Frequently Asked Questions (FAQ's) for Grade Submission in CSS
Grade Roster Availability, Submission Deadlines and Grade Recording
Faculty Center Specific
| Q: How are grades entered into CSS? |
| A: Entry may be completed via Faculty Center in MyBGSU.|
| Q: What is Faculty Self-Service?|
| A: Faculty Self Service is the location in which BGSU faculty members will find Class Roster, Grade Roster, and Advisee information along with other useful functions. |
| Q: How can I learn about how to enter grades?|
| A: Quick Reference Guide for entering grades using Faculty Center.|
| Q: Do I need to be on campus to enter grades?|
| A: No, you do not be on campus in order to enter grades. Grade entry may be completed from any location where you have access to a web browser.|
| Q: What hours is the system available to enter grades?|
| A: Grade entry is available 24 hours a day 7 days a week.|
| Q: How will I know when the Grade Roster is available to me?|
| A: Once a Grade Roster is available for a course, the Grade Roster icon will appear in the column to the left of the course name. The legend above the Teaching Schedule header will show you which icon represents the Grade Roster.|
| Q: I have tried selecting the Grade Roster icon available above the Teaching Schedule in Faculty Center but nothing happens, what do I do?|
| A: This icon is provided as a reference to indicate the purpose of each icon. Once a Grade Roster is available, you will find a Grade Roster icon to the left of each course name.|
| Q: When can I start entering final grades for a semester?|
| A: You may enter grades for a semester once the Grade Roster for the course is available in Faculty Center. Typically the Grade Roster will be available the Monday prior to finals.|
| Q: What is the deadline for entering final grades for a semester?|
| A: In general, the deadline for entering grades for a semester will be the Wednesday following finals week. (Exceptions to this will be communicated to faculty.)|
| Q: What happens if grades are not entered by this deadline?|
A: After 5 p.m. on the day of the deadline, Registration and Records will
- post any grades saved on Grade Rosters
- populate a grade of NGR (no grade) for any grade not recorded or saved on the grade roster
- will do a final post of all final grades
- once this occurs, an instructor will need to complete a Grade Change to report the final grade in the course
| Q: When will the grades be available for students to see?|
| A: Once you have completed grade entry and selected "Post", the grades are immediately available for the student to view. At that time, the grade will also impact the student's GPA calculation.|
| Q: When will grades appear on Official Transcripts?|
| A: Grades will appear on the official transcript the day after the term grade deadline.|
| Q: Is this same method to be used for grades throughout the term or just for final grades?|
|A: This grade submission process will currently be used for final grade submission only.|
| Q: Will this in any way impact mid-term grade reporting?|
| A: The mid-term grade reporting process will currently remain unchanged.|
| Q: How are grade changes handled - will this also be electronic?|
| A: Grade changes will continue to be handled through the same department initiated process.|
| Q: How are INC (incompletes) handled?|
|A: You may submit the final grade to the Office of Registration and Records up until the deadline for incomplete grades. After that deadline, the faculty member will need to request an extension of time for the incomplete to be completed.|
| Q: What if I log in to the system and my class is not there?|
| A: Contact Registration and Records at 419-372-8232.|
| Q: I have a large class, can I enter some of my grades at different times? |
| A: Yes, you may enter grades for a portion of your class and then select Save to save this work. You may then log out return at a later time to complete grade entry.|
| Q: Who can enter grades?|
A: Various people as designated on the Schedule of Classes may enter grades. There are three levels of approval - Grade - Approve - Post - and the names associated with each level may be viewed in CSS. Only the primary instructor, in most cases, will have the ability to approve and post the final grade.
