How do I post official midterm or end-of-term grades?

To post midterm or end-of-term grades you’ll need to have access to both Sakai and My.JohnsonU.edu.  Both sites use the same set of credentials to login. The easiest way is to pull up your course in Sakai, and then open up a corresponding window for your course in My.JohnsonU.edu in a separate window or tab and arrange the windows so you can see both on the same screen. Verify you’re looking at the same course on both sites and then enter your grades accordingly.

coursegradeentry

For Sakai:

  1. Login to Sakai
  2. Go to the course
  3. In the course click on Gradebook
  4. Click on Course Grades at the top
  5. You should see the course grades for all your students listed in alphabetical order by last name

jenzabarexportalgradeentrydropdownmenuFor My.JohnsonU.edu

  1. Open a new window, or simply click on the My.JohnsonU.edu link from the Get Help menu in Sakai
  2. Login to My.JohnsonU.edu
  3. Click on Faculty near the top
  4. Locate the course in the Course List area
  5. Under the Go Directly To column drop-down box, choose Grade Entry
  6. Use the drop down menu to select the appropriate grade for each student (who are listed in alphabetical order by last name
  7. Once done be sure to Save your entries

At this point you’ve recorded the grades and they are available for the Registrar to see. The timeframe for entering or changing official midterm or end-of-term grades is usually no more than 2 weeks prior to the official published date and the Registrar’s Office. If you don’t see any drop-down boxes to select student Grades in My.JohnsonU.edu for your course it’s likely the Registrar has yet to open up courses for grade entry.  Contact the Registrar for more information about when your course will be opened for grade entry.

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How are students added to my course roster in Sakai?

Summary

This article includes instructions on how to add students as participants to courses in Sakai.

Faculty instructors are responsible for adding students to their respective courses in Sakai.  After obtaining the official list from FacultyAccess a few days prior to the start of the course, place the student’s full johnsonu.edu email address into the Official Email Address or Username box of the Add Participants area of Site Info for the course in question; adding one entry per line, with no additional separator punctuation.

Add Students to Sakai Sites
Adding Students to Courses in Sakai

For courses with several students, copy the official list from FacultyAccess into Excel, and then re-copy only the email address column for pasting into the Official Email Address or Username box.  Once entered, be sure to assign participants an appropriate role and status. Do not use the “notify users of site availability via email”. Confirm the entries and roles and click Finish.

If a student has recently married or otherwise had their name changed, check directly with the registrar’s office for their new email address.

The video below also covers this process in further detail:

How do I communicate mid-term and final grades to the Registrar?

Summary

This article includes instructions on how to communicate mid-term and final grades to the Registrar.

Official grades are recorded and reported through the FacultyAccess system.  No connection between Sakai and FacultyAccess exists at this time, so faculty must finalize their grades in Sakai and then record those grades in FacultyAccess.

  1. In Sakai, go to the Gradebook for the course in question.
  2. Click Course Grades
  3. Sort the Student Name field (by clicking on the field heading) by last name to match the listing for the course in FacultyAccess
  4. Open a separate tab or browser window and login to FacultyAccess at www.johnsonu.edu/FAS

    Faculty Access
    Faculty Access Login Screen
  5. Using the menu options at the top, navigate to the term and course in question. Hover over Available Options and choose Faculty Menu.
  6. Next hover over the new Administrative menu option and select Grade Entry.
  7. Choose from the list of termcodes and click Go!
  8. Choose from the list of available courses and click Go!
  9. Finally, enter the appropriate grades and click Submit.

If you are unable to login to FacultyAccess, grades can be communicated by contacting the Registrar directly.

Sharing Grades with Students

Summary

The Gradebook allows you to control whether or not students can see individual Gradebook items, as well as cumulative course grades. This article shows you how to make grades available to students.

Displaying Individual Gradebook Items to Students

Step 1: From the menubar, click Gradebook.

Step 2: At the top, click Gradebook Setup.

Step 3: Under Gradebook Items Display, check the box next to Display released Gradebook Items to students, and then click Save  Changes.

Step 4: Gradebook items will be visible to students when you release them. To release an individual Gradebook item, when creating or editing the item, check Release this item to Students. (If you check this box before entering grades, grades will be visible to students when you enter them and click Save Changes.)

