Instructor Grade Book Training Guide Prior to setting up your course(s) in Grade Book, locate and save pertinent documents to an electronic folder. Include items such as approved syllabi, documents you plan to share with students such as handouts, grading rubrics, assignment sheets, etc. You will not share quizzes, tests, etc. using the Grade Book. Instructors will use the Grade Book to manage grades. During the last four days of a term, (including Mini and Child Terms), courses will be available in Grade Book. Instructors may access from a campus or remote location using a Windows-based system. Grade book is not fully functional for Mac users. Grade Book Mode Link - https://faculty.vc.edu or https://faculty.golfacademy.edu Add the link to your Internet search field. Use your current log in portal info to access the portal. User name = first.last name. Password is the same as campus email password. Name used for local AD account must match name in CampusVue. Users should report Grade Book issues through the Contact Support button on the log in page or under the user name once logged into the portal. 1
Selecting a Manager After logging in, select your primary program director. GAA instructors will select the dean. Program directors will select a dean. Selecting your manager allows your manager access to view your Grade Book. Managers cannot change instructor Grade Books. Staff Changes The program director or dean should submit a request to re-assign an instructor to a different manager or dean. 2
Locating Grade Book Grade Book is located in the faculty portal under the Academics tab. Four days after a term ends, courses for the new term (CampusVue schedule) will auto populate to the instructor s Grade Book. A tab will display for each class. If a change is made to the schedule in CampusVue, the Grade Book will reflect the change. Allow 24 hours. The instructor will need to add all other course details. 3
Initial Set Up of a Class Student Names Student names will appear under the Grades tab once Assignment Types equal 100% and assignments are built. To view student names for grade input, highlight an Assignment Type and an Assignment. Assignment Types Based on a complete approved course syllabus, the instructor must add Assignment Types and Weights which must match the evaluation section of the syllabus. Total weight must be 100. With each menu type on the left, make sure the correct course tab is displayed. If the Assignment Types do not total 100%, Grade Book features will not be fully functional. Syllabus Evaluation Section with assignment types and weights The total for Weight cannot exceed 100%. An error message will show if you exceed 100%. 4
Editing Assignment Types When editing the Assignment Type or Weight, a red triangle will appear prompting the instructor to save the change. Always click save when adding, deleting or editing. Otherwise, work will not be saved. 5
Adding Documents Instructors may add Documents to share with students for each assignment within each Assignment Type. If an instructor is teaching multiple sections of the same class, he/she may copy all class settings and documents to other sections. Documents may include supplementary reading, PowerPoint presentations, grading rubrics, etc. Tests and quizzes should not be stored in the Grade Book. Document size limit is 4 MB. Clicking Publish allows the student to access the document from the Student Portal. 6
Adding Assignments To add an assignment, click the course tab. Click Assignments and click the specific Assignment Type to which the Assignment corresponds. Example: Assignment Quiz 1 corresponds to an overall Assignment Type of Quizzes. To add or edit the assignment, complete the info shown below. Points will default to 100. Change the points to the point value for the assignment. Name the Assignment, and pick a due date. Add documents if needed. Any future change to the point value of an assignment will not be reflected in previously entered grades. Adjust grade manually. 7
Assignments may be added using the menu item for Assignments in Settings or by date using the Calendar view. Click Publish to release an Assignment/Document to students. Previously added Documents will display as a pool available for all assignments. Documents may be attached to Assignments by dragging from the list of uploaded documents on the right (existing) to the left (assigned). Always verify dates on Documents shared across sections. Moving a Document from the right (existing) does not remove the Document for future use for another Assignment. 8
Multiple Sections Assignments and Documents set up in one course (Source) may be copied to one or more sections of the same course (Destination). The syllabus must be customized with date, times, etc. for each course. Add checkmarks to copy Assignments, Documents or both. Always verify and update dates, etc. which may differ from one section to another. 9
