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Faculty/Staff

Grading

MYMAV, UT ARLINGTON’S STUDENT INFORMATION SYSTEM

MyMav (www.uta.edu/mymav) is the website faculty use to enter grades.  MyMav is generally available for use 24 hours a day, seven days a week.  Faculty members may connect via the Internet from anywhere in the world.  Because MyMav is password protected, it is in compliance with federal privacy and confidentiality laws.  While grades can be extracted from Blackboard (except F grades),  MyMav is the official site for grades to be entered and recorded at UT Arlington.

GETTING HELP IN MYMAV

If you cannot log onto MyMav or have navigation questions, contact the OIT Help Desk.

Online training materials and simulations for using the MyMav faculty center are available on the MyMav Faculty/Staff tutorials web page.  Simulations are available in the Online Training Modules section.  Turn off pop-up blockers and click Player to run a list of training topic simulations.  For information on how to turn off pop-up blockers, click here. To view the material in a MAC friendly HTML format just click the HTML link.  All of the step-by-step information from the simulated tasks is included.

The Office of Admissions, Records and Registration makes triage support available to faculty throughout the grade posting period, so please contact Kelly Singleton (kbrant@uta.edu; 20327) with any questions or concerns.

STUDENT PRIVACY AND CONFIDENTIALITY OF STUDENT RECORDS

The University of Texas at Arlington has a legal obligation to protect the privacy of students and the confidentiality of student records.  UT Arlington faculty are encouraged to use the greatest precautions in communicating with students regarding their grades.  The recommended best practice is to have the student access his/her grade through the student's MyMav Student Center.  While UT Arlington does not consider the emailing of grades a best practice, we ask you strictly follow these guidelines in the event you need to email a grade to a student.

  • You may only email grades to the student’s official UTA email address, and only to the student.
  • No information about a student’s academic performance can be released to anyone other than the student without the student’s written permission, including grades.
  • Use extreme caution when using the delivered email functionality within the MyMav class roster or grade roster to email academic information to students so no protected data is compromised or widely broadcast.

The public posting of grades on office, class or departmental doors or bulletin boards, or on the web, which uses student names or identifiers, including the UTA ID and NetID or any identifier that would allow a reasonable person in the school community who does not have personal knowledge of the relevant circumstances to identify the student with reasonable certainty, is prohibited under federal law.

UT Arlington’s FERPA statement is available on your faculty center and at https://wweb.uta.edu/aao/recordsandregistration/content/faculty_staff/ferpa_for_faculty.aspx.

LOGGING ONTO MYMAV

Sign in to MyMav (www.uta.edu/mymav) through the link on the UTA home page http://www.uta.eduusing your NetID and password.  Navigate to the Faculty Center through the Self Service link, then select from "My Schedule," "Class Roster," or "Grade Roster."

ENTERING GRADES

Once you are logged into MyMav, access your grade roster through your Faculty Center (Main Menu -> Self Service -> Faculty Center > Grade Roster).  This should  bring you to a page similar to the image below. You will see a list of all the students in the class. (IDs and Names have been redacted in the screen shot below.)

Grade Roster screen shot

Beside each student’s name is a Roster Grade dropdown menu. 

 

To enter grades, click on the dropdown button following the student's name to display a list of valid grade choices.  Select the desired grade.  Continue down the list, selecting the appropriate grade for each student.  Then click save.

See Items 1 and 3 in the screenshot above.

If you are entering an F grade: 

Because of federal aid reporting requirements, UT Arlington must now require its faculty to include additional data when recording an F as a student’s grade.  When you report grades, you will have to enter the F grade and select from one of the reasons below:

  • In attendance/performed poorly 
  • Stopped attending as of ___ 
  • Never attended or participated

If you select the second option, you will also be asked to include the last record of attendance or work you have record of for that student. 

For the purposes of grade reporting, attendance is defined as the following for all face to face and online courses:

  • Physically attended a class and/or participated in an online discussion.
  • Turned in an assignment and/or took an exam.
  • Communicated with someone, in any documentable format, about the academic subject studied in the course.

