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1 SOLAR Services for Faculty WELCOME! Contents Sign in to the Campus Web Portal and access SOLAR Services for Faculty View Class Rosters and Generate Permission Numbers Download Class Rosters Record Grades Obtain More Information 1

2 WELCOME! NOTE This presentation is designed as a training tool to be used in conjunction with SOLAR Services for Faculty documentation. SOLAR Services for Faculty documentation contains details and important step-by by-step instructions that elaborate on information in this presentation. Obtain documentation from the Documentation page of the SOLAR Support website, What is SOLAR? SOLAR is the name for the student administration system introduced at CSUN in July 2003 as part of the Common Management System mandated by the Chancellor s Office for implementation at all Cal State Universities. The name is an acronym for Student On-Line Administrative Resources. The SOLAR system administers student and academic data and information for faculty, staff, administrators, and students. 2

3 SOLAR Support Services Provides faculty and staff training, documentation, and support for using SOLAR modules including Grading, Student Inquiry, Student Advisement, Schedule of Classes, and APBD. Contact: Phone 818/ Fax 818/ Monday through Friday, 8 am to 5 pm Oviatt Library, Garden Level, Room 29 Sign in to SOLAR Sign in to the Campus Web Portal and access SOLAR Services for Faculty View Class Rosters and Generate Permission Numbers Use Permission Numbers Record Grades Download Class Rosters Obtain More Information 3

4 Sign in to SOLAR When? Anytime Anywhere Access (Some firewalls and proxy servers may restrict workstation access.) How? Use a PC or Mac with Internet Explorer 5.0 or higher (Other browsers are not compatible.) Where? Access SOLAR through the CSUN Campus Web Portal In the address field of your Internet Explorer browser version 5.0 or higher type: The CSUN Campus Web Portal The Campus Web Portal Login Authentication page displays after you point your browser to Type in your valid CSUN User ID and Password, and click the LOG IN button. 4

5 The CSUN Campus Web Portal User ID = Your campus address such as firstname.lastname Password = Your campus password The CSUN Campus Web Portal If your CSUN User ID or password is unknown or does not bring you to the Campus Web Portal Home page, contact the University Help Desk at x1400 or 5

6 Campus Web Portal Home Page The portal home page contains resources for you based upon your access/security privileges. Your SOLAR menu options display in the My Menu category. Select SOLAR for Students & Faculty. Additional menu options are displayed. Click SOLAR Services for Faculty. SOLAR Services for Faculty The Solar Services for Faculty page displays. Select links from the SOLAR Services for Faculty page to view class rosters, record grades, and more. 6

7 Portal Sign Off/Security Automatic Sign Off: To secure system data, the application signs you off the system automatically after approximately 20 minutes of inactivity. Manual Sign Off: FOR SECURITY PURPOSES, SIGN OUT OF THE SYSTEM MANUALLY IF YOU LEAVE YOUR DESK FOR MORE THAN A FEW MINUTES. Click the Sign Off link in the upper-right corner of the page. Do not leave your computer unattended when you are signed into the Campus Web Portal. If you are not signed off, anyone can use your computer and access the system under your identification/access rights! Navigation Use navigation features for manuevering through SOLAR pages: Use the Scroll Bars on the right side and bottom of the page to move horizontally and vertically on a page. Click the Look Up icon beside a field to retrieve a list of choices associated with that field. Press the <Tab> key on your keyboard to move from field to field, or use your mouse to click in the field. DO NOT use the Back button on the browser. Click active links, page tabs, or the Return or Back buttons that display within the SOLAR application to navigate through the application. 7

8 Navigation Processing Buttons Located throughout SOLAR modules. The buttons that are available on a page change depending on the type of page that is active. Availability depends on the specific function you are performing. Accepts the data that has been input and returns you to the previous page. Deletes any data that was entered on the page without saving it. Returns you to the previous page. Sends information you've entered on the page to the database and updates all of the pages associated with that component. The word Saved flashes briefly in the top corner of the page. View Class Rosters and Generate Permission Numbers Sign in to the Campus Web Portal and access SOLAR Services for Faculty View Class Rosters and Generate Permission Numbers Download Class Rosters Record Grades Obtain More Information 8

9 View Class Rosters The View My Class Rosters module enables you to view the students in the class section(s) you teach and view and generate class permission numbers for the class section(s). Access a Class Roster From the SOLAR Services for Faculty page, click the View My Class Rosters link. 9

