Frequently Asked Questions

The Faculty and Advising Center is a centralized location to view advisees and release advising holds, view class lists, view DARS reports, and enter grades.

Below you will find a list of frequently asked questions. If you have additional questions or feedback regarding this system, please contact the Office of the University Registrar, at registrar@ohio.edu or 740.593.4191.

General • What is the Faculty & Advising Center? • What can I find in the Faculty & Advising Center? • I do not remember my OHIO ID or password. What do I do now? • The Faculty & Advising Center is not responding (it just "spins"). What can I do?
Advising Center • What information about my advisees does the Advisee List display? • What is a priority registration advising hold? • How do I find the students that need to have their priority registration advising holds released? • How do I release a priority registration advising hold? • Can I release multiple holds at once? • Can I email a single advisee? How about multiple advisees? • How can I view my advisees' DARS reports? • There are other holds on my advisee's account. What are these and can I release them? • Can I export any data? • Can I see photos of my advisees? • Which browser should I use? • Why are students on my list without enrollment appointments? • Why does the same student appear on my list more than once? • What does relationship mean? • How current is the information? • There are no students showing on my advisee list. What can I do? • What do the icons mean on my advisee list? • I want to contact my advisees, but only the ones enrolled this semester. How can I do that? • What are advising notes? • What students are included on my advisee list?
Class Lists and Grading Questions • What if I log into the system and my class is not listed? • What if I teach classes on more than one campus? • I teach a large class. Do I have to turn in all the grades at the same time? • If there is more than one instructor of record for a course, does each one have authority for grade entry? • What do the icons mean on the class list and online grading pages? • How do I add individual grades? • Will I see the eligible grades for the students in my classes? • What happens with W grades? • Why are some of my grades already completed on my roster and I can't change them? • Once the grades have been submitted, can I make changes online? • Is it possible to see only the classes for which I need to submit grades? • Is it possible to see only the students for whom I have not recorded any grades? • Can I get a printout after I enter the grades? • Can I enter grades from my computer at home? • What are the browser requirements for using the online grading system? • If I complete only some of the grade roster, will the system automatically save my submissions? • When is the class list/grade roster generated? • Can I see photos of my enrolled students? • What if a student does not appear on the class list/grade roster? • What if a student on the class list/grade roster has never attended the class or turned in any work? • How do I find the date a student withdrew? • Is a signature required for each grade roster? • Will the system permit me to enter grades after the grading deadline has passed? • How do I upload a grade file that I have already created? • When are final grades due to the Office of the University Registrar? • Why are grades due so soon after the end of the term? • When will the students' final grades be posted? • Why do I have to submit my grades online? • When do students get notified of their grades? • Why do I Save Grades and Submit Grades?

What is the Faculty & Advising Center?

The center is an online resource for faculty and advisors of students to get access to various services for advising and assisting students. Currently, advisee lists and class lists are available through the Faculty & Advising Center. In addition, during appropriate times faculty may enter students' final grades into their class lists.

Also, the center allows students to access their DARS reports and view their completed TDCPs.

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What can I find in the Faculty & Advising Center?

This depends on your role in reference to students. The number and types of students you can view will depend on the nature of your advising, be it as faculty, professional advisor, advising coordinator, or otherwise. Faculty will have access to class lists and the ability to submit final grades.

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I do not remember my OHIO ID or password. What do I do now?

Because the Faculty & Advising Center requires your OHIO ID and password, you must contact OIT for assistance with either your OHIO ID or password. The Registrar's Office does not have access to OHIO password information. More information on your OHIO ID and password can be found at the following website: http://www.ohio.edu/oit/services/myaccount.cfm. To speak with a representative from OIT, call 740.593.1222.

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The Faculty & Advising Center is not responding (it just "spins"). What can I do?

When trying to view various pages in the Faculty & Advising Center, occasionally your browser cache will prevent it from displaying properly. There are a couple methods for fixing this problem, listed below.

You can bypass your browser's cache one single page at a time:

Likewise, you can clear your entire browser's cache:

What information about my advisees does the Advisee List display?

