The e-marks System: Instructions for Faculty of Arts and Science Users

Transcription

1 The e-marks System: Instructions for Faculty of Arts and Science Users Contents Section A: Logging in... 2 Section B: Submitting Your Marks... 3 Section C: Marks Amendments... 8 Section D: How to Approve Your Department s Marks Approving Marks Approving Amendments Need Help? If you require assistance with emarks and you are an instructor, Chair, Vice-Principal, or Program Director you should contact the administrator in your departmental responsible for collecting marks. Departmental administrators can receive support to resolve emarks issues from: Yvette Ali, Associate Registrar Records, Office of the Faculty Registrar at yvette.ali@utoronto.ca or or Ruth Foulds, Supervisor Records at ruth.foulds@utoronto.ca or

2 Section A: Logging in 1. Sign on to the e-marks system by going to this url: 2. You will see the following screen where you will type in your UTORid and password and click on the LOGIN button: 3. A secondary authentication will be needed to complete your login to the system. Your secondary authentication is your last four digits of your personnel number. If you do not know them, please see your departmental administrator. Enter the last four digits of your personnel number and click Login. NB: Just pressing return will not get you in the system, you must click the Login button. If you are not paid through the UofT HRIS system (e.g., some instructors at the Federated Colleges) you may be assigned a PIN and a password. This information will be provided to you by your departmental administrator. You are now signed into the e-marks system. Once logged in you will note that there are a series of tabs (across the top). 2

3 Instructors have access to the MARKS SUBMISSION and AMENDMENTS tab. If you click on the Marks Submission tab... and are a departmental administrator - you will see all of your department s courses. and are an instructor you will see all of the courses where you are listed as the instructor and will be responsible for submitting marks. and are a Chair or designated approver for your department you will not see anything under this tab unless you are also an instructor for a course. Then, you will see that course listed under this tab. Approvers (i.e., Chairs, Vice-Principals, and Program Directors) have access to the MARKS APPROVALS and AMENDMENTS APPROVALS tabs. Emarks refers to everyone with the ability to approve marks as Chairs. The ADMIN tab is only used by the Office of the Faculty Registrar. Section B: Submitting Your Marks Marks Submission and Marks Entry Format Marks are always due 7 business days after the final examination for the course. For courses without final exams, marks are due 7 business days after the last day of class. Remember that a request from a student for special consideration or for late acceptance of term work beyond the last day of the examination period requires a petition through her/his College Registrar. Once submitted, marks cannot be changed without the approval of your Chair. Marks must be entered as a number between 0 and 100 only. The grade field must not be left blank. Letter grades, % symbols, decimal points, 'SDF', 'WDR' or 'DNW' are not acceptable. If you find that some elements of a student s work remain incomplete or undone you should put in a mark of 0% for any missing element and then calculate and submit the final mark accordingly. Do not leave the final mark blank for incomplete work 3

4 or put in a final course grade of 0% (unless nothing has been assessed) or try to signal incomplete or some other non-percentage element. This process should be followed even if a student advises you that they will be doing a deferred exam. If a teaching assistant is calculating the final grades for your course it is important that you double check the marks, in particular their calculation to reach the final mark, to ensure it is correct. Extra care should be exercised when you have two students with the same name in your course. In these cases please double check the mark against their student numbers to ensure that each of these students is receiving the correct mark. If a case of possible academic misconduct is pending advise your Chair and the Office of Student Academic Integrity and enter 'NGA' (no grade available). If a student does not appear on your marks list, inform your departmental administrator and they will look into the student s registration status. For information concerning the Faculty's regulations and procedures with respect to term work, examinations, marking and re-reading final examination papers, please refer to the appropriate sections of the Academic Handbook How to Enter Your Marks on emarks 1. Click on the MARKS SUBMISSION tab. In the first box, you will click on your department. In the second box, you have a number of choices: New An eligible course with no marks currently entered. Incomplete - A course where not all students have a mark entered. Ready - A course where all students have a mark entered. Note: A course may have 'Ready' status and still have invalid marks and a mark submission can only be submitted if all marks are valid. Pending - A course for which marks have been submitted to the Chair for approval. Approved - A mark submission that has been approved by the Chair. Denied - A mark submission that has been denied by the Chair. 2. When initially going into e-marks each term, you should click on all to ensure that all courses are there for which you will be responsible for the marks in that term. Note: All 199 courses (PMU, TBB, CCR, etc.) will be under your department s list. If you do not see your course listed, notify your departmental administrator immediately. 4

5 To enter the marks for an individual course, you have several options: a) Add/Edit b) Upload a) ADD/EDIT option: 1. If you click on ADD/EDIT, the marks list for your course will appear. NOTE: This list will contain only those students who are currently enrolled in your course. You must then enter the marks and any submission comments that you would like to have the chair review. Once you are finished entering the marks, you must click on SAVE. 5

