Friday, November 25, 2011

Electronic grade submission coming

The university is implementing an electronic method for instructors, departments and faculties to enter, submit and approve final grade information for students. This will replace the manual process that is currently in place. This is not an optional change. All instructors, departments and faculties are expected to start using this automated process starting during the Winter 2012 term.

When the new functionality is in place, instructors will be able to enter final grades using one of the following methods:
  • Download an electronic grade roster in a spreadsheet format from Instructor Self-Service in Bear Tracks, enter the final grade information, and then upload this as a spreadsheet file or .CSV format into Instructor Self-Service;
  • Download a spreadsheet from a Learning Management system with final grades assigned, and then upload this spreadsheet file or .CSV format into Instructor Self-Service; or,
  • Enter final grades directly in Instructor Self-Service.
The major benefit of the new functionality is to introduce efficiency by eliminating manual processes. Other benefits include:
  • Department and Associate Chairs will be able to approve grades anytime, anyplace;
  • Elimination of transcription errors;
  • A simpler, more transparent process for entering grades;
  • Automatic generation of grading histograms; and
  • Potential for earlier availability of grades to students. 
The roll-out target is to deploy the new system for early March in time for the submission of Winter 2012 grades. Any final grades processed prior to the “go live” date will use the existing paper processes. The “go live” date will be determined in January.

The project team, working group and oversight committee for this project have representatives from numerous faculties and departments, the Office of the Registrar, the Office of the Vice Provost and Associate Vice-President (Information Technology), and Administrative Information Systems.

An overview of the new grades process is available at (see Current AIS Projects - Grades Presentation). If you have any questions regarding this project, please contact Barry Scott (AIS Project Manager) at barry.scott(at) or 492-2815.

Thank you,
Jonathan Schaeffer, Vice-Provost & AVP Information Technology
Gerry Kendal, Vice-Provost & University Registrar


  1. I've looked through the Grades presentation and have a question for you.

    Will this new grade submission be just for the final grade the student receives at the end of the term, or will all grades throughout the term (e.g., for minor quizzes and major papers) have to be kept this way?


  2. We checked with Barry Scott and he said only final grades. The team is developing some FAQs. We'll let everyone know when those are posted.

  3. As the main person who has to transcribe the final marks to the grade report forms for my entire department, I can't tell you how relieved I am that this is finally moving ahead. It will free up an unbelievable amount of time for our staff, and students will definitely get their marks back much more quickly.


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