10 Access a Class Roster The Access Class Rosters page displays. The Access Class Rosters page displays the current and past academic terms in which you have been an instructor of record for classes. Select the academic term/semester you want to review. Scroll up or down as needed to see the terms available. Access a Class Roster The Select Class Roster page displays. Select the Course Title you wish to review. Make sure you select the appropriate course section. Use the Class Number to ensure you select the appropriate course section. Remember: Select page links to go back to a previous page. 10

11 View a Class Roster The Class Roster page displays and enables you to view students on the roster. View a Class Roster Click the Sort By drop-down menu, and select an option to adjust the roster view by student grade, name, ID, or level. 11

12 Print a Class Roster To print a copy of the class roster, select File>Print from the Internet Explorer menu bar. Permission Numbers To work with permission numbers, click the Permission Numbers tab. 12

13 Permission Numbers The Permission Numbers page displays and enables you to work with permission numbers for the class section. Permission Numbers WHAT are class permission numbers? Class permission numbers have replaced the Class Add form, which was the manual process of how a student added a class. Permission numbers are: Automatically generated for a class section and appear in the View My Class Rosters component. Generated for those class sections that are restricted during the time of the SOC build. Used and generated by faculty members in the View My Class Rosters component of SOLAR Services for Faculty at and after the beginning of an academic term. Are assigned to student, in a secure manner, to allow enrollment in a class section. 13

14 Permission Numbers HOW are class permission numbers used? Faculty or staff members give a permission number to a student. The permission number is the student s only authority to add the class section. The student must enter the permission number into the student registration system to register for the class section. Permission Numbers Each permission number is a randomly generated unique number that: Can be used only one time and only for the class section for which it was issued. Must be used before its expiration date, which is usually three weeks after the start of the academic term. Overrides requisites, class enrollment limits, and consent restrictions, unless otherwise specified. (It does not override a student s maximum credit limits or time conflicts.) 14

15 Permission Numbers CAUTION PROTECT THE DISTRIBUTION AND DISPLAY OF PERMISSION NUMBERS AND PERMISSION NUMBER LISTS. Lost or stolen permission numbers can be used by anyone who has student access to the SOLAR system to register in the class section for which they are associated. Suggestions: When issuing a permission number, write down the student s name next to the number you issued to them to verify that the correct student added the class when the name displays on the Permission Numbers page. Write down the number on a piece of paper and hand it to the student. Generate Permission Numbers The Permission Numbers page enables you to generate permission numbers. 15

16 Generate Permission Numbers To generate permission numbers for a class section: Expiration Date field: Enter an expiration date (MM/DD/YYYY) for the permission number(s), or click the Choose a Date icon and select a date from an online calendar. Quantity Needed field: Enter the number of permissions (for example, 12) that you want to generate. Click the Submit button. Use different expiration dates, and generate one or more permission numbers as you choose. Permission numbers expire by default after the term adjustment period, usually three weeks into a term. 06/04/ Generate Permission Numbers Used and unused permission numbers display on the Permission Numbers page. 16

17 Generate Permission Numbers Used and unused permission numbers display on the Permission Numbers page. Generate Permission Numbers NOTE: The appearance of a used permission number on the Permission Numbers page indicates ONLY that the student has entered the permission number into the system and that the number is no longer valid. A student is enrolled in a class only when the student s name displays on the Class Roster page. 17

18 Print Permission Numbers To print the Permission Numbers page, select File>Print from the Internet Explorer menu bar. Download Class Rosters Sign in to the Campus Web Portal and access SOLAR Services for Faculty View Class Rosters and Generate Permission Numbers Download Class Rosters Record Grades Obtain More Information 18

19 Download a Class Roster to Excel You can download your class roster into an Excel file to use as an electronic gradebook and attendance roster. Select Downloads from the SOLAR Services for Faculty page. Download a Class Roster to Excel The Schedule of Classes Download page displays. Click the Run button. 19

20 Download a Class Roster to Excel The Class Roster Download page displays. Enter values in the fields on the page. Download a Class Roster to Excel Term field: Click the Lookup icon and select a four-digit term code from a list of valid values of enter the four-digit term code. For example, enter 2047 for fall 2004, or use the Lookup icon. Session field: Click the Lookup icon and select a session code from a list of valid values, or enter the session code. The numeral 1 represents Regular Sessions (Fall, Spring) and is most commonly used. Class Nbr field: Enter the class number (formerly known as the ticket number). Do not use the Lookup icon. Click the View Results button. 20