Calendar The calendar may be viewed as one class or all classes as well as by day/month/week. Students have access to view or print the calendar. Grades On the Grades tab, click Course/Assignment Type/Assignment. Click the edit field for the assignment where grades should be entered. A box will appear with student names and cells for grade/point input. Enter a grade as points or grade(percentage) earned by student for selected assignment. Letter grade generates automatically. Save grades before leaving the screen. For Grade Changes, follow the current process of submitting documentation and Grade Change form for Program Director and Dean approval. 10
Grade Calculation Grade Book calculates the average for graded Assignments for a given Assignment Type multiplied by the weight for the Assignment Type. Totals are then added together and divided by total weights used in the calculation. See example below: Professionalism (10%) 74 x.10 = 7.4 Out of Class Student Work (15%) 54.3 x.15 = 8.145 Midterm Exam grade (25%) 83 x.25 = 20.75 7.4 + 8.145 + 20.75 = 36.295/.50 = 72.59 Grade Correction Instructors may correct a grade in Grade Book up until approval for final grades at term end. Zero grades count toward student grade. Blank/Null grades do not count toward grade average. For grade changes occurring after the term ends, the instructor must follow current approval policy for grade change which requires the instructor to complete the Grade Change Form and approval process. Approved Grade Changes will be processed by the Registrar. 11
Section/Instructor Changes A Student Action Form should be presented to the initial instructor for signature prior to the section change in CampusVue. The initial instructor should upload to Excel the student s grades for tranmittal to the new instructor prior to the change in CampusVue. Once the student s section is changed in CampusVue, the student name will be removed from the initial instructor s Grade Book and will be added to the Grade Book for the new section. The new instructor will key in grades for the transferring student into the Grade Book for the student s new section. Grades do not tranfer electronically to the new section/instructor. Midterm Progress Reports The Midterm tab displays a list of students by course. Click the Edit button by a student name to complete a Midterm Progress Report. Comment boxes must be utilized for the form to be complete. Meet with the student, obtain signatures on the form and provide a copy to the Program Director. 12
Manager Tab Click Manager Tab to display a list of students overall grades. Student names, overall course letter grade and final grade to date are listed. To view a detailed list of assignments and points, click View Details. 13
Approval buttons for end-of-term grade approval are also located under the Manager Tab. Midterm grades do not require approval. Do not approve midterm grades using the approve buttons. 14
Final Grades Grades are due by a stated day/time for the end of a term. Campuses will receive updates on deadlines. As an instructor finishes a last class, attendance should be posted and final grades entered into Grade Book. An instructor will approve his/her grades through Grade Book by clicking Approve Grades. Expand the yellow folder and put a check mark in the courses you are ready to approve. The red X will change to a green checkmark. The Manager/Program Director will see a symbol in Grade Book indicating grades have been approved by instructor. The Manager/Program Director will verify and approve instructor grades by clicking Approve Grades. (Red X will change to green icon under Manager Approved field.) Both Approved/Manager Approved icons must be green for data to upload to CampusVue. For security purposes, all grades are archived. 15
Reports Tab Reports can be filtered to show Assignments, Assignment Types and Assignment Grades with student name. Reports can be exported to Exel, etc. using the disc icon. Saving Class Settings for Future Use Class settings can be saved and exported for future use in Grade Book. Click the Import/Export Class button. Choose the class for Export. Save to desktop, etc. File is saved in a.bin Document format. 16
To Import for a new term, click the Import/Export Class button. Choose the Import tab. Choose the saved file to import. Basic Trouble Shooting Tips Pass Words Faculty Portal pass word is the same as the local campus email pass word Clear Cache - Control + the F5 key 17
Reboot and/or Refresh - (right click Refresh ) Grade Book Training Guide To access the latest version of the Training Guide, click Help in the upper right corner of the Grade Book Support Access For Grade Book support, click the Contact Support button on the log in screen or under instructor name in the upper right corner of the Grade Book 18