6 2. The system will then validate the marks entered. If there are errors, there will be an X in the issue box and the reason for the error will be stated. However, the list will NOT be in alphabetical order. If you wish to review, you can click on the arrows next to last name and it will then put the page in alpha order. Regardless, when you click on the return button and then the ADD/EDIT button (in order to fix the errors in this course), the list will again be in alpha order. Note: The system will not allow you to proceed and send your marks to the Chair until all errors have been fixed. Also, you must enter a grade for all students. If you leave a blank in the Marks Entry column, the system will not allow you to submit the marks to the Chair and, once you return to the Marks Submission page, you will see that the status of your course is Incomplete. Each student on your list is currently enrolled in your course. You must give each student listed a mark. If there is a legitimate reason why you can t give the student a mark (possible academic misconduct), you may assign a mark of NGA. You should also contact the Office of Student Academic Integrity. 3. To correct any errors, click on the RETURN button. Then, click on the ADD/EDIT button to fix the error(s). Once all errors have been corrected, you must then click on the SAVE button and then (if no more errors) the RETURN button. (If for any reason your course disappears after you press RETURN, go back to the top and click on SELECT ALL.) 4. You will note that there is now a new button for you to choose: PROCEED TO APPROVAL. Once you click on the PROCEED TO APPROVAL button, you should review the marks that you have submitted and the marks distribution. 5. If you would like to change something, you must click on the EDIT button and make your changes. (After you have made the change(s), you must remember to click on the SAVE button and then the RETURN button). Then, you will also need to click on the PROCEED TO APPROVAL button again. 6. If you are now satisfied with the marks, you should click on the SUBMIT TO THE CHAIR button. You will get a message back that your marks have been submitted for approval and an will be sent to the Chair alerting him/her that the marks have been submitted for their approval. To return to the Marks Submission page, click on the RETURN button. Note that the status of your marks has changed to PENDING. You have now submitted your marks for approval of the Chair. 6

7 b) UPLOAD option 1. If you wish to upload a grades file, you must click on the UPLOAD BUTTON. The following screen will appear: You can upload a.csv file, a Blackboard file, or copy and paste your marks from another file (see individual tabs)..csv file format Student ID,mark eg: ,87 o NOTE: The.csv file can NOT contain any titles. It must only contain 2 columns: Student ID Number (column 1), Final Mark (column 2) Blackboard format Please ensure that you follow the steps outlined under this tab. Copy & Paste Copy and paste a list of student numbers into the Person ID box and the corresponding marks into the Mark box. Each list of marks must be the same length as the list of Person Ids. As with the ADD/EDIT option, the system will validate the marks that have been uploaded. If there are errors, you must fix those errors before you can proceed. Note: If there are additional students in your data file, you will need to remove them from your data file and then re-upload the file to e-marks. You can also enter any comments on this page, which will be sent (along with your marks) to the Chair. Please remember to SAVE the file once it has been uploaded successfully and click on the RETURN button. 7

8 2. Follow steps #4, #5 and #6 under the ADD/EDIT option to complete your marks submission. If you have finished using the e-marks system, don t forget to LOGOUT. You can do that by clicking on the word LOGOUT found in the upper right-hand corner of the screen. Section C: Marks Amendments Changes made to the course marks after they have been submitted and approved are classified as amendments. 1. To create a new amendment, click the Amendments tab. A screen will open showing your current amendments and their status (Approved, Denied, Pending). 2. In the New Amendment box, select the desired Session code from the drop-down and click Submit. 3. Select the desired course from the Course drop-down below and click New Amendment. 4. In the New Mark column, enter the correct mark (as an integer from 0 to 100) for the student. Alternatively, click on the CSV File Upload or Blackboard File Upload tabs to replace the whole list or click on the Copy & Paste tab to enter your changes. 8

9 5. Click Next. A screen opens with the details for the updated records. 6. Select one of the options under Reason for the Amendment and click Submit. An will be sent to the Chair containing an alert about the amendment and an entry will be added to the Amendment Approvals screen for the Chair. 9

10 Section D: How to Approve Your Department s Marks (Approvers and Administrators only) Approving Marks Click on the MARKS APPROVAL and are the Chair or designated approver for your department - You will see all of the courses that are ready for your approval (once grades have been submitted by the course instructor). You will also see all of the courses that you have already approved/denied. and are a departmental administrator You will see everything that the Chair will see. and are an instructor -- You should not even see this tab unless you are also a designated approver for your department. On this page, you will see not only the marks that are awaiting the Chair s approval. You will also see the marks that have already been approved/denied. 1. To check and approve or deny new marks submissions by instructors, click on the Mark Approvals tab. A screen opens showing all new mark submissions and a history of all the submissions approved by or denied by the Chair. 10

11 2. In order to approve the marks for a course, you must click on the REVIEW FOR APPROVAL button. This screen will appear: This screen gives you the following information about the course: Course code and term Marks distribution (both individual marks and category of marks) Instructor Course average Number of students in course Who submitted the marks Any instructor comments 11

12 3. You must then go in and approve/deny the marks by hitting the appropriate radio button. You may also add your own comments, which will be sent back to the instructor via . You must then click on the SUBMIT button. NOTE: If you have multiple courses to approve, you can click on the SUBMIT AND GO TO button after you have selected the next course in the dropdown box to the right of that button. It will automatically submit the marks for that course and will take you to the next course that you need to approve. 12

13 4. If you wish to print a copy or save a copy (.pdf format) of the approved marks, you can also do that under the Marks Approvals tab. Simply click on the DETAILS button to the right of the course you wish to print/save a copy. A new window will appear with all of the grade details. Click on the PRINT button and or PDF button at the top of the window. Approving Amendments Chairs do not create amendments, they only approve or deny amendments submitted by instructors. For each amendment submitted by instructors, Chairs receive a Review for Approval request under the Amendment Approvals tab as well as an alert. 1. To view any pending amendments and approve or deny them, click on the Amendment Approvals tab. A screen opens with all the amendments that require the Chair review and approval and a historical list of amendments that have either been approved or denied. 2. In the List of submitted amendments to be approved, click on the Review for Approval button for a course. A detailed screen opens with the course details, instructor information, reason for submitting the amendment and the particular changes made that include the student's previous and new mark. 13

14 3. Select either Approved or Denied and enter an associated comment (comments are optional), then click Submit. The amendment request is removed from the List of submitted amendments to be approved and placed in the List of APPROVED/DENIED amendments. Click on the Details button to view the details of the approved (or denied) amendment. If you have finished using the e-marks system, don t forget to LOGOUT. You can do that by clicking on the word LOGOUT found in the upper right-hand corner of the screen. 14