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Midterm and Final Grading Setup Instructions

Instructions to review and prepare courses for midterm and final grading.

Overview

This document provides instructions for Curricular Representatives on how to review and prepare courses for both midterm and final grading. For additional details about association setup, see SIS/Building Your Schedule of Classes - Class Associations

Table of Contents

Reviewing your Courses for Midterm and Final Grading 

Grade roster access is coded using the Access field on the Meetings page of Maintain Schedule of Classes, under the Instructors for a Meeting Pattern section. Combined section updates should be made on the Schedule Class Meetings page. Combined section updates should be handled by the primary department only.

Access options:

  • Approve: Instructor can input and submit midterm grades.
  • Grade: Instructor can input midterm grades. (This is sufficient for midterm grading). 
  • No Access: Instructor cannot access the grade roster.

The default access value for instructors when they are entered in SIS on a course section is Approve. An instructor who should NOT have access to enter grades should be set to "No Access." Review your current course setups and update as necessary. For each course section listed on the accompanying report(s), first determine whether it involves a non-9999 or a 9999 enrollment package and then refer to the corresponding instructions below. 

Important Notes Regarding Midterm Grading

  1. If a section does not have an instructor, it cannot be graded and will not appear on the grading report(s). Enter instructor information as soon as possible so midterm grading can occur. 
  2. Midterm grading reports only show classes with first-year students enrolled. When an instructor enters midterm grades in MyUW, they will only see first-year students on the grade roster.
  3. A Control List will be available for use in SIS to monitor midterm grading. The instructor name listed for each course section the the Control List is taking from the Course Administrator field on the Basic Data tab in Maintain Schedule of Classes. If no instructor is listed, or if the instructor listed is not correct, the Course Administrator field may need to be updated with another instructor as long as that instructor appears on the Meetings page for the section and is set to "Approve." 
  4. Canvas grade entry will NOT work for midterm grade reporting.

Non-9999 Course Section Setups

If a course section is not part of 9999 setup, simply check the Grade Access for eGrading report to be sure that at least one instructor's grade roster access is set to Approve (A) for each graded section. Any instructors who should not be able to enter grades must be set to No Access (N). The image below is from a Grade Access report which is generated by Curricular Services and posted for Curricular Representatives to review. 

non9999 grade report

In the example above, the instructor whose grade roster access is set to Approve (A) will be able to enter and submit grades for any/all sections. The instructors whose access is set to No Access will not have access to the grade rosters for their sections. 

9999 Course Section Setups 

These are courses that consist of a lecture and several associated discussions and/or labs. The lecture will have an associated value of 9999 and will not be the graded component of the course. The graded components of the course will be the associated discussions or labs.
If the instructors of the graded sections (discussions or labs) will be entering grades, at least one instructor per section should be set to Approve. 
If the instructor of the 9999 lecture will be entering grades for all of the associated sections, their access should be set to Approve on the Meetings page of the lecture, and they should be entered as the course administrator on the Basic Data page of the lecture. Then, they will be able to access the associated grade rosters and enter grades. In addition, they will have access to a packaged grade roster, containing all of the First Year students in the lecture. If there are auto enrolls on the class, they will only see the grade rosters for the sections that auto enroll into their lecture. If there are no auto enrolls, they will see grade rosters for all of the associated discussions or labs with First Year Students enrolled. 

Example of 9999 Lectures with Auto Enrolls

grading access with auto enroll
In the example above, the auto enrolls are set so that Professor Grey will be able to enter grades and submit the grade rosters for discussions 301 and 302, and Assistant Professor Baggins will be able to grade and submit the grade rosters for discussions 303 and 304. In addition, Professor Grey and Assistant Professor Baggins will each have access to a packaged roster containing only the students enrolled in each of their lectures. The TAs in this example are also able to enter grades and submit the grade rosters for their sections. 

Example of 9999 without Auto Enrolls

grading examples no auto enroll
In this second example, Professor Dodger and Lecturer Maylie will each have access to a packaged roster containing only the students enrolled in each of their lectures. They will also have access to individual grade rosters for each of the discussions. The grade access for TA Claypole is set to No Access, so they will not be able to see their grade roster. The other TAs are set to Grade, and they can enter grades for their sections, but not submit them. 

Keywords:
registrar, Office of the Registrar, RO, enroll 
Doc ID:
133202
Owned by:
Kate K. in Office of the Registrar
Created:
2023-12-05
Updated:
2024-08-02
Sites:
Office of the Registrar