21 Download a Class Roster to Excel The class roster displays. Select the Excel SpreadSheet link. Download a Class Roster to Excel The roster loads into an Excel file. Select File>Save to save the Excel file to your computer. If a File Download dialog box displays, select Open to open the file in Excel and then save it to your computer. 21

22 Record Grades Sign in to the Campus Web Portal and access SOLAR Services for Faculty View Class Rosters and Generate Permission Numbers Download Class Rosters Record Grades Obtain More Information Record Grades The Record Grades module enables you to record grades for students in each class section for which you are an instructor of record during the current academic term. The Record Grades module displays only those class rosters for which you are an instructor of record. Grade rosters are available through SOLAR Services for Faculty about three to four weeks before the end of the term. CSUN Faculty Senate Policy: all final grades must be submitted to Admissions and Records within five working days from the date of your class final exam. If you are an Instructor of Record for a class it means that when the Schedule of Classes was built, you were assigned as a primary or secondary instructor for the class section(s). 22

23 Recording Grades Grading Responsibilities: Definition of Instructor s Roles The Instructor(s) of Record represent the instructor(s) assigned to a class section through the Schedule of Classes (SOC). Each instructor is assigned either primary or secondary responsibilities during the SOC build process. Primary Instructor - given access to input and approve grades on a SOLAR grade roster. Secondary Instructor - given access to input grades on a SOLAR grade roster. Some classes are team taught or have a Teaching Assistant in addition to the Primary Instructor. Only the Primary Instructor has the authority to approve and submit grades for the classes to Admissions & Records. Access a Grade Roster From the SOLAR Services for Faculty page, click the Record Grades link. 23

24 Access a Grade Roster The Record Grades page displays. Select the current academic term/semester to record grades. TIP: Try scrolling up the page if you don t see a link for the current term. The page also displays a list of previous terms/semesters during which you were an instructor. You have view-only access to grade rosters from previous terms. Access a Grade Roster The Select Grade Roster page displays. Select the Course Title you wish to review. Use the class number to verify that you are selecting the appropriate section. The page displays all courses in a term for which you are assigned as an Instructor of Record. Be sure to select the appropriate section you wish to view. 24

25 The Grade Roster Page The Grade Roster page displays. Work with the Approval Status drop-down menu, Grade Input fields, Display Ungraded Students Only checkbox, Detail link, Refresh button, and Save button to input grades for each student on the roster and view enrollment details. Grade Roster Page Features: Approval Status Drop-Down Menu Select an Approval Status option to update the progress of entering grades on a roster: Not Reviewed (Default) Use this option to enter or change grades for each student. Click the Refresh button to check your entries, and click the Save button to save your entries. Ready for Review Use this option to review grades that you have entered and saved. Approved Use this option ONLY when you are ready to begin the process of submitting your grades to Admissions and Records. 25

26 Grade Roster Page Features: Display Ungraded Student Only Checkbox Display Ungraded Students Only checkbox Click the checkbox to change the display so that you will see only those students for whom you have not entered grades. (Uncheck to return to the full grade roster.) Excellent tool to verify that you have entered a grade for each student. Grade Roster Page Features: Detail link Select a Detail link to review student-specific enrollment information including course and grade information for the student. 26

27 Grade Roster Page Features: Detail link The Student Enrollment Detail page displays. Displays class section information about the student s enrollment status, grading basis, and so on. Click the Return button to go back to the Grade Roster page. How to Enter Grades With the Approval Status field set to Not Reviewed, click in a Grade Input data field for a student. Type in the appropriate grade, and press the <Tab> key, or click the Lookup icon next to the Grade Input field and select from a list of valid grade choices. 27

28 How to Enter Grades: Using the Lookup function After you click the Lookup icon next to a Grade Input data field, the Lookup Grade Input page displays. Click the Lookup button. (TIP: Make sure that the Grade Input and Description fields are empty on the Lookup Grade Input page.) How to Enter Grades: Using the Lookup function The Search Results portion of the page displays the appropriate grading basis for the student in the class. Click the appropriate grade. The grade is automatically entered on the Grade Roster page in the Grade Input field for the student. 28