To view the roles for each course, log in to CSS and select Curriculum Management > Schedule of Classes > Maintain Schedule of Classes. Enter the appropriate class information on the search page and once you are looking at the class information, click on the "Meetings" tab. Under the bar Instructors for Meeting Pattern, the instructor name and EMPLID are listed, as well as their Role and Access.
| Q: Can I delegate entry of grades to someone else, such as a department secretary?|
| A: The Faculty Senate Committee on Academic Affairs has confirmed that the instructor of record must complete entry of grades for their course - responsibility for this duty may not be delegated.|
| Q: What do I do if a student does not appear on my Grade Roster?|
| A: If a student does not appear on your class roster, this student will need to contact their college office to have the course added to their schedule.|
| Q: What if a student on my Grade Roster has never attended the class or turned in any work?|
| A: For Undergraduate students: the student should be given the final grade of 'ATN'. For Graduate students: the student should be given the final grade of 'WF'. In addition you are required by Federal regulations regarding Student Financial Aid to report the student’s last date of attendance. This information may be entered on the final grade roster.|
| Q: If there is more than one instructor of record for a course, does each one have the authority to enter grades?|
| A: Multiple instructors may have access to record and review grades for a course. The primary instructor will have the ability to do this as well as approve and post.|
| Q: Do I need to enter a grade for every student on the Grade Roster?|
| A: Yes, prior to submission a grade must be entered for every student on the Grade Roster. If a grade is not available at the time of grade submission a grade of INC or NGR should be selected, depending on each student’s situation.|
| Q: Will the system let me know if I am missing a student's grade?|
| A: The system will not let you post the grade roster if a grade is missing.|
| Q: If I make a mistake and enter the wrong grade, how do I correct it?|
A: Prior to selecting Post, it is possible to make changes to the grades entered.
In Faculty Center, be sure the Status is Not Reviewed and then correct the error. Save and change the Status to Approved if you are ready to Post the grades.
Once Post has been selected, you may no longer make changes within the system. After this point in time, all grade changes will need to be submitted using the Change Grade process.
| Q: If I complete only some of the Grade Roster, will the system automatically save my submission?|
| A: The system completes a Save of entries when the Save button is selected, there is no AutoSave feature.|
| Q: At what point will my grades officially be entered?|
| A: Once you have selected "Post" your grades have officially been entered and students are able to view their grades.|
| Q: Once grades are entered and I have selected Post can I go back and make changes?|
| A: Once Post has been selected, you may no longer make changes within the system. After this point in time, all grade changes will need to be submitted using the Change Grade process.|
| Q: When entering grades in Faculty Center, what are the different Approval Status levels available in the pull down menu?|
A: The Status Levels are:
- Not Reviewed - in the Not Reviewed status, you may enter and/or change grades in the Roster Grade column and the Post button is not available in this status. Be sure to select Save to save the grades as they are being entered.
- Approved - in the Approved status, grades have been entered and Saved and the Post button is available. From this Status Level it is possible to change the Approval Status back to Not Reviewed in order to make changes.
- Ready for Review - the Ready for Review status will close the roster for entry and changes, securing the input grade information while it is reviewed.
Always be sure to save the input data prior to leaving the application in order to avoid the loss of input data.
Once grades have been Posted, they will appear in the Official Grade column and the Status column will show Posted.
| Q: I have entered my grades but have not selected Post can I still make changes?|
A: Prior to selecting Post, it is possible to make changes to the grades entered.
If you have entered your grades, selected Save and changed the Status to Approved and then notice an error, you may change the Status back to Not Reviewed and make the change.
| Q: How do I do a grade change?|
|A: The Grade Change process is originated from within each department. Please see your department office for details on this process.|
| Q: Can I get a printout after I enter my grades?|
| A: You can print the roster from the browser or there is a Printer Friendly Version button at the bottom of the roster.|
| Q: How can I verify that grades have been successfully submitted|
| A: Once grades have been successfully submitted, the grades will appear in the Official Grade column and "Posted" will appear Status column on the far right.|
| Q: Will I receive a confirmation that grades have been entered into the system after I have posted my grades?|
|A: No official confirmation communication will be provided, you can check to see that Posted appears in the Status column to confirm your grade submission.|
| Q: If I need to do a Grade Change for a student, will the column on Faculty Center entitled Official Grade be updated once this grade change has been approved?|
|A: The submitted grade will continue to appear in the Roster Grade Column. The Official Grade will display if there are subsequent changes from what was originally posted.|
| Q: I understand that grades are available to students as soon as I post grades, but when is Academic Standing updated?|
| A: Academic Standing will be available following grade processing.|
| Q: Is there assistance if I need help?|
| A: Yes, please contact the Office of Registration and Records at email@example.com, 419-372-8232.|
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Last Updated 12/11/13