term, click Change Term or Campus and select your term.
  3. In the "Class" column, locate the course section for which you would like to enter grades. Click the Grade Roster link in the "Grade Roster" column for that section. If no grade roster column or link appears for the class, the grade roster for the class has not yet been generated.
  4. Verify the term and roster type (e.g., Final Grade).
  5. Enter grades in the "Grade Input" fields. Alternatively, you can click Valid Grades next to the field to display a list of valid grade values, and then select an appropriate grade.
    Save your work often; the Save button is at the bottom of the page. If your session is inactive for more than thirty minutes, it will time out and any grades not saved will be lost. If you have limited time, save your work and return to it later.
    • To assign a grade of FN, enter a value in the "Last Date Attended" field (this field will not appear until you have clicked Save). Estimate the date if you do not know it. If the student never attended, enter a grade of FNN, which does not require a date to go with it. The system will not let you enter a date in this field that is not within the term-begin and term-end dates.
    • Students who dropped during the 100% refund period will not appear on the roster.
    • For students taking IU classes through another university, you will see a placeholder grade of ZZ. No further grade is necessary for these students.
  6. Click Save. Verify that you have correctly entered all grades.
  7. Click Approve and Submit to Registrar. All students must be assigned a grade before you click this button. If you click Save without clicking Approve and Submit to Registrar, you have not submitted your grades.
    If you are acting as a proxy, you won't have access to this button unless you have been authorized to both enter and approve grades. You'll need to notify the faculty of record that you have finished entering grades. The faculty of record must then access the Faculty Center, navigate to the grade roster, and click Approve and Submit to Registrar.

    Once you have approved the grades, you can no longer edit them. To make changes to grades after they have been submitted, contact the Office of the Registrar.

  8. You can tell whether your grades have been successfully submitted by checking for a message at the top of the roster that says "Grades have been submitted to the Registrar". Approved rosters are posted overnight.

Entering grades from a prepared file

To enter midterm and final grade rosters from a prepared file, use the Load from File tool:

Load from File may not be available at all IU campuses.

Preparing the file

Important: Before loading, prepare your grade file as follows:

  • The file must be comma delimited (CSV); if you use a Mac, save your CSV file in Windows comma-separated format.
    Every University ID in the comma-delimited file must match a University ID in the grade roster; grades without matching University IDs will be ignored.
  • On the first line, indicate whether the grade roster is for midterm grades (i.e., MID) or final grades (i.e., FIN).
    You do not need to enter grades for students for whom a grade is already assigned (for example, a grade of W for withdrawn or a grade of ZZ). Attempts to replace the existing grade with a different one will be ignored.
  • All additional lines must be formatted with University ID and course grade. Optionally, for final grades, if it applies to the student's enrollment, you can include a Requirement Designation Grade (i.e., S for Satisfied, or N for Not Satisfied).
  • The University ID must contain leading zeroes in order to match the grade roster. Following is an example of a load file:
    Do not enter a Last Date of Attendance when applying an FN grade. Enter the date after the upload, when validating the grades. If you try to add a date, the record will not be loaded.
  • If the file does not contain "FIN" or "MID" on the first line, or if the value does not match the roster type, the following error message will appear:
    Invalid File. First Line of File must be MID for Mid-Term Grade Rosters or FIN for Final Grade Rosters.

    Depending on whether the file is for midterm or final grades, you may receive one of the following error messages:

    Invalid file. Grade lines must be as follows: EMPLID,GRADE[,S/N].

    Invalid file. Grade lines must be as follows: EMPLID,GRADE.

Using Load from File to enter a prepared file

To use Load from File to enter your prepared grades file:

  1. Complete steps 1 through 5 from the Entering grades individually section above.
    If you navigate to a roster in the Faculty Center before rosters are generated, the link to the roster will be inactive.
  2. Click Load Grades from File to Roster.
  3. Click Browse to locate your grade file.
  4. Once the filename displays in the textbox, click Upload. The system will attempt to load the file. The following message, where "Y" is the number of records in the file and "X" is the number of records loaded, should appear:
    Loading X Records out of Y Read. Would you like to continue?

    Click OK or Cancel.

  5. Click Save. Verify that all grades are loaded, edit as necessary, and then click Approve and Submit to Registrar.

This is document ausb in the Knowledge Base.
Last modified on 2015-08-18.

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