University of Southern California. GRS For Instructors Submitting Final Grades

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1 University of Southern California GRS For Instructors Submitting Final Grades About GRS... 1 Accessing GRS... 1 Getting Help... 1 THE GRS MAIN MENU... 2 OVERVIEW OF THE GRS GRADING PROCESS... 3 Overview of the Grade Submission Process... 3 Roles... 3 Phase 1 Grade Input: (Typing into GRS or Uploading From Excel)... 4 Phase 2: Instructor Submits Grades (to Approver or to SIS)... 4 Phase 3: Submitting To SIS (Schools with Approvers Only)... 4 If the Approver Rejects Your Submission... 4 If the Approver Accepts your Submission... 4 About GRS The online Grading and Roster System (GRS) allows instructors to input mid-term and final course grades electronically, eliminating the need for paper submissions. Final grades will be routed into the USC Student Information System (SIS). GRS also incorporates the old Roster system which allows instructors to students in a class individually or in mass, view student information, download student information into Excel, and learn student names using flash cards. Accessing GRS GRS is web based. You can access it at the following address: or though the MyUSC portal ( within the Faculty and Staff Links area. Your login is your USC username and password (i.e. same as Blackboard). Select Grading and Rosters for Instructors Getting Help For login or access assistance, please contact consult@usc.edu or (213)

2 THE GRS MAIN MENU Once logged into GRS, you will see a window similar to the one shown below listing the courses you are teaching in the current semester. You can access the different components as shown below. Semester Click the semester you wish to access. GRS Function Click the function you wish to use to the right of the course you wish to affect. Class Roster Use this area to view student data (name, image, degree objective, major, class level, and USC ID) in tabular format, learn student names using Flash Cards, or send an individual student an . Students Use this area to send an to all students in the selected course using your default Grade Students Use this area to submit midterm and final semester student grades.

3 OVERVIEW OF THE GRS GRADING PROCESS An overview of the grade submission process is shown below. Because some schools allow instructors to submit grades directly to SIS while other schools require an intermediary Approver, there are two separate process flows. Overview of the Grade Submission Process The process of inputting, submitting, and approving student grades flows as shown below. Grade Input: Instructors (or their designated Grader) input the midterm or final grades into GRS during the designated grading period. Submit for Approval Instructors submit their grades to the Approver. No changes can be made to the gradesheet while the approver has it. Approved Rejected Make Requested Changes Approved If the gradesheet is approved, the instructor will get an and they can now submit grades to SIS. Rejected If the gradesheet is rejected, the instructor gets an and they must make the requested changes then resubmit to the approver. Submit To SIS: Instructor submits the gradesheet. Final Grades are sent to SIS. Midterm grades are routed to the appropriate department. After submission, the GRS status indicator will change. Approver Submission: This process is present only if a school uses Approvers. For schools without Approvers, grades are sent directly to SIS. As you progress through GRS, the status indicator and progress bar will indicate where you are in the process. The progress menu for each process type is shown to the right. School Does Not Use Approvers School Uses Approvers Roles The features a user can access in GRS depend upon their assigned role. To assign or change rolls in GRS, contact your department coordinator. Instructor Instructors can view all information in GRS, input final grades, submit them to the approver, and once approved, submit them to SIS. Grader - Graders can view all information in GRS and input grades for the courses they have been given access to but not submit them to the approver or to SIS. TA Approver - Teaching Assistants can view all information in GRS but not input or submit grades. If a school uses approvers, it will be this person s responsibility to approve or reject a course s grades before the instructor can submit them to SIS. The instructor first submits the grades to the approver; once approved, the instructor can submit the grades to SIS.

4 Phase 1 Grade Input: Only the instructor or their designated grader can assign student grades by using the assign grades drop down menus in GRS. Steps to Enter Grades: 1. Click the semester you wish to enter grades for. 2. Click the Grade Students link in the same row as the section you wish to input grades for. A screen similar to the one shown below and on the next page appears. This area contains general course and grading information. Progress Bar The progress bar indicates where you currently are in the overall process. Note that this is a progress bar for schools that don t use approvers. If your school uses approvers then it will contain more sections. Status Indicator This indicates the current GRS grading stage. For example, Grading, Sent to Approver, Rejected, Approved, etc. Save Saves input for the current page. Save and Continue Saves input for the current page and then displays the next page. Cancel Goes to the main menu without saving. Print View Formats the screen for printing. You cannot enter grades in Print View. Submit Grades Sends the grades to SIS. If your school uses approvers, you will have the button below. 3. Use the options on the Include bar to specify your viewing options then click View. * Submit Grades to Approver