Additional detail on F grades is below, in the following section.

The grade roster defaults to list students in groups of 20 on a single page.  If you have more than 20 students in a class, then you will need to go to each page to post the grades.  However, you can view up to 100 students per page by selecting "View 100."  Make the selection below the grade roster.  See Item 2 for placement of this feature, in the screenshot above.

Save frequently as you work through the grade roster.  The save key is on the right hand bottom portion of the grade roster.  See Item 3 in the screenshot above.

When you input grades in your grade roster and try to leave the roster without saving, you will get this warning message, “You have unsaved data on this page.  Click "OK" to go back and save, or Cancel to Continue.”  If you hit cancel, you will lose all the grades you just submitted.  You will need to select “OK” and then save your grade submissions.

To assign the same grade, click the "Select All" button, which is located on the left side of the page below the grade roster.  Then enter the grade into the field immediately below the "Select All" button and click the button "<-- add this grade to selected students."  See Item 4 in the screenshot above.

To move from one grade roster to another, go back to your Faculty Center using the navigation buttons at the top of the page.  Click on the class section you want to grade and select the grade roster icon to the left of the class hyperlink, or click on "grade roster" from the tabs at the top of the page.

When your grades are entered, set the approval status to "Approved."  Additional information on approval statuses is below.

DEADLINES:  The administration has a zero tolerance level for late or missing grades due to the number of institutional compliance processes that rely on timely reporting of final grades.  Lists of faculty who do not meet grades deadlines will be provided to the Office of the Provost, as well as to deans, associate deans, and assistant deans.

ENTERING "F" GRADES

MyMav GRADE ROSTER CHANGE:  UT Arlington has made changes to the MyMav grade roster to ensure we are compliant with U.S. Department of Education regulations. Effective immediately, all UT Arlington faculty will be required to include additional data when recording an “F” for a student’s grade in My Mav. (This process will replace the Office of Financial Aid’s “Attendance Verification Roster” that many of you have completed last year for non-passing students.)

BLACKBOARD USERS:  Because Blackboard does not currently have the capacity to extract the additional data related to failing grades at this time, the implementation of this new policy means that  “F” grades cannot  be uploaded from Blackboard to MyMav. For grade reporting purposes, faculty must enter all grades of “F” directly into MyMav. 

However, with the exception of the three Blackboard extract columns, faculty can enter an F anywhere in the Blackboard Gradebook.  By default, Blackboard grade columns are configured to expect numeric values.  If a letter grade is entered into a numeric field, Blackboard returns an error.  The Center for Distance Education support staff can assist any faculty wanting to change a grade field from numeric to letter; contact cdesupport@uta.edu for assistance.

 

PROCEDURE FOR ASSIGNMENT OF “F” on GRADE ROSTERS:

When you select an “F” grade, you will be presented with three options for the “Justification for F.” You must select one of the following options that clarifies why the student earned an “F”:

Option 1 - In attendance/performed poorly
Option 2 - Stopped attending as of ___(“date last attended” will be required)
Option 3 - Never attended or participated

You will receive the following error messages if not all data has been included when entering a grade of F:

F Grade was entered but no grade reason code.

F grade was entered along with "Stopped attending as of," but Date Last Attended field is left blank.

 

DEFINITION OF ATTENDANCE

For the purposes of grade reporting, attendance and/or date last attended is defined as one of the following for all face to face and online courses:

  • Physically attended a class and/or participated in an online discussion.
  • Turned in an assignment and/or took an exam.
  • Communicated with someone, in any documentable format, about the academic subject
  • studied in the course.


Should you need assistance with determination of attendance, the Office of Financial Aid will provide assistance.  Contact Tanya Vittitow, Associate Director of Compliance, at 29619 or vittitow@uta.edu. 


APPROVAL STATUS

To indicate to the Office of Admissions, Records and Registration your grades have been entered, set the approval status to "Approved" and click the save button.  The approval status dropdown is located immediately above the grade roster on the right.

