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Faculty/Staff

Grading

WHAT TO EXPECT FROM THE OFFICE OF THE REGISTRAR  

Each term, grade collection notifications will be sent to all teaching faculty the when grade rosters open. Any further grade collection notifications will only be sent to faculty who have not yet submitted all grades. All correspondence from the Office of the Registrar will be sent to your UTA email address. 

The Office of the Registrar provides triage support to faculty throughout the grade collection period. For issues with entering your grades into MyMav or other questions about grades: please contact ARRFacultycommunication@uta.edu; 2-0327

If you are having issues with Canvas, contact cdesupport@uta.edu or 1-855-597-3403.

If you cannot log into MyMav or have technical questions, contact the OIT Help Desk.

STUDENT PRIVACY AND CONFIDENTIALITY OF STUDENT RECORDS

UT Arlington’s FERPA statement is available in your faculty center and online.

LOGGING ONTO CANVAS AND MYMAV

Sign in to Canvas, using your NetID and password.

Sign in to MyMav, using your NetID and password. 

DEADLINES/ UNREPORTED GRADES

The administration has a zero-tolerance policy for late or missing grades.  This is 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. For exact date and deadlines, see the Final Grade Report Schedule

Grades which are not reported when grades become official to students in MyMav are shown as blank in the grade field.  Students with questions about unreported grades will be directed to their faculty. Faculty who miss the deadline should immediately contact the Office of the Registrar when their grades have been entered, so the grades can be processed and made available online to students.

Unreported grades no longer convert to Incomplete. For information on Incomplete grades, please see the University Catalog for Grades and Grading Policies.

ENTERING GRADES

ENTERING "F" GRADES INTO Canvas OR MYMAV

Because of federal aid reporting requirements, UT Arlington faculty are required to include additional data when recording an "F" as a student’s grade.  Grade rosters are compliant with U.S. Department of Education regulations (This process has replaced the Office of Financial Aid’s “Attendance Verification Roster” that was used in the past for non-passing students.)

For the "date of last attended", you will also be asked to include the last record of attendance or work you have record of for that student. 

For instructions on entering “F” grades and the justifications, please see Instructions for Entering Final Grades into Canvas or Instructions for Entering Final Grades into MyMav

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 help.  Contact FAO at fao@uta.edu.

GRADE EXTRACTION

To assist with the grade collection process, grades entered in Canvas are migrated to MyMav.  For exact dates and times, see the Final Grade Report Schedule

Already created in all Canvas courses, custom grade columns entitled MyMav 4th Week, MyMav Midterm, and MyMav Final are to be utilized for the grade extraction. Grades are extracted only from these columns and transmitted to MyMav based on the official schedule. An additional column has been added entitled MyMav Attendance. This column is used to input the F-Justification code when recording a grade of “F”.

SYNC FROM CANVAS

GRADE ROSTER ACTION: APPROVAL STATUS

Instructor confirmation is needed for grades. You will need to set the Grade Roster Action’s Approval Status to Approved.  This action acts as to self-verify that all grades and F-Justifications have been successfully entered or migrated into MyMav.  In turn, this lets our office know the grades are ready to be posted official.

  • If using Canvas to enter grades and F-Justifications, the Approved setting can be changed after the grade extraction(s).
  • If using MyMav to enter grades and F-Justifications, the Approved setting can be changed after entering grades and F-Justifications.

grade roster status

The table includes the definitions of the three Approval statuses:

Grade Roster Action’s Approval Status Definitions

Not Reviewed

Allows the entry of grades and F-Justifications on the Grade Roster.

Indicates that grades entered have not been given final approval by the instructor.

Grades and F-Justifications can continue to be entered and modified in Not Reviewed status and saved.

Ready for Review

Indicates that all or partial grades and F-Justifications have been entered on the Grade Roster and are needing review by the course’s primary instructor.

Grades that are entered on the Grade Roster are Ready for Review and Approval by the instructor.

Grades and F-Justifications cannot be entered on the Grade roster while in Ready for Review status.

Approved

Indicates that all grades and F-Justifications have been reviewed and approved by the instructor and are ready for the Office of the Registrar to Post to the official record.

An instructor cannot change the Approval Status of the Grade Roster to Approved until all grades and F-Justifications are assigned.

CHANGING/UPDATING GRADES YOU HAVE ALREADY ENTERED

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

If you have already changed the Approval Status of the Grade Roster to Approved, just change the status back to Not Reviewed. This will re-open the grade roster to allow editing, selecting a different grade and save. Afterward, set your status back to the Approved.

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

VERIFYING YOUR GRADES HAVE BEEN SUBMITTED

The University of Texas at Arlington does not send individual email notifications verifying grades have been submitted. Faculty are expected to use the Approved setting as a self-check means of verification. The system cannot save and close the roster if any grades are not entered.  Additionally, this setting should be changed after the primary instructor has done a final approval of the grades entered.