5 4. Click the Final Grade drop down to assign each student on the page their grade. 5. Certain grades make the Final comment drop down appear. You must specify a Final Comment when this occurs. Note the list will update to correspond with the grade you have chosen. Save Saves the current page and remains on the current page. 6. Click Save and Continue to save and go to the next page. 7. Once you have input all grades for the section, click Save and proceed to Phase 2 on the next page. Cancel Goes to the main menu without saving. Print View Formats the screen for printing. You cannot enter grades in Submit Grades Sends the grades to SIS. If your school uses approvers, you will have the button When present, these take you to another page without saving.

6 Phase 2: Instructor Submits Grades (to Approver or to SIS) Once ALL of the grades have been input, only the instructor can submit them. The instructor must complete the steps in this section regardless of whether or not your school uses Approvers. Schools Not Using Approvers - For schools that do not require Approvers, following the steps in this section will send the section s grades directly to SIS and will complete the grading process for this particular section. Do not go on to Phase 3. Schools Using Approvers If your school uses Approvers, following the steps in this section will submit the section s grades to the Approver. Once the Approver approves your submission, you will go on to Phase If it isn t already open, open up the gradesheet for the section you wish to submit. (See steps 1-2 in the previous section if necessary.) 2. Click the Submit Grades or Submit Grades to Approver button depending upon your school s process. or 3. You will get a pop-up message about saving your work. If you already saved, click OK ; otherwise, click Cancel and then Save before proceeding with this step. IMPORTANT!!! Once you submit grades to SIS, you cannot use GRS to go back and make changes! Please contact the Grades department at x05586 to request resubmission. 4. GRS will display the grades you entered. Click Confirm to submit them or Cancel if you need to go back and make changes. 5. At the Confirm pop-up message, click OK to confirm again. Schools Not Using Approvers You re Done! If your school does not use Approvers, you have completed the work required of you to submit your grades to SIS for the section. Your GRS grading indicator should resemble the image shown to the right. Schools Using Approvers Continue to Phase 3 If your school does use Approvers, you must wait until the Approver accepts or rejects your grade submission to take further action. Your Status indicator and progress bar will resemble the image below. See Phase 3 for the steps will need to take next.

7 Phase 3: Submitting To SIS (Schools with Approvers Only) If your school utilizes Approvers, you must complete Phase 3. In this phase, the approver has either rejected or accepted your submission. If your school does not use approvers, then you were done in Phase 2 and can ignore this phase. If the Approver Rejects Your Submission If the Approver rejects your submission, complete the steps in this section. If your submission was approved, go to the next page for instructions on how to submit to SIS. Should the Approver reject the grade sheet, the instructor will receive an and the Status box and Progress bar for the section in GRS will resemble the image below. The Status box indicates why the grades were rejected. The instructor will need to make the required changes and then resubmit the grades to the Approver. Once reapproved, the instructor must then submit to SIS. To resubmit grades to the Approver, follow the steps below. 1. Login to GRS and then click the semester containing the section to be affected. 2. Click the Grade Students link for the section you wish to edit. 3. Make the changes indicated by the Approver. 4. After making changes on a page, be sure to click the Save or Save and Continue button before going to another page or submitting the grades or you will lose your unsaved work. 5. When you are ready to resubmit for approval, click the Submit Grades to Approver button. 6. Click OK, then Confirm, then OK again to send the grades to the Approver. 7. You must now wait for the Approver to reexamine your grades and hopefully approve them. Once the Approver has approved your grades, follow the steps on the next page to submit them to SIS.

8 If the Approver Accepts your Submission If your school utilizes an Approver and they have approved your gradesheet, you will receive an . You may then go into GRS and submit your gradesheet to SIS. Note that if you change any grades at this point, you will have to resubmit them to the Approver again. 1. Login to GRS and then click the semester containing the section to be affected. 2. Click the Grade Students link for the section you wish to edit. 3. To submit the grades to SIS, click Submit Grades. Make Changes Note that you can still change grades at this point but you will need to resubmit them to the Approver. 4. At the warning about saving your changes, click OK. (Unless of course you haven t saved.) 5. Click the Confirm button to finalize the submission to SIS. 6. Click OK to confirm again. The Section is Done! This completes the submission process for this section as indicated by the Status indicator and Progress bar.