When the "Approved" setting is used, the system will not save and close the roster if any grades are not entered.  This serves as a means of self-verifying all of the grades are entered.

Until grades are posted, you can go back into the grade roster and make changes. This is the case for any of the three approval statuses: Not reviewed, Ready for Review and Approved.

If you set your roster approval setting to either “Approved” or “Ready for Review” and need to make a grade change, just change the roster approval setting back to "Not Reviewed". This will reset your grade roster.

After grades have posted, you will need to file an official Grade Change Request form if you need to change any grades.

The Office of Records and Registration will post the grades which are set using "Approval" status.



VERIFYING YOUR GRADES HAVE BEEN SUBMITTED

If you have set your grades to the "Approval" status and closed the grade roster, then all of your grades have been submitted.  The University of Texas at Arlington does not send email notifications verifying grades have been submitted and faculty are expected to use this self-check means of verification.

UPDATING OR CHANGING GRADES YOU HAVE ALREADY ENTERED

Until grades are officially posted online, faculty can change any grades they have submitted for the current term by going into the grade roster, selecting a different grade and saving.

Once grades have been posted online, faculty will need to submit a Grade Change Request (via electronic form on SharePoint) to request a grade change.

UNREPORTED GRADES

The administration has a zero tolerance level for late or missing grades due to the number of institutional compliance processes that rely on timely reporting of final grades.  Lists of faculty who do not meet grades deadlines will be provided to the Office of the Provost, as well as to deans, associate deans, and assistant deans.

Grades which are not reported when grades become available to students online are shown as blank in the grade field.  Students with questions about unreported grades will be directed to their faculty. Faculty who miss the posting deadline should immediately contact the Office of Records and Registration when their grades have been entered so the grades can be processed and made available online to students.  Contact kbrant@uta.edu

Unreported grades no longer convert to Incompletes.

INCOMPLETE GRADES

Incomplete grades (I) are typically used when a student has satisfactorily completed a substantial part of the coursework, and represents an arrangement for completion between the faculty and the student.  Incompletes should be offered sparingly, as the student will not have online or library access if s/he is not otherwise enrolled while completing the Incomplete.

Incomplete grades for Undergraduates must be changed to a permanent grade before the end of the grading period for the next long semester or the grade will be automatically changed to an "F".  Incomplete grades for graduate students remain incomplete until the work is completed and the final grade is awarded.  Incompletes were previously designated with an "X".  They are now designated with an "I".  Unreported grades no longer convert to Incompletes.

PROGRESS REPORT GRADES

Freshman Progress Reports.  UT Arlington collects early progress report grades for freshmen (students with 30 or fewer semester credit hours) in the third and fourth weeks of the term in the fall and spring semesters.  

Midterm Progress Reports UT Arlington collects mid-term progress report grades for freshmen, undeclared students, student athletes and students who are academically at risk from the sixth through the ninth week of the term in the fall and spring semesters.  

When Do I Enter Progress Report Grades?
Posting deadlines for the progress report periods are available. The Office of Admissions, Records and Registration (ARR) also emails a notice to faculty who have students needing progress report grades when the grade rosters are opened.  Since students can view their progress reports as soon as you have entered them, we urge you to enter progress report grades as early as you have grade data and update your entries as frequently as possible.   

How Do I Know if I Have Students Who Need Progress Report Grades?
The ARR will email you letting you know you have students needing progress report grades when the grade rosters are opened, as well as the grade collection date range.  

The students for whom progress report grades are required are listed in the grade roster(s) in your faculty center at the time of the email notification.  You do not have to figure out which of your students are freshmen, athletes, etc.  

During each of the progress report collection periods, the Office of Admissions, Records and Registration updates a query daily you can access with the courses needing PR grades and how many grades are needed.  This is a good cross-reference.