PROGRESS REPORT GRADES

Early Progress Report (4th Week) grades are collected for students with 30 or fewer semester credit hours and athletes in the fourth week of the term.  Students in these populations are not limited to freshmen, it is not uncommon that sophomores and upper classmen are included on the rosters.  

Midterm Progress Reports grades are collected for our highest-risk students during the eighth week of the term. This population includes freshmen, first-term transfer students, undeclared students, student athletes (including Moving’ Mavs and Spirit Group participants), and students who are academically at risk this term (UTA GPA < 2.25). Because of the wide range of students included in these target populations, it is not uncommon that upper classmen are included on the rosters.

ENTERING PROGRESS REPORT GRADES

IDENTIFYING STUDENTS NEEDING PROGRESS REPORT GRADES

Currently, there is not a Canvas indicator for which students meet the criteria for progress report grades.

Class Roster: The students for whom progress report grades are required have a check indicator listed in the 4th Week Indicator Column and/or the Midterm Indicator Column, within the class roster(s) in your faculty center at the time of the email notification. 

Grade Roster: Only 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.

WHAT IF I DON'T HAVE GRADES TO ENTER?
If you do not have any grade data available for the students’ subject to the progress report grades, you may enter a grade of Incomplete ("I") for the student.  For the purposes of progress reports, an "I" indicates no grade data available.

WHEN DO I ENTER PROGRESS REPORT GRADES?

The Office of the Registrar emails a notification to teaching faculty when the grade rosters are opened. This notice is only sent to those instructors having students needing progress report grades. Students can view their progress report grades as soon as you have entered them. We encourage you to enter progress report grades as soon as you have grade data available. For exact date and deadlines, see the Progress Report Dates and Deadlines Calendar.

PROGRESS REPORT GRADES FAQ

Only Some of the Students in My Course Are Needing Progress Report Grades? Why is That?

Not all of the students enrolled in a course may meet the criteria for Progress Report grades. As a reminder, graduate courses/ students are not eligible for Progress Report grades.  You can always check for the Progress Report Indicator in the MyMav Class Roster.  There will be a column(s) indicating which Progress Report grade a student may need reporting (if a Indicator column is not present, then students are not needing Progress Report grades reported).  Additionally, at this time, there is not a Canvas indicator identifying which students are selected for progress report grades. 

Students Who Have Dropped or Withdrawn on My Grade Roster?
Progress report rosters are different than final grade rosters.  They are more a snapshot and reflect enrollment at the time the rosters were opened.  However, it does sometimes show outdated information.  For example:  a student who has dropped the course shows up on your grade roster as needing a grade.  The recommended handling of this example: 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.

The Deadline Has Passed, but I Have Grades Now.  Can I Still Enter Them?
If you have missed the Early Progress Reports deadline and the midterm rosters have opened, faculty are no longer able to enter Early Progress Reports grades.  However, freshmen and the remaining students will be on your midterm rosters.

If you have missed the Midterm Progress Reports deadline, faculty are able to enter Midterm Progress Reports grades 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.

If you do update your progress report grades, 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 Entered?
We recognize entering progress reports takes a considerable amount of time.  We want to take this opportunity to let you know it’s time well spent! 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 multiple notices to students meeting the Progress Report criteria.  Those notices include, emailing students to look at their grades in their student centers and targeted email messages to any Progress Report student who has at least one D or F advising them of the fact and directing them to see their advisor or instructor. 

COMMON FAQs

CLASS ROSTER: STUDENT ID PHOTOS

You can 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.

CLEAR YOUR BROWSER’S CACHE

The most common fix to problems faculty encounter with their grade rosters is clearing the cache, also known as the browsing history.  If you are experiencing problems accessing the MyMav, then please try clearing your browser’s cache before contacting the Help Desk. 

EMAILING STUDENTS USING MYMAV

You may want to communicate with your students by email.  Please check UT Arlington's policy before releasing grades to a student. Instead of emailing grades, you are encouraged 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.

GRADE ROSTER: DOWNLOADING TO A SPREADSHEET

GRADE ROSTERS: PRINTING INSTRUCTIONS

GRADE ROSTERS: VIEW BY PAGE OR VIEW ALL STUDENTS

Grade rosters are set to list 20 students per page.  If you have more than 20 students in a class, you will need to go to each page to post the grades.

By selecting the View All (found at the bottom of the roster), you can view up to 100 students per page.

MYMAV/CANVAS NAMES

In MyMav, students have the ability to update their primary and preferred names.  Canvas can reflect the preferred name.  In Canvas, you should be able to search the student by their Student ID # which will not change to locate them. 

MULTIPLE SECURITY ROLES

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.  Navigation: Set Up SACR > User Defaults 1 > Term 2112 from dropdown > Save.