Submitting Grades to the ERP System
Gradebook Grade Entry is a feature in the Gradebook feature that lets you submit grades and attendance records to your school’s ERP system.
Gradebook Grade Entry is a feature that, when enabled by an administrator, lets you submit details generated within your course section to your school’s ERP system. The primary purpose of this feature is to let you submit grades. Depending on how your school’s site is configured, the feature may also let you submit attendance records.
These functions minimize the need for manual data entry. When this feature is enabled, you should not need to use the Grade Entry feature (part of CRM Faculty).
Depending on your system’s setup and your permissions, you can submit data about the following:
A student’s midterm or final grade.
The total number of absences the student had.
The student’s last day of attendance.
Depending on the level of permission that you have within your ERP system, you may also be able to re-submit previously submitted data. This may be useful if you already submitted a grade, then decide to make an adjustment.
Note that even if you do not have permission to submit or re-submit data, you may still be able to use this feature to simply review data on students’ grades and attendance.
Typically, when you display the Submit Grades screen, it includes only one tab—either Midterm Grades or Final Grades—depending on what point you are at in the term. In some cases, your school’s ERP system might be set up to allow you to submit both midterm and final grades at the same time, but in most cases only one tab will be available.
The structure of both these tabs is the same. The tab lists all students in the course section, grouped according to whether their grades have been submitted or not submitted.
The two columns at the right—Absences and Last Date of Attendance—will show up only if your portal administrator has configured the system to include them. Note that the display of each of these columns is configured separately, so an administrator can choose to include one but not the other.
The following sections include more details about the Not yet submitted and Submitted categories.
Typically, each row of student data in the Not yet submitted area is populated with information from the Gradebook and Attendance features for the course context. The system uses the following icons:
A red icon
indicates that the student’s information is not ready for submission, either because the data could not be read from the Gradebook or Attendance feature, or because there is a problem with the data. In this case, you should enter the information manually.A green icon
indicates that the student’s information is ready for submission. Before submitting this data, can also overwrite any of the data in the row.
Each row in the Submitted area shows the data that was previously submitted. In some cases, your system may be configured so you can re-submit information. Otherwise, the information in the Submitted area is read-only.
In this area, the system labels each row of student data with one of the following icons:
A green checkmark
indicates that there are no problems with the data submitted.A yellow icon
indicates that, since the student’s information was submitted, it changed in the Gradebook feature or in the ERP system.
How To
Note
Your ability to submit grades depends on settings in your school’s ERP system. Specifically, your ERP system must be set up to give you permission to submit grades, and you must be at a point in the term during which the system accepts submission of this data.
If you have the ability to submit grades, then you also have permission to submit attendance records, if the portal is set up to allow this.
Navigate to the Submit Grades screen.
Check the Not yet submitted area of the screen to review the details that are ready for submission. At the bottom of the list of students, you will see one of the following:
A Submit Selected Grades button—If this button is displayed, you have permission to submit grades.
A grayed-out button that says You don’t have permission to enter new grades—If this message is displayed and you think you should have permission, contact an administrator.
Using the checkboxes at the left, select the student(s) whose data you want to submit. If appropriate, modify the grades or attendance data displayed for any of the students.
Click Submit Selected Grades.
If you clicked Submit Selected Grades without having entered required information that was required, the system displays an error message. In this case, click OK and correct the omissions.
Assuming you entered all required data, the system displays a Please wait pop-up window as it submits the selected data. Afterward, the system displays the Submit Grades screen, this time with the student(s) whose data you submitted listed in the Submitted area of the screen.
In some cases, you might have the ability to resubmit information that you have already sent. This permission is determined within your school’s ERP system.
Navigate to the Submit Grades screen.
Check the Submitted area of the screen to review those students whose data has been submitted. At the bottom of the list, you will see one of the following buttons:
Submit Selected Grades—this means you have permission to re-submit grades.
You don’t have permission to update existing grades (grayed out)—If this message is displayed and you think you should have permission, contact an administrator.
Using the checkboxes at the left, select those student(s) whose data you want to resubmit. Modify the data as appropriate.
Click Submit Selected Grades.
If you clicked Submit Selected Grades without having entered required information—for example, if you deleted the student’s attendance data and that data was required—the system displays an error message. In this case, click OK and correct the omissions.
Assuming you entered all required data, the system displays a Please wait pop-up window as it updates the selected data. Afterward, the system displays the Submit Grades screen, this time updated to reflect the changes you made.