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Class
Rolls
Grading
Grade Changes
The
Office of the University Registrar maintains course and enrollment data
in ISIS, produces grade sheets, and assigns classroom space. Each dean's
office and College departmental office has designated a liaison to the
Office of the University Registrar who works with the Office.
Students
in the School of Medicine and the Darden school do not use ISIS for course
enrollment and are added into courses by their dean's office; references
to course enrollment via ISIS that follow do not apply to either school.
How to
Create a Course
When a new course is established by your department, the course mnemonic
and number, title, number or range of credits, grading options, maximum
enrollment, location, time, and instructor name are added into ISIS. Changes
to your course can be made by the Office of the University Registrar on
an emergency basis, but it is best to work through your departmental contact
when possible.
Enrollment
Limits
When you establish an appropriate maximum enrollment for your course,
a student can add your course only if there is space available and all
enrollment restrictions are met. To override your enrollment limit, a
student will bring you a course action form for you to sign. You should
set an enrollment limit in line with past demand and within the size of
your assigned classroom, so as to minimize the number of course action
forms your department needs to process. You can monitor the enrollment
figures for your class through the Instructional
Toolkit, the on-line course
offerings, and ISIS.
Course
Restrictions
You can restrict the enrollment in your course by establishing course
restrictions in ISIS. For example, you can restrict a course by academic
level or year (e.g., only fourth-year students), by major, by school (GSAS,
Commerce, etc.), or any combination. ISIS allows only those students who
meet all the restrictions to add. ISIS
cannot restrict enrollment on the basis of requiring certain pre-requisite
courses, but you have the authority to drop any student who does not have
the pre-requisites listed in the Record.
Further details
are in the Course Restrictions
section below.
Dependent
Courses
If your course requires enrollment in a dependent lab or discussion section,
the two sections can be linked in ISIS. The main course is designated
as the primary course, and any required lab or discussion is designated
as the dependent course. Students can add into the dependent course only
if they have first enrolled in the primary course.
Instructor
Number
You have been assigned a four-character instructor number (either four
digits or a letter-number combination), which is used to designate the
courses you teach. If you also supervise independent study or thesis dissertation,
you will need to provide your instructor number to those students to enter
into ISIS when adding the research. Courses requiring an instructor number
are marked II (independent instruction) or TD (thesis dissertation) in
the course
offerings.
Continuing
and Professional Studies Students
Students who are not admitted to a degree program can enroll through the
School of Continuing and Professional Studies. To do so, they must make
application to SCPS and secure the written permission of the instructor
in whose course they want enroll. It is at your discretion whether or
not to accept Continuing Education students. Should you agree to accept
a Continuing Education student, a "duplicate" of your course will be created
using a schedule number different from that used for your primary section.
In essence, you will have two separate courses under two different schedule
numbers, and with two separate grade sheets. All Continuing Education
forms and paperwork should be returned to the SCPS University Center in
Zehmer Hall.
Full-time
staff can take one course free per semester; enrollment is usually made
through the Community Scholar office in Zehmer Hall.
Course
Action Form
When students are unable to add your course (because they do not meet
the restrictions or the course is full), you may be asked to sign a Course
Action form to override ISIS. While ISIS will never allow a
student in your course if there is not room or a restriction is not met,
a course action form always allows the student to enroll.
Completed
course action forms are submitted by the student to the appropriate dean's
office or (in the College) departmental office. If the student should
be able to add or drop your course on ISIS, you should not have to sign
a Course Action form—students cannot use you to circumvent a registration
block.
Final
Registration
The distinction is made between course enrollment (the selection of courses)
and final registration (becoming a student). Even though a student may
have added courses, he or she is not officially registered until final
registration is successfully completed via ISIS. Conversely, a student
may have successfully completed final registration without having added
all courses.
During the
period of initial course enrollment for the following semester, any student
we expect to enroll for the coming semester has access to ISIS for course
enrollment. During the final registration period at the start of each
semester, all students must use ISIS to activate the final registration
function and indicate his or her final intent to attend classes. Students
who have any kind of registration block cannot complete this function
until all blocks are cleared. Blocks can be placed by:
- the International
Students Office, for administrative reasons;
- the Bursar's
Office, for unmet financial obligations or failure to have completed
loan paperwork;
- Student
Health, for incomplete health records or missing proof of insurance
coverage;
- the individual
deans' offices, for various academic reasons;
- the Dean
of Students, for infractions reported by the