Instructions for Using the New Online Grading System

Instructions for
Using the Intranet
(Online Grading System
Interface to PeopleSoft)

Table of Contents:
Click on the links below to jump direct to specific instructions for each topic.

Revised on: 05/27/2008

Introduction	Midterm Grades
Logging on to the Intranet	Final Grades
Accessing your Rosters	Incomplete Grades and In Progress Grades
Printing your Rosters	Positive Attendance
Saving the Roster to a File	Withdrawing Students from your class
Adding Students to Your Class	Problems?
Wait Lists	Information for Contacting Students
Permission Numbers	Providing Documentation of your Grades
What to do before Your Class Begins	Rosters from Previous Semesters
**Special New Instructions for those who teach Lecture/Lab classes
New: Browser Settings that Make it Easier to use the system
New: Special Requirement for F grades
New: Prerequisite Checking Tool on the Roster screens

Introduction:

Using the online grading system, instructors will be able to:

print out rosters that have been updated nightly,

get a list of the students on the waiting list to add the class,

get a list of the permission numbers to give to students who want to add the class,

drop students from the course,

enter final grades and positive attendance,

send an email to all their students in a a class,

get a list of student phone numbers,

access a list of students who have been given an Incomplete grade,

access rosters from previous semesters,

and much more.

Logging on to the Online Grading System:

Open your web browser (Internet Explorer or Netscape Navigator).
Put the following URL in the Address box of the browser: http://inside.losrios.edu

Is this the first time you have logged in?

Do you already have an account?

The first time you login from any of the college Intranet links,

you must authenticate yourself and
set a password.

If you have never logged in before,
click on the link below the login box,
after the question:
"Don't have an Intranet account yet?"
Create one here.

(The logo you see will be determined by the college from which you login.)

See the Problems? section below for help if you have trouble logging in.

Enter the required information:

your Employee ID#,
your Social Security #,
your birthday.

Click Next.

Choose your password.
(It must have at least 6 characters.)

When you create your account, be sure to choose a password that ONLY YOU will know to secure the confidentiality and security of the grade information in the system.
Do NOT give your password for this system to anyone else.

If you don't know your Employee ID#: Click on the link labeled (Forgot your EMPLID ? Get it here.)
Your Employee ID# can be found on your paycheck also.

Once your account is set up, use any of the college Intranet links to go to the Login screen.

Enter the user name of your college email address:
Your user name is the beginning part of your email address. Typically, this is the first six letters of your last name followed by the your first initial. If there is a match with another faculty member, your login name may be different. See below for checking your email login. Then select the last part of your email address from the pull-down list.
If you don't know IF you have a college email account or don't know what it is. Use this link for more information: College email accounts.

See the Problems? section below for help if you have trouble logging in.

Once you have logged into the system,
you will be directed to a Welcome screen determined by your email address.

It should say: Welcome, and your name!

Select the service that you want by clicking into the small circle beside the name of the service and then click on the "Go to Service" button.

If you select Online Grade Reporting and Class Rosters, you will see a screen similar to the one at right.

It should have a list of all of your classes.

NOTE: If you teach at more than one Los Rios college, you can access ALL your classes from the same list.

Even if you only have one class, you MUST click into the small circle beside the class and then click on Get Roster.

To view previous classes, click on the Archive of Past Semester Classes button:

Accessing Rosters via the Online Grading System:

After you log in:

Select the class for which you need a roster from the list.
Press GET ROSTER.
From this screen, you can do many tasks.
Click on the tab related to the
task you want.

About Rosters:

Rosters are updated nightly.
Use Student ID#s.
No longer show student's SSN#.
Show course codes.
Show course meeting times.

Before your class begins:

You should print out the roster yourself using the instructions above.
Print out the add slips also. (They are a handy tool to make it easier for students AND for you!)
Review information on the new eServices system for students.
There is a link to e-services on each of the college's websites under "Current Students".

Printing Your Roster:

The roster has been designed so that you can: use it as an attendance sheet by ruling it off with dates OR pass it around your class and have students sign in.
FOR BEST PRINTING RESULTS: Use the link which says "Printable Class Roster".
Once you see the Printable Version on your screen: Use the Print Option on the File Menu of the browser. For more information on printing, use the link: Having Printing Problems?
To Get a Roster for Another Class: Click on Other Rosters. Choose the class you want from the list.

Saving Your Roster as a File:

Click on the Download Roster tab.

Choose type of file you want.
If you use Excel as a gradebook, click on Download as an Excel file.