Students Who Have Dropped or Withdrawn on My Grade Roster?
Progress report rosters are different than final grade rosters.  They are more a snapshot than real-time, and reflect enrollment at the time the rosters were opened.  This enables us to allow them to be repeatedly updated (unlike final rosters once they're posted), however it does sometimes net outdated information.  

The most frequent example:  a student who has dropped the course shows up on your grade roster as needing a grade.  The suggested handling of this situation:  enter an Incomplete ("I") for the student.  For the purposes of progress reports, "I" indicates no grade data available.  This will also prevent you from having blank grades on your grade rosters.

How Can I Tell If I Haven’t Entered All My Grades?
A good way to self-check all of your grades are entered and saved is to set the grade approval status to “Approved.”  When this setting is used, MyMav will not allow you to save and close the roster until all grades are entered.  If you cannot save to the “Approved” status, then check to make sure all grades are entered.  The grade roster now defaults to the first 20 students, so selecting “View All” or going to the second page is a common fix.

If you set your roster approval setting to either “Approved” or “Ready for Review” and need to make a grade change, just change the roster approval setting back to "Not Reviewed". This will reset your grade roster.

What If I Don’t Have Grades to Enter Yet?
Short answer:  Enter an Incomplete ("I") for the student.  For the purposes of progress reports, an "I" indicates no grade data available.  

Longer explanation:  The two progress report grade collection periods are set with an eye towards having a critical mass of grades for the populations receiving progress reports.  UT Arlington uses these deadlines and communicates to the students letting them know progress report grade data is available to them.  The timing of the midterm deadline is also in alignment with the start of registration and in advance of the last day to drop, to assist students in making informed choices. 

Immediately after each deadline, the ARR sends notices to the students receiving progress reports that their grades are available in their MyMav Student Center.  The ARR also sends lists of the students and their grades to each college or school, for advisors and administrators to reach out to students, especially those who are low-performing.  A letter (both email and hard copy) is sent from the Provost to students who receive at least one D or F on their midterm PRs.  

While faculty can continue to enter midterm grades for about a month after the posted deadline, the information is not captured in any of this outreach material, so anything you can do to have grade data available earlier in the term would benefit this program and the students it’s intended to reach.   

If I Don’t Have Grades to Enter Yet, Are You Going to Report Me to the Provost?
The Office of the Provost is aware a large number of faculty simply don't have grade data to share when the progress report deadlines fall.  This is especially true for the fourth week reporting period for freshman progress reports.  While the ARR does supply a list of faculty who have not entered any grades to the Provost's Office for freshman PRs, it is used to compare how many more faculty have adjusted their curricula to be able to report grades at an earlier juncture.  

The Deadline Has Passed, but I Have Grades Now.  Can I Still Enter Them?
YES!

Freshman Progress Reports.  The deadline for the freshman progress reports is the Friday of the fifth week, and the midterm PRs open the following Monday.  Once the midterm rosters have opened, faculty are no longer able to see the freshman rosters in their Faculty Center, but students can continue to view theirs.  So if you missed the deadline, the freshmen and the remaining students will be on your midterm rosters.

Midterm Progress Reports.  On the other hand, the midterm rosters remain open almost a month after the reporting deadline, until the final grade rosters are opened.  It is the institution’s hope faculty will enter updated grade data as frequently as possible throughout the term.  This is especially true for faculty who publish incompletes ("I" - no grade data available) for their midterm grades or do not enter grades at all.

If you do this, please be sure to let your students know to check their progress report grades.  An easy means to do this is the email functionality in your grade roster.

What Do You Do with the Progress Report Grades I Enter?
We recognize entering progress reports takes a huge amount of your time, and we want to take this opportunity to let you know it’s time well spent.  This is because UTA’s progress report program has proven to be a strong indicator of the student’s success if s/he does not take more dramatic measures to change their grade.  To that end:

We send reports to advisors and administrators after each of the two progress report grade collection periods, with individual grade data.

