Mandatory Web Grading The Only Way to Go
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AACRAO Tuesday, March 25, 2008 Session ID: 210 4:15 - 5:15 p.m. Mandatory Web Grading The Only Way to Go! Presenters: UCLA Associate Registrars Kathleen Copenhaver Cathy Lindstrom-Jacobson UCLA Campus Profile College of Letters & Science 11 Professional Schools Faculty 4,000 Teaching Faculty Enrollment: 37,500 26,000 Undergraduates 11,500 Graduate Degree Programs 125 Undergrad Majors 75 Undergrad Minors 121 Graduate Majors Nobel Laureates 5 UCLA Faculty 4 UCLA Graduates Library 8 million volumes Top 10 in the nation Buildings 325 Buildings 419 Acres 100 NCAA Championships Classrooms 200 General Assignment 50 Department Classrooms 40 Department Laboratories Rank Top 10 Research Universities (National Research Council) Top 4 “New Ivies” (Kaplan/Newsweek) AACRAO, March 25, 2008 Slide 2 Benefits of Web Grading Rosters reflect real-time status of adds/drops Error checking prevents grading mistakes Grades can be submitted directly to the Registrar’s Office at any time from any place with internet access Grades are immediately available to students through their MyUCLA Study List AACRAO, March 25, 2008 Slide 3 Benefits of Web Grading cont. Academic actions can be processed faster (dean’s honors, athletic eligibility, Subject to Dismissal actions) Counselors can monitor prerequisite requirements sooner Dissemination, collection, and sorting of paper rosters eliminated No more keypunch! AACRAO, March 25, 2008 Slide 4 Voluntary Web Grading MyUCLA Gradebook rollout in Winter 2000 with all the bells and whistles AACRAO, March 25, 2008 Official Grade Roster Available all term Choice of grading schema TA and delegate access Upload/Download features Link to student Study List Comments to Class Comments to Student Calculation of grades Submission to Reg Office Histograms of class grades Archive of grades Reuse of grading template Slide 5 Voluntary Response Number of Faculty Fall 2003 = 688 Winter 2004 = 920 Spring 2004 1,297 Number of Classes Fall 2001 = 4% Winter 2004 = 14% Devoted Fans Encouraging but not Sufficient AACRAO, March 25, 2008 Slide 6 Reality Hits We are running two systems Still sorting paper rosters and Keypunching grades Already invested in equipment for web grades We need to make web grading mandatory Administration buy in Faculty Senate buy in New servers More robust firewall Monitoring software Faculty training Help desk AACRAO, March 25, 2008 Slide 7 Faculty Requirements Must have Help Desk with a real person available, not a message or menu Must be easy to use! Need better support to acquire logon ID Need a privacy option in Campus Directory Must provide training to faculty and TAs Need to be clear on the policy on who can submit grades Been hearing about it for years Just do it! AACRAO, March 25, 2008 Slide 8 Who’s going to Tell Them? Registrar? Vice Provost? Senate Chair? Chancellor? “I’ll tell them! (You write the memo.)” Executive Vice Chancellor and Provost AACRAO, March 25, 2008 Slide 9 Timeline: Voluntary to Mandatory 2000 Development of 1st MyUCLA Gradebook and pilot rollout 2001 Implementation of voluntary electronic submission of grades 2004 2005 Development of MyUCLA Gradebook Express Implementation of mandatory web grading with choice of Gradebooks Collaboration among College and Registrar’s Office and central campus Administrative Information Systems AACRAO, March 25, 2008 Slide 10 Data Collection & Publishing Replication Mainframe College Server Registrar’s Server AACRAO, March 25, 2008 Slide 11 Security The web application requires a certificate and uses a secured socket layer (SSL). Authentication is controlled by ISIS*, the campus “single sign-on” internet logon service: faculty must Have a UCLA Logon ID Authorization is controlled by the application: faculty must Have an active payroll interest (even if 0% appointment) Have e-mail stored in the Campus Directory (doesn’t have to be publicly displayed) *Integrated Security Information Service AACRAO, March 25, 2008 Slide 12 Staff Resources Registrar’s Office 2.5 FTE original development .5 FTE maintenance 1 FTE grading staff 1.5 FTE ongoing total AACRAO, March 25, 2008 College of L&S 2.5 FTE original development .5 FTE enhancements and fixes 2 FTE helpdesk staff 2.5 FTE ongoing total Slide 13 Hardware & Software Registrar’s Office Development Software Microsoft SQL 2000 Enterprise Edition Servers 1 single core 4-way + 2 single core 2-way Firewall CISCO PIX 535 Monitoring