The advisee list has two basic views: simple and detailed. In the simple view, students are listed as simple table rows with columns including name, PID, academic level, college, major/minor/certificate, campus, enrollment appointment time, and a description of your relationship to that student. Clicking the magnifying glass icon will display more detailed information about the student, including photo, preferred name (if any), major catalog year, academic probation status (if any), GPA, email address, hours attempted/earned (quarter and semester, if applicable), last term enrolled, phone number, academic career (undergraduate, graduate, or medical), term of graduation, applied for graduation term, and name and email address of the student's advisor(s).

There are also several icons that could appear next to each student. See below for an explanation of each icon.

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What is a priority registration advising hold?

A priority registration advising hold prevents undergraduate students from performing self-service registration, allowing the advisor to require the student meet with him or her prior to registering. The hold can be released through the Faculty & Advising Center, which will immediately clear the student to register at or after his or her enrollment appointment time, assuming there are no other holds on the student's account that prevent registration.

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How do I find the students that need to have their priority registration advising holds released?

The lock icon indicates a student has a priority registration advising hold. To see only the students who still have advising holds, set the "Hold Released" drop-down box to "Not Released." The screen will be refreshed automatically. Please note this might take a few seconds, but you do not need to refresh the screen. Likewise, choosing "Released" will filter to those for whom the holds have already been released.

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How do I release a priority registration advising hold?

A lock icon signifies a priority registration advising hold. Click the lock to release the priority registration advising hold for the student. The lock will not display for students who do not have a priority registration advising hold or for those students for whom you have just released their hold. You can also check the boxes next to several students and use the "release advising holds" button to release multiple holds at once.

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Can I release multiple holds at once?

Yes. By checking the boxes on the far left of the advisee list and choosing Release Advising Holds button below the list, the holds on all selected students will be released. By clicking Check All Showing every student in the current view will be checked. To see how many are in your current view, look just below the advising list to the left to find the "Showing X to Y of Z entries." Also, note that if you attempt to check multiple students on one page and then travel to the next advisees in your list (hitting Next or Previous, for example), your previously checked advisees will be unchecked.

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Can I email a single advisee? How about multiple advisees?

To email one or more advisees simply check the box just as you would to release multiple holds and choose the Email Selected Students button just below the advisee list. On the following page you have the option to add To, CC or BCC addresses at will. Likewise, you may change the subject of the email from the default message to one of your choosing. Multiple attachments can also be made. The email addresses of students you have added to the email list will be displayed on the left. Clicking one of these will allow you to email that student directly using your chosen email client.

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How can I view my advisees' DARS reports?

DARS reports can be accessed for individual advisees by clicking on the icon located to the left of the student's name. This will direct you to a page allowing you to view all the student's DARS reports.

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There are other holds on my advisee's account. What are these and can I release them?

Students might have registration holds other than priority registration advising holds. In the Faculty & Advising Center you are permitted to release the priority registration advising hold for your designated advisees. Clicking on the exclamation point icon will allow you to view a description of other holds (often including contact information), but you may not release them unless you have access to do so through PeopleSoft. Students should be instructed to visit their My OHIO Student Center for more information regarding how to rectify these holds, or you can provide them with the details of the holds.

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Can I export any data?

Exports can be made of advisee lists in both Excel and PDF formats. Note that checkboxes are not considered in the export function. Exporting to PDF or Excel generates a file for all currently filtered data. The checkboxes are used for sending emails and releasing holds.

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Can I see photos of my advisees?

Yes, photos are available by clicking on the magnifying glass icon .

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Which browser should I use?

Overall, most modern web browsers (Internet Explorer, Firefox, Safari, Chrome, etc.) will display the Faculty & Advising Center properly, although each browser might have slight variations in performance. Note that there is a known issue with the online grading application and Internet Explorer 8; please ensure your browser is updated.

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Why are students on my list without enrollment appointments?

Enrollment appointments appear on your advisee list if the student has an appointment for the upcoming registration semester (i.e., the student is intending to register for the upcoming semester). The student should contact the Office of the University Registrar if he/she does not have an appointment and is planning to attend next term, or if he/she believes the enrollment appointment time is incorrect.

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Why does the same student appear on my list more than once?

If you are a faculty advisor, it is possible that you are advising that student in more than one major, or both a major and a minor. Additionally, college/department/campus designees may see a student multiple times if they are pursuing multiple majors, minors, and/or certificates.

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What does relationship mean?

