SOLAR GRADE ROSTER UPLOAD - QUICK GUIDE
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1 SOLAR GRADE ROSTER UPLOAD - QUICK GUIDE INTRODUCTION Grades that are downloaded from a PC as a.csv (comma delimited) or.txt (tab delimited) file can be imported into the SOLAR grade roster. Mac users must download their file as a Windows Comma Separated (.csv) file. This eliminates the need to re-key the information into SOLAR but requires you as the instructor to upload the file manually. This guide walks you through the process. Important Note: If the class in question is a supervision class, only approvers for the supervision class will be able to use this feature. STEP 1 PREPARING THE FILE The downloaded file must have the following characteristics or you will receive errors and/or not be able to import the data into SOLAR: If you are a Mac user, a CSV file type of Windows Comma Separated (.csv) should be selected when saving your spreadsheet. Do a save as and select Windows Comma Separated (.csv) so that the file will upload properly. PC users can select csv (comma delimited) or txt (tab delimited). Grade files must be saved with a file name of 60 characters or less. If the file name is too long, rename the file before uploading. The data in the file cannot contain special characters (commas, periods, apostrophes, etc. Anything other than + or - signs). For example, if the student s name is Da Costa, it must be listed in the file without the apostrophe for the file to load properly. The file must contain VALID SOLAR grades (no blanks, special characters or number values) and currently enrolled students only. If the data is different than what SOLAR has or can accept, then the file needs to be corrected before importing it into SOLAR or you will receive errors. All columns in the file must have a column header. If no column header exists, the first student becomes the header which will produce an error. Import file can have any number of columns in any order, but the required fields (student ID and grade) must be somewhere in the first twentyone columns A letter grade for a CR/NC class will be converted to the appropriate CR/NC grade. SOLAR Grade Roster Upload Page 1 of 6
2 STEP 2 - IMPORTING THE GRADES INTO THE SOLAR GRADE ROSTER When the file is ready to be uploaded to SOLAR: 1. Log in to the mynorthridge portal. 2. From the Student Administration pagelet, select Faculty Center. 3. Select the Grade Roster icon for the class you want to enter grades for. 4. The Grade Roster page displays. Verify that the Approval Status is set to Not Approved. 5. To import the grades from an existing file, select the Import Grade from File link. 6. The Grade Import - Instructions page displays. Review the required steps, prepare the import file according to the specifications below and be sure that the file name is 60 characters or less. SOLAR Grade Roster Upload Page 2 of 6
3 7. When the file is ready to be imported, select the Next button. 8. Select a file delimiter from the dropdown. In this example, we are using Comma because our file is in a comma delimited format. a. Comma b. Tab 9. Select the Get File button. 10. The File Attachment window displays. Select the Choose File button to search for your file. 11. After selecting the file, select the Upload button. 12. The Grade Import Column Mapping page displays. The information you see in the Column Description section is directly taken from the file itself. In this example, column #3 is called ID NUMBER but it needs to be changed to Student ID in order for the data to be imported correctly into the SOLAR grade roster. The COURSE TITLE (REAL) column needs to be changed to Grade because this is the column that represents the grade given. To make these changes, select the appropriate value from the dropdown menu for each field. SOLAR Grade Roster Upload Page 3 of 6
4 13. Once these selections are made, select the Next button. 14. The Grade Import Grades page displays. Review the imported information. If correct, select the Submit button to submit the information to the SOLAR grade roster. Important Note: If you receive an error, the file must be corrected before importing it into SOLAR. Please review the IF YOU RECEIVE AN ERROR section of this guide for more information. Use the Previous button to go back to the upload step and re-upload a corrected file. 15. If the file is submitted without errors, the Submit button will be grayed out. Select the Return to Grade Roster link to return to your SOLAR grade roster. SOLAR Grade Roster Upload Page 4 of 6
5 16. The SOLAR Grade Roster displays. 17. Review grades for accuracy. Make changes as needed. 18. Select the SAVE button to save the grades. 19. If you are an approver and the grades are ready to be approved, select Approved from the Approval Status dropdown. 20. Select the save button to complete the approval process. SOLAR Grade Roster Upload Page 5 of 6
6 IF YOU RECEIVE AN ERROR If there is a problem with one or more of the grades or students being uploaded, the problem is flagged and those grades are not uploaded to SOLAR. The errors need to be corrected in the source file and uploaded again. The second upload will not override what has already been uploaded to the grade roster. Errors you might receive: Error Invalid grade for this student. Student not found in roster. Roster already has a grade. MAP.ORDER_NUM failed Definition / Action The grade noted in the file is not a grade that is used in SOLAR. Correct the grade in the file manually and re-upload the file. According to SOLAR, the file includes a student who is no longer enrolled in the class. The file data must match what s in SOLAR. Delete the student from the file and re-upload the file. There is already a grade entered in SOLAR for the student and it s different from the grade noted in the file you are uploading. Correct the file and re-upload or correct the grade in SOLAR so the two match. This indicates a problem with the file mapping. Make sure the file is.csv comma delimited or.txt tab delimited if you are using a PC. Mac users may have to save their file as Windows Comma Separated. If your file does not work, do a save as and select the correct file type when saving the file. NEED HELP? Contact the IT Help Center by phone ( ), online at ( or in person in (Oviatt Library, First Floor, Learning Commons). SOLAR Grade Roster Upload Page 6 of 6
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