software Sitescope AACRAO, March 25, 2008 College of L&S Development Software Microsoft SQL 2000 Enterprise Edition Servers 1 dual core 4-way + 3 to 6 single core 2-way Firewall Redundant CISCO blades Monitoring software Monitor Magic Slide 14 Estimated Budget Registrar’s Office and College Development Software, Hardware, Licensing $100,000 Plus Yearly Maintenance $ 20,000 Plus Three year Equipment Replacement Cycle AACRAO, March 25, 2008 Slide 15 Setting the Deadline Submission of final grades is activated the beginning of tenth week. The deadline to submit grades is one week after the end of finals week. Customized e-mail reminders are sent before and during the submission period AACRAO, March 25, 2008 Slide 16 Department Challenges • Learn new method of accessing grade rosters • Assist faculty with UCLA logon credentials • Update payroll data • Enter data in Campus Directory • E-Mail follow up with faculty for missing grades AACRAO, March 25, 2008 Slide 17 Faculty Training Memo to all faculty announcing mandatory electronic grading Memo included a Quick Card help insert Open sessions in Faculty Center to introduce faculty to the application Departmental training sessions at faculty meetings Individual training sessions with faculty Very few faculty took advantage of the training sessions AACRAO, March 25, 2008 Slide 18 Quick Card Help AACRAO, March 25, 2008 Slide 19 Reminders to Faculty 1. Notice on MyUCLA Faculty Class List page 2. Reg Office: One week before grading period opens 3. Reg Office: One week before grading period ends You have 2 2classes classes 300 enrolled 300 enrolled AACRAO, March 25, 2008 Slide 20 MyUCLA Faculty Page Faculty access their Gradebooks through their MyUCLA Faculty homepage class list AACRAO, March 25, 2008 Slide 21 FERPA CAUTION AACRAO, March 25, 2008 Slide 22 Gradebook Choice Keeps grades throughout the term Collects only final grades Creates grading schema & template Gives students immediate assess to their final grades Calculates grades Instant communication with class Both provide for TA and staff delegates or individual student to help enter grades, but only faculty can submit final grades. AACRAO, March 25, 2008 Slide 23 Assign Gradebook Assistants Assign TAs access to enter grades Assign a staff assistant access to enter grades AACRAO, March 25, 2008 Slide 24 Enter Grades Grade Counter Pull down grades Required remarks Page display AACRAO, March 25, 2008 Slide 25 Review & Submit Grades AACRAO, March 25, 2008 Slide 26 Confirmation Number AACRAO, March 25, 2008 Slide 27 Display Sort Options AACRAO, March 25, 2008 Slide 28 Optional Information Display Note Extension Student AACRAO, March 25, 2008 Slide 29 Online Help & Help Desk Real people answer the phone. AACRAO, March 25, 2008 Slide 30 Faculty/Student Class Lists Faculty Class List Student Study List Final Grades are immediately available to students in their MyUCLA homepage. AACRAO, March 25, 2008 Slide 31 URSA for Students 2008 Grades batched into URSA nightly AACRAO, March 25, 2008 Slide 32 SRWeb for Staff Winter 2008 AACRAO, March 25, 2008 Slide 33 Late Grades The Registrar’s Office mails a request for missing grades Faculty must enter individual grades on individual forms Some exceptions are made for very large classes Returned grades are entered manually to the mainframe by the grading coordinator AACRAO, March 25, 2008 Slide 34 Biggest Challenges Helping faculty to obtain a UCLA Logon ID Helping departments list their faculty in the Campus Directory Reminding departments that instructors need to be listed in payroll even if they have a 0% appointment Timing - Campus Closure Staffing help desk during grade submittal needed three FTE needed during implementation AACRAO, March 25, 2008 Slide 35 Which Gradebook? Term Gradebook Fall 2005 Winter 2006 Spring 2006 10% 10% 10% Gradebook Express 90% 90% 90% Did making it mandatory generate greater interest in using the full-featured Gradebook? No. Lesson: Keep it simple! AACRAO, March 25, 2008 Slide 36 Collection Statistics: Fall 2007 Grades Received No Grades Received Total Individual Rosters 91% 9% 100% Individual Grades 97% 3% 100% Grades Received No Grades Received Total Individual Rosters 6,612 635 7,247 Individual Grades 111,384 3,880 115,264 AACRAO, March 25, 2008 Slide 37 Congratulations Team!! UCLA Registrar’s Office 1105 Murphy Hall Los Angeles, CA 90095 clindstrom@registrar.ucla.edu kcopenhaver@registrar.ucla.edu See Sample Faculty Page: http://www.my.ucla.edu AACRAO, March 25, 2008 Slide 38