The relationship field displays your relationship to that student. If you are a CAP advisor for a student, the relationship field would display CAP. Likewise, if you are a college staff member, it would display the college code. You can use the drop-down menu at the top of the Relationship column to filter your list to only students with whom you have a particular relationship (i.e., filter out CAP or University College advisees to view only your academic advisees).

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How current is the information?

Most information in the advisee list is updated approximately every four hours. However, all hold information is real-time. This includes priority registration advising holds and other registration hold information.

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There are no students showing on my advisee list. What can I do?

First try to reset your filters. Click either the Reset button to the right of the advisee list (next to the Excel export button) or the smaller reset button at the bottom left of the advisee list. This will reset your view to default and display all advisees with whom you have a relationship. If this does not rectify the problem, try restarting your browser.

If the problem persists, please call 740.593.4182 or email registration@ohio.edu.

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What do the icons mean on my advisee list?

There are several possible icons that could show up next to each student on your advisee list. A brief description of each icon is available at the top of the advisee list page and also as hover hint text, but below are additional descriptions:

  • Click on the icon to view additional student information
  • : Indicates the student has a priority registration advising hold on his/her record. Click on the icon to release a priority registration advising hold.
  • Click on the icon to view a student's DARS report.
  • : Indicates the student has one or more additional holds on his/her record that will prevent registration. Click on the icon to view detailed information about the hold(s).
  • : Indicates the student completed a TDCP. Click on the icon to view the TDCP.
  • : Indicates the student did not complete a TDCP.
  • : Indicates the student is identified as being a part of a special population. Click on the icon to view the special population information. Currently, the following populations are identified:
  • First generation student: Any student who indicates on his/her admissions application that no parent
    or guardian has earned a college degree. Because this information is dependent on the admissions application
    the student completed, and when the application was completed, not all first generation students will be
    identified. For example, parent degree information was not always collected at the time of application to the
    University.

  • Athlete: The student is part of a Division I intercollegiate athletics team

  • Veterans benefits: The student is receiving veterans educational benefits. This may or may not
    mean the student is a veteran

  • : No advising notes currently exist for this student. Click this icon to add advising notes for this student. Please note that by adding an advising note in this system, the note becomes part of the student's official education record. It is viewable to any person who can view this student's information in this system (i.e., an advisor for another major can see your note, if the student changes majors, the note will stay wil the student, etc.), and the student may request to view these notes at any time. This should only be used for notes related to academic advising, and it is generally not appropriate to include references to things such as medical information.
  • : Indicates advising notes exist for this student. Click on the icon to view the advising notes or to add an additional academic advising note.


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I want to contact my advisees, but only the one enrolled this semester. How can I do that?

To see a list of advisees enrolled only for the current semester, you can use the Enrolled Term filter at the top of the advisees list. By selecting one of the terms in the list, you can filter your advisees to only those enrolled in the selected term.

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What are advising notes?

Advising notes are an optional way of tracking information about students' advising sessions. You can use advising notes to track things such as which elective you advised a student to take, what major(s) the student is considering, agreements you made about how the student will improve study techniques, etc.

Please note that by adding an advising note in this system, the note becomes part of the student's official education record. It is viewable to any person who can view this student's information in this system (i.e., an advisor for another major can see your note, if the student changes majors, the note will stay with the student, etc.), and the student may request to view these notes at any time. This should only be used for ntoes to academic advising, and it is generally not appropriate to include references to things such as medical information.

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What students are included on my advisee list?

Not all students you have ever advised are included on your advisee list. Only the most current students are on your list. That includes students who may enroll (i.e., are term activated in PeopleSoft) for the current term or any future terms, as well as any students who have applied for graduation (but for whom a confer/deny decision has not been recorded).

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What if when I log into the system and my class is not listed?

Class lists for individual instructors come from the current PeopleSoft system listing of instructors of record. If your class is not listed, then you are not listed as the instructor of record for the class. Contact your department/school office or regional campus to ask that they update the information in PeopleSoft. Once PeopleSoft is updated to reflect you as the instructor of record, the Faculty & Advising Center will update within approximately thirty minutes and you will be able to view your class list and/or proceed with entering your grades.

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What if I teach classes on more than one campus?

Once you log into the Faculty & Advising Center you will see a list of all of the classes that you are teaching for that semester regardless of the campus on which they are taught.