If you use a commercial gradebook program, not Excel, choose Download as a Text File.

Windows users:
- Right-click on the link.
- Then select Save Target As from the menu.
- This will save the file to your computer.

MAC users:
- Click and Hold the mouse down over the link.
- Choose Save File from the menu.

For instructions on how to set up a gradebook using Excel, click here.

NOTE:
- You are NOT required use an electronic gradebook as part of the Online Grading System, these instructions are provided for your convenience if you choose to do so.
- You can continue to use whatever grading system you currently have. However, at the end of the course you must use this interface to enter your final grades.

How to Add Students to Your Class:

Information on Wait Lists Permission Numbers Before Your First Class

Information on Wait Lists:

Students who enroll online can now choose to put themselves on a Wait List for a class which is already full.
Before a course has started:
- Up to 20 students can add themselves to the Wait List.
- The system will let students know their position on the Wait List.
- Before the first day of class, if a space in the class becomes available because someone drops the class, the first student on the Wait List is automatically added to the roster.
On the first day of class:
- Students who are still on the Wait List MUST come to the first class meeting and ask to add the class.
- If a student who is already enrolled does NOT attend the first meeting, an instructor can choose to drop them from the course and add a student from the Wait List. (NOTE: Check with your dean to see if your department has a different policy.)
- The first student added should be the first student on the Wait List who also attends the first class meeting.
- If the person who is first on the Wait List, does not attend the first class meeting, the instructor should instead take the next person on the Wait List who HAS come to the first meeting.
- See below for additional instructions on Permission Numbers.

The roster shows a copy of the Wait List.
Students are added to the Wait List in the order in which they asked to enroll in the class after it was closed because it was full.

Permission Numbers:

Every class has 20 unique permission numbers. Students can use the Permission number to add the class via the eServices website. Instructors should write the name of the student to whom they give a permission number on the roster as a temporary record. This prevents students from giving their permission number to another student. 20 unique Add Slips are provided for each class.
Click on the Add Slips tab. Print the Permission to Add Slips page. Use the Print option on the File Menu of the web browser. Cut or tear the Add Slips so that they are ready to give to students.
Give the Add Slips to the students on the Wait List who are allowed to add the course. After the student uses the permission number to enroll, the student's name will appear on the roster of Current Students and the permission number will be crossed off the permission number list at the bottom. The name of the student who used the Permission Number will also appear so that you can check that it is the same student to whom you gave the Permission Number. Permission numbers can only be used once.

Prerequisite Checking:

If you are teaching a course with prerequisites, you can use the prerequisite checking tool on the opening page of your class rosters (next to the Printable Class Roster link) to see a partial list of students who have completed the course prerequisites. It is not a complete list of all the students who have completed the prerequisites (non-Los Rios grades and grades before 2003 are not available), but it does provide you with a substantial list of students who have already officially met the course prerequisites.

Dropping students from your course:

Rosters are updated nightly.
Students may drop classes via the eServices website.
Instructors may drop students via the Online Grading System.

Click on the Withdraw Students tab.
A list of all the Current Students will appear.
Click in the small box to add a check mark beside each student that you want to drop from the class.
Click Submit.
An email will be sent to Records and Admissions requesting that the students be dropped.
You will receive a confirming email.
The students will be dropped from your class.
The changes should be reflected on your roster within a few days.

Input Final Grades:

All grades must be entered before grades can be submitted.

It is a three step process to input final grades.

Enter the Grades, Confirm the Grades, and Send the Grades.
The buttons to complete each step are at the bottom of the grade input screen.
Do not logout or leave the grade input screen until you see the message saying that
your Grades have been submitted with a date and time indicated.
If you logout out or move to another class prematurely, the grades will not be stored or sent to PeopleSoft.

Once grades have been submitted, they cannot be changed online.

To change a grade, contact Records and Admissions at the college to obtain a paper Change of Grade form.

Click on the Final Grades tab.
Use the pull-down list to select a grade for each student OR you can just click into each cell and type the grades.
It is a three step process to input final grades.

Enter the Grades,
Confirm the Grades, and
Send the Grades.

Be sure you complete each of the steps before you logout or move on to enter grades for another course.

If you do not enter grades for each student on the roster, the system will provide an error message.
Go back and enter any missing grades.

Once you have Entered all the Grades, click on the button labeled:
Step 1 of 3: Enter Final Grades.

See below for special types of grades such as Incompletes, Credit/Non-credit, etc.

A new screen will appear, showing the grades that you have entered.