  • At the same time, we send three notices to students in the midterm PR population:
  • 1. Email messages encouraging students to look at their grades in their student centers.
  • 2. Targeted email messages to any PR student who has at least one D or F advising them of the fact and directing them to see their advisor or instructor. 
  • 3. Hardcopy of the email detailed above sent under the signature of the Provost.  The hard copy letter is sent in an envelope that reads “Important Information About Your Academic Progress from the Provost.  Please Open Immediately.”



Entering Progress Report Grades

If you are using MyMav:

Once you are logged into MyMav, access your grade roster through your Faculty Center (Main Menu > Self Service > Faculty Center > Grade Roster).  You will see a list of the students in the class who need to receive a progress report grade. The only course(s) that currently appear in your Faculty Center with the grade roster indicator are those you will need to provide progress report grades for.  The grade roster icon:

Note: Only the students whose names appear on your current grade rosters are those for whom progress report grades are required.  In many cases, this will not be all of your enrolled students; only those meeting the population selection criteria will display on the grade roster.

If you are using Blackboard:

For Early Progress Report grades, be sure to enter grades in the MyMav-4th Week column in Blackboard prior to the grade extract.

For Midterm Progress Report grades, be sure to enter grades in the MyMav-Midterm column in Blackboard prior to the grade extract.

Note: Grades of "F" cannot extract into MyMav; you will need to enter these grades manually into MyMav.

If you have any issues in Blackboard, such as with your columns, please contact Center of Distance Education: cdesupport@uta.edu.

If you miss the grade extract deadline, you will then need manually enter the grades in directly into MyMav.

See Progress Report Dates and Deadlines


DOWNLOADING YOUR CLASS OR GRADE ROSTER TO A SPREADSHEET

  • Open grade roster as outlined above.
  • Select the download link below the roster on the left.
  • Your grade roster will load into an Excel file.
  • If the window to Excel does not appear or disappears while you are trying to download, then it is likely to be a settings problem in Internet Explorer.  In Internet Explorer, select Tools, Internet Options and Security tab from the menu.  Select Internet for the web content zone and select the "Custom Level" button.  Scroll down to the Downloads settings. Select to enable the "Automatic prompting for downloads" option.  Click the OK button on the Security Settings dialog box and the Internet Options dialog box.

UPLOADING GRADES FROM A FILE TO THE FACULTY CENTER GRADE ROSTER

Follow these instructions for uploading grades into the faculty center:  How to Upload Grades into MyMav (PDF).

GRADE UPLOAD FEATURE FOR BLACKBOARD USERS

Follow these instructions for uploading grades into Blackboard:  Grade Upload Feature for Blackboard Users (PDF).

INSTRUCTIONS FOR PRINTING CLASS AND GRADE ROSTERS


 

EMAILING YOUR STUDENTS USING MYMAV

You may want to communicate with your students by email.  As a reminder, UT Arlington's policy prohibits faculty from releasing grades to a student by telephone.You may release grades by email; however, do so only when strictly adhering to the guidelines.  Instead of emailing grades, we encourage you to let your students know grades have been posted in their MyMav student center or other pertinent information by using the email functionality on the class roster.

In the faculty center, click the class roster link (not to be confused with the grade roster icon).  The default setting will display enrolled students.  At the bottom of the class roster you will see two links for sending email to students from your class. You can choose which students to email by putting checkmarks in the "Notify" column, on the left side.  Once you have selected the students click the "Notify Selected Students" link.  To send an email to all enrolled students simply click the "Notify All Students" link.  All students emailed in this way will be blind carbon copied to their UT Arlington email addresses only.  The original email is sent to the instructor.

Before Spring 2011, faculty with more than 100 class members were unable to send an email to students through the email functionality on their class roster or grade roster.  This issue has been resolved, so all faculty are now able to send emails through their class or grade rosters.