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I teach a large class. Do I have to turn in all the grades at the same time?

No. The online grading system allows you to assign grades to some students on your class list and then save the list to continue working on it at a later time up until the grade deadline. You may either enter and save some grades and return to finish entering missing grades or you may save and submit them as you enter the grades. Submitting grades will affect only students for whom you have entered a grade. If a student's grade was blank when you submitted, you may go back and enter the final grade online provided the grade deadline has not passed. Please note that once you submit grades you will not be able to change the grades submitted and you will need to use a Special Grade Report to change the grade regardless of the grade deadline. You will be permitted to enter grades for those students for whom you have not yet submitted grades, provided the grade deadline has not passed. Grades not submitted will result in a grade of "NR" being assigned, indicating no grade recorded. You will need to submit Special Grade Reports to change the NR grades to valid grades. Grades changes after submission will need to be done using Special Grade Report forms.

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If there is more than one instructor of record for a course, does each one have authority for grade entry?

Yes, anyone listed in PeopleSoft as an instructor of record has the authority to enter grades. Once the grade submission deadline has passed, however, grade changes must be made via the Special Grade Report form.

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What do the icons mean on the class list and online grading pages?

The magnifying glass allows the user to explore the given record in more detail. The ribbon depicts students with veterans educational benefits (may or may not be a veteran). The shield indicates the student has requested confidentiality. The thumbs up represents an enrollment that was performed using a class permission slip (clicking on the displays the reasons for the permission slip and clicking the displays an image of the class permission slip if one exists). The table add button allows for the insertion of a custom spreadsheet for the mass uploading of grades.

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How do I add individual grades?

First you will need to find the class for which you want to enter grades and then click on the people icon . After viewing the class list you can place letter grades in the empty fields in the "Grade" column. It is also possible to submit grades for multiple students or an entire class simultaneously. Instructions to do so can be found here.

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Will I see the eligible grades for the students in my classes?

All eligible grades for a particular class list appear in the expanded view on the class list and on the class list page in the header. The online grading system permits only eligible grades to be entered for students.

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What happens with W grades?

Any students who have withdrawn from your class will have a W grade in the "Grade" column on your class list. Grades of W require that you enter a P or an F after the W. An error message will appear if you do not assign a WP or WF grade for a withdrawn student.

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Why are some of my grades already completed on my roster and I can't change them?

Grades for students who are auditing ("AU" grade) will automatically be posted for the student. Most thesis (6950) and dissertation (8950) classes will be pre-populated with PR grades, which cannot be changed. Once the oral defense is completed and approved, registrar staff will change the PR grades to the grade indicated on the defense form. Please note there are a few 6950 and 8950 classes that will not have pre-populated PR grades and grades will need to be entered for these classes. Otherwise, once you have "submitted" the grades you will not be able to change the grades. After submission, please complete a Special Grade Report form to change grades as a result of a grade calculation error or grade entry error.

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Once the grades have been submitted, can I make changes online?

No. If you submitted a grade in error or discovered an error in calculating a student's grade after you submitted the grade, you must complete a Special Grade Report form to change the grade. You may save your grades and return to edit them at any time prior to your submission of the grades or the grade deadline, whichever comes first. It is suggested that you save often and double-check before submitting.

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Is it possible to see only the classes for which I need to submit grades?

Yes. When viewing your list of available classes, there is a Not Completely Graded checkbox just under the Check All Showing button. Check this box to filter and refresh your list to view classes only where one or more students are ungraded. This can be helpful at the end of the semester to double check that you have assigned grades for all students in your classes.

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Is it possible to see only the students for whom I have not recorded any grades?

Yes, this can be done after viewing the class list. On the class list/grading page, check the No Grade Assigned box below the Back to Classes button to see the list of students for that particular class that still lack grades or have been assigned invalid grades.

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Can I export/get a printout after I enter the grades?

Yes, this is available in a number of different forms both before and after grades are entered. When looking at a class list, you can export as an Excel file (the "Excel" button), a PDF that shows enrollment as a condensed list of students (the "PDF Listing" button), and a PDF that provides a much more detailed view of the enrolled students (the "PDF" button).

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Can I enter grades from my computer at home?

Yes, you can enter grades from any computer connected to the Internet. As with any online application, faster Internet connections will permit you to complete the grading process more quickly.

