eGrades Implementation & Lessons Learned

1. eGrades Implementation & Lessons Learned November 6, 2012

2. Overview • Survey and results to date • On going project plans • Lessons Learned: • Information for you:

3. Implementation to date Statistics Survey Results

4. Statistics • Grades in Spring • 92409 grades collected • Grades in Summer: • 12852 grades collected • Number of errors: 0 • Time to “clean” grades reduced from 6 business days to 1 day Data collected 10/11/2012

5. Statistics • Spring 2012 • Total 5388 Sections Submitted • 713 Authorized Graders Designated • 615 Sections Imported • Summer 2012 • Total 966 Sections Submitted • 136 Authorized Graders Designated • 81 Sections Imported Data collected 10/11/2012

6. Survey Results

7. Survey Results

8. Survey Results

9. Ongoing Project Plans Next Steps Communication Plan

10. Next Steps • Grade Import for Late Submission – new feature for Winter 2013 • Preserving In-Progress data to be filed after the deadline – new feature for Winter 2013 • Automatic updating of eGrades to reflect records modified in ISIS – currently a manual workaround; expected for Winter 2013 • Improvements to Import Interface – improved error messages/new window – Winter 2013

11. Communication Plan • Registrar’s Office will email all instructors assigned to sections, as well as ODAPA, with grading deadlines and links to information pages beginning Fall 2012 • 1st email on the Thursday prior to the opening of eGrades • 2nd email on Monday prior to closing of eGrades, only to those instructors with outstanding sections • Notifications will be sent for all quarters, including Summer

12. Lessons Learned Timely Actions Department Chair Role Issues Uncovered by eGrades Of Concern to EPC

13. Timely Actions • All sections must have an instructor assigned • Blank will default to department chair in Week 3 • When scheduling sections, departments should verify that Instructor PIDs are correct • New Instructors should check their UCSD Business Systems access in advance of the grading cycle • Instructors should designate Authorized Graders as soon as they can be identified

14. Department Chair Role • The Registrar’s Office is clearinghouse for department chair role assignments. • Department Chair role is only provisioned to Senate faculty PPS code • Roles are provisioned by PPS department code, not by subject code. For example the department chair of History oversees all of History, Chinese Studies, Judaic Studies, etc. • Multiple individuals can have Chair role

15. Issues Uncovered by eGrades • eGrades requires the accurate recording of teaching assignments in ISIS • Instructors need access and support for UC San Diego business systems • Use of the X code for Academic Integrity process not well known • The impact of automated processes on grading policy, for example IP sequences and Incomplete grades • Some inconsistent data structures – multiple/wrong PIDs • Instructor refusals and non-conforming practices

16. Useful Information Campus Grades Query Access Information Extension Students

17. Campus Grades Query • The Campus Grades query provides the same information as the paper quarterly Grades Recorded Report and the monthly Grade Changes Reports. See querylink: campus grades • The query can also provide information about student grades, GPAs, and AIC. • Request Access through DSA • Ask for use of eGrades Querylink report and request secure_stu_grades_prod in the ALTNG:DB2 tab • Simplified version coming soon, announcement will be made through ODAPA.

18. Access to eGrades • Department chairs • Send updates to eGrades@ucsd.edu • Include the name, email, employee ID, and department • Departments can request more than one person to be given the role • Continuing access • Instructors can continue to access eGrades after teaching appointments end with SSO • Separated instructors (e.g., retirements) - Have your DSA contact Everett Stauffer x24086 or estauffer@ucsd.edu for access after separation. • Problems occurred when Instructors did not have Single-Sign on set up in advance of accessing egrades • SSO self registration requires an overnight refresh • When scheduling sections, departments should verify instructor PIDs are correct, otherwise Instructors may not be able to access their sections

19. Extension Students • eGrades supports Extension student grade reporting only for the initial grade submission • All grade changes must be submitted directly to Extension • Contact: Quang Nguyen at x40424 or by email: quangn@ucsd.edu

20. Thank you for your support of eGrades! • Questions?