PHOTOS AS PART OF CLASS ROSTER

You can now view all available student photos when you pull up your class roster, as well as students individually.  The “Photo” column can now be activated to display all student photos as part of the class roster. Example of Student Photos on Class Roster

TIPS AND TRICKS

CLEAR YOUR CACHE:  The most common fix to problems faculty encounter with their grade rosters is clearing the computer’s cache, also known as the browsing history.  If you are experiencing problems accessing the system, then please try the following steps before contacting the Help Desk.  Steps and information on clearing your computer's cache.

APPROVED SETTING: When all grades on a grade roster have been entered, set the approval status to the "Approved" setting and save.  When this setting is used, the system cannot save and close the roster if any grades are not entered.  This serves as both a means of self-verifying all of the grades are entered and is now required to verify only the primary instructor has done a final approval of the grades entered through MyMav or Blackboard.

Once the roster is set to either “Approved” or “Ready for Review,” faculty who need to make a change to the grades, you will need to set the roster back to "Not Reviewed" in order to reset the grade roster.

You will not receive a notification when your grades have been submitted.  If you can set your approval status to "Approved,” all of your grades have been entered.

 

ONLY 20 STUDENTS ON EACH ROSTER PAGE:  The grade rosters default to listing 20 students per page.  If you have more than 20 students in a class, then you will need to go to each page to post the grades or you can view up to 100 students per page by selecting the “View All” button found at the bottom of the roster.

 

IF YOU HAVE MORE THAN ONE SECURITY ROLE:  If you have multiple security roles (for example, you have both a faculty role and an academic advisor role) and your term in your Faculty Center does not default to Spring 2011, then you will need to update your user defaults by:  Set Up SACR –> User Defaults 1 -> Term 2112 from dropdown -> Save.

 

WHAT TO EXPECT FROM THE OFFICE OF RECORDS AND REGISTRATION:  All correspondence from the Office of Admissions, Records and Registration will be sent to your UTA email address.  Each term, one announcement will be sent to all teaching faculty for the grade collection period, when grade rosters open.  All other grade-related communications will only be sent to faculty who have not yet submitted all grades.

The Office of Admissions, Records and Registration makes triage support available to faculty throughout the grade posting period, so please contact Kelly Singleton (kbrant@uta.edu; 20327) with any questions or concerns.

 

LATE GRADES:  

The administration has a zero tolerance level for late or missing grades due to the number of institutional compliance processes that rely on timely reporting of final grades.  Lists of faculty who do not meet grades deadlines will be provided to the Office of the Provost, as well as to deans, associate deans, and assistant deans.

Grades which are not reported when grades become available to students online are shown as blank in the grade field.  Students with questions about unreported grades will be directed to their faculty. 

Faculty who miss the posting deadline should immediately contact the Office of Records and Registration when their grades have been entered so the grades can be processed and made available online to students.  Contact kbrant@uta.edu.

The Office of Admissions, Records and Registration makes triage support available to faculty throughout the grade posting period, so please contact Kelly Singleton (kbrant@uta.edu; 20327) with any questions or concerns.

 

See the Grade Report Schedule

BROWSER REQUIREMENTS

See Browser Requirements.

Logging Off

It is extremely important you terminate your MyMav session by clicking the Logoff link in the upper right hand corner of the window.  Leaving a MyMav session open on an unattended computer can jeopardize the security of the system and the sensitive data it contains.  Always save after making any changes or additions in the grade roster before logging off.

MISSING FINAL GRADE NOTIFICATIONS

The lists below show courses for which final grades have not yet been posted.  Check the bottom tab on each Excel document for information on the term, date and time the report was run (for ex., Fall 2009 GRAD 12-15-09 800 AM).  During grade collection periods, these reports are updated daily on weekdays.

  • Undergraduate Missing Grades from Most Recent Session - Updated 8/21/2017 at 9:00 am
  • Graduate Missing Grades from Most Recent Session - Updated 8/21/2017 at 9:00 am 
  • Undergraduate Missing PROGRESS REPORT Grades (4TH week) - Updated 9/26/2017 at 3:30 pm
  • Undergraduate Missing PROGRESS REPORT Grades (Midterm) - Updated 10/20/2017 at 1:00 pm