29 How to Enter Grades: Refreshing Grade Entries Click the Refresh button at the bottom-left corner of the Grade Roster page from time to time when the Approval Status is set to Not Reviewed to let the system verify that you ve made valid grade entries. Click the Refresh button with the grade roster Approval Status set to Not Reviewed. The system updates the grades you ve entered in the Official Grade column. How to Enter Grades: Refreshing Grade Entries If you make an invalid grade entry (or entries) on a grade roster, the system displays an error message box after you click the Refresh button. Click the OK button in the error message box, enter a valid grade entry in the Grade Input field (use the keyboard or click the Lookup icon to select from a list of choices) then press the <Tab> key on your keyboard. 29

30 How to Enter Grades: Saving Grades Click the Save button at the bottom-left corner of the Grade Roster page from time to time when the Approval Status is set to Not Reviewed while you are entering grades for students and when you are done inputting grades. When you click the Save button with the Approval Status dropdown field set to Not Reviewed you can exit the grade roster and return to it at a later time. Grades previously entered and saved display, and you can complete, review, and/or change grades as needed. Review Grades To review grades, select Ready for Review from the Approval Status drop-down menu. The Grade Input fields disappear. Review grades for accuracy, and verify that a grade has been entered for each student. REMEMBER: To add or change student grades, select Not Reviewed from the Approval Status drop-down menu, and then enter and save grades. 30

31 Approve Grades After entering a grade for each student and only when the grade roster is ready for submission to Admissions and Records, the primary instructor selects Approved from the Approval Status drop-down menu. Click the Save button in the lower-left corner of the page. CAUTION: After clicking the Save button, the grade roster will be submitted for posting to Admissions and Records, and the grades cannot be changed in the system. Approve Grades The system does not provide a notification message when a grade roster has been submitted to Admissions and Records. Print a copy of the grade roster for your records as an indicator that the grade roster was approved and saved. Select File>Print from the Internet Explorer menu bar. 31

32 Approve Grades: Error Message If you change the Approval Status to Approved, and click the Save button before inputting all grades, an error message displays. A grade must be entered for each student prior to approving a Grade Roster. Approve Grades: Error Message If a grade hasn t been entered for each student, select the Display Ungraded Students Only checkbox to see students without grades. Select Not Reviewed from the the Approval Status drop-down menu. Input grades for ungraded students. Select Ready for Review and review grades for accuracy. Click the Save button (bottom-left corner of page). The Primary Instructor can now select Approved from the Approval Status drop-down menu, and click the Save button to submit grades to A&R. 32

33 Approve Grades: Recap Primary Instructor Responsibilities: Review all grades on the Grade Roster page. Select Approved from the Approval Status drop-down menu. Click the Save page. button in the bottom-left corner of the The approved grade roster is then submitted to Admissions and Records for final posting. Grades are posted for students to view in SOLAR as soon as approved and saved grade rosters have been captured and processed by Admissions and Records, usually the day after submission. Approve Grades: Recap REMEMBER-- To submit a grade roster to Admissions and Records through the SOLAR system from a Grade Roster page, change the Approval Status drop-down menu to Approved, and click the Save button. If you do not change the Approval Status drop-down menu to Approved and click the Save button, the grade roster will not be submitted to Admissions and Records. 33

34 Change Grades After Final Posting After an instructor has approved a grade roster, grade changes cannot be made through SOLAR. To change grades: 1. Obtain the new Correction of Grade Report (revised 5/03) form from the department office or Admissions and Records. 2. Complete the form, including Student ID number, the original grade, and new grade. 3. Obtain the appropriate level of approval. 4. Forward form to the Office of Admissions and Records. If the correction of grade is not made by the end of the semester following that in which the original grade was assigned, an exception must be approved by the Associate Dean of the college in which the course is offered before the form is submitted by campus mail to the Office of Admissions and Records. Change Grades After Final Posting The Request Grade Change link may appear on grade rosters for primary instructors. Do not use the link if it displays; it is a non-functional feature. 34

35 Obtain More Information Sign in to the Campus Web Portal and access SOLAR Services for Faculty View Class Rosters and Generate Permission Numbers Download Class Rosters Record Grades Obtain More Information SOLAR Services for Faculty Visit the SOLAR Support Services website for comprehensive documentation and more information. Thanks! 35

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