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What are the browser requirements for using the online grading system?

The online grading system works with current versions of most modern browsers like Firefox, Chrome and Internet Explorer (though there is a known issue with the online grading application and Internet Explorer 8 that will NOT allow you to enter grades; please ensure your browser is updated).

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If I complete only some of the grade roster, will the system automatically save my submissions?

No. You must save your work by clicking on the Save Grades button at the bottom of your class list. When you click on the Save Grades button, your grades will be saved in the online grading system, not on your computer. When you return to complete your grading or if something happens to break your connection to the online grading system, you can resume entering grades at the point of your last save. It is recommended that you use the Save Grades button regularly. You must submit your grades to finish the grade posting process.

If you have not used the application for 30 minutes, the online grading system will automatically log you out. If you are logged out and if you have not saved your grades, that information will be lost and must be re-entered.

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When is the class list/grade roster generated?

Your class list will be available for grade entry approximately one week prior to the term end date (semester closing date) or the day prior to the last day for classes that do not meet the full term.

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Can I see photos of my enrolled students?

Yes, click on the magnifying glass icon to view a photo.

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What if a student does not appear on the class list/grade roster?

Only students who have officially registered for the class will appear on your class list/grade roster. You are not able to add students to your class list/grade roster. The student must register for the class and be graded through the paper Special Grade Report process. Please refer students to their college or regional campus student services office to register for the class.

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What if a student on the class list/grade roster has never attended the class or turned in any work?

If a student appears on your class list/grade roster, but has neither completed any work for the class nor attended the class, the appropriate grade for this student is an "FN" (Failure, Never Attended). If a student appears on your class list/grade roster and stopped attending your class at some point in the term, the appropriate grade for this student is an "FS" (Failure, Stopped Attending). Grades of "FS" must include a stop-date, which is your best recollection of the last date they attended or participated in your class.

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How do I find the date a student withdrew?

To find the date of withdrawal click the magnifying glass to the left of the student's name. The withdraw date is listed as well as other student information.

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Is a signature required for each grade roster?

Given that you are required to authenticate using your OHIO ID and password, a written signature is not required for submitting grades. It is important that you do not share your OHIO ID and password with anyone to prevent unauthorized grade entry.

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Will the system permit me to enter grades after the grading deadline has passed?

No. Once the grading deadline has passed grades must be submitted to the Registrar's Office via a Special Grade Report. Note that the system automatically audits your submissions for eligible grades in reference to the grading basis for the class. For example, you are not permitted to enter a letter grade (A-F) for a class that only permits credit (CR) grades.

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How do I upload a grade file that I have already created?

This is done by copying and pasting a spreadsheet into the provided text box after choosing the Import/Load Grades button from the class list. The spreadsheet should contain a "PID" column, "Grade" column, and an "FS Stop Date" column, with the headers labeled as such and should contain students for the selected class only. The dates must be in "mm/dd/yyyy" format. That is a two-digit month, two-digit day, and four-digit year. Extra columns are permitted. More detailed instructions are displayed when clicking on the button to initiate the process.

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When are final grades due to the Office of the University Registrar?

Final grades are due at 12:00 noon on the Wednesday after the semester/session closing date.

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Why are grades due so soon after the end of the term?

Students are always anxious to find out their grades for courses. In addition, several important processes depend upon final grades. The effects of late grades can be very serious. Students can:

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When do students get notified of their grades?

Students may view their final grades in My OHIO Student Center. The final grade for each class will appear shortly after the submission of the grade or the day following the grade deadline, depending on the time of submission. Grades submitted before the end of the semester (i.e., for flexibly scheduled classes) will be available to students within 24 hours of being submitted.

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Why do I Save Grades and Submit Grades?

You should save your grades frequently by clicking the Save Grades button. After you enter the grades in the class list/grade roster they are not stored until you either Save Grades or Submit Grades. You should Save Grades if you plan to make edits to the grades later. You should Submit Grades after you have completed entering your grades for the class. Clicking Submit Grades will cause the grades to be posted to the students' permanent academic records and will be available for viewing by the student. Submitting grades will affect only students for whom you have entered a grade. If a student's grade was blank when you submitted, you may go back and enter the final grade online. After grades are submitted any changes must be processed using a Special Grade Report form.

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