Step 5: If you leave the Include this item in course grade calculations box unchecked while creating or editing the item, students will see their grades for that item in parentheses to indicate that it is excluded from the course grade.

Displaying Course Grades to Students

By default course grades are not displayed to students. Do the following to display course grades to students:

Step 1: From the menubar, click Gradebook.

Step 2: At the top, click Course Grade Options.

Step 3: Under Grade Display, check the box next to Display course grade to students now, and then click Save.

The course grade will be visible to students. To specify that a Gradebook item should be counted toward the course grade, you need to check Include this item in course grade calculations when creating the item.

Leverage the Gradebook Tool

Sakai can calculate and store grade information and distribute it to students online using the Gradebook tool. This tool is very flexible and allows instructors to:

  • Autocalculate course grades, with the ability to override any course grade.
  • Create categories to organize items and allow for weighting of grades.
  • Enter, view, edit, and release to students scores, grades, and comments.
  • Transmit scores to the Gradebook from other tools, such as Quiz & Survey, Assignments, or Forums, thereby creating a corresponding item in the Gradebook and recording student scores.
  • Export scores and grades to Excel (.csv) and use this file to import grades to E-Grades.
  • Import item scores from spreadsheet (.csv) files.

My Roster is Empty!

sakairostertoolempty“I don’t understand, classes have started, and yet when I go to Sakai and add my Roster, it says there’s no students in the class! How do I see my students in Sakai – can they see the course in Sakai?”

Two Things:

  1. Access to official class registrants is made available to faculty by way of the Faculty Access System (http://www.johnsonu.edu/FAS).  Most faculty know that FAS provides a means to report mid-term and final course grades to the registrar – from both on and off campus.  It also provides course roster information, – but not directly to Sakai.
  2. Sakai has a Roster tool, which when added will permit you to see a simple listing of those participants you have added to the course – along with their picture – if the student has added one in their Sakai Profile (My Workspace>Profile).

To Add Participants to a Course – Start with FAS

  1. Login to FAS with your flast userid
  2. Go to Available Options>Faculty Menu
  3. Next go to Administrative>Course Roster
  4. Next select the term, then click Go!
  5. In the listing of available courses, select the course and click Go!
  6. The listing will appear with StudentID, Fullname and Email Address
  7. Use the Email Address Column for giving students access to course content in Sakai.

To Add Participants to a Course – Sakai Second

  1. In Sakai, go to the course you want add students to
  2. Go to Site Info
  3. In Site Info, click Add Participants
  4. Next, enter the JohnsonU.edu email addresses of all the students in your course – provided to you via FAS

Do I have to type all these email addresses in?

Not at all – you can copy and paste from FAS to Sakai. The one limitation is that when copying from FAS – you get to much information – student ID number, whole first name and the email address.

To copy and paste several students into the course at once, copy the listing from FAS into Excel.  Highlight from the 1. down to the last student entry:

FAS Course Roster Listing
FAS Course Roster Listing

Next, paste the contents into Excel:

pasteintoexcelfromfastogotosakairostersiteinfo

Now do a second copy and paste – this time from Excel to the Add Participants box (in red below) in Sakai (Course>Site Info>Add Participants), only this time copy just the email addresses from Excel. You can just select the email column if you like and copy it.

pasteintoparticipantslistofsakaifromexcel

Click through the last steps of adding participants – assigning roles, notification and Finishing. Now, as long as your course is published (Site Info>Manage Access>Publish Site), students will be able to see the course in Sakai

NOTES: If you get an error message about a participant not being a valid username, it’s possible the student has had their name changed recently, so check directly with the Registrar.

participantsdontexistsakairejectsthemerrormessage

Post your official grades to FacultyAccess

  1. Once you’ve got your final course letter grades, click on over to Faculty Access (also available from off-campus) and login with your credentials.
  2. Under the “Available Options” tab> click Faculty Menu
  3. Next, under “Administrative” tab> click Grade entry
  4. Next select the term code and specific course.
  5. Click Go.
  6. Enter the Course Grades (letter)

At the bottom of the page, choose YES if you’re completely done entering grades for that course. Choose NO if you still need to come back to the course to add additional grades or adjust a student’s final letter grade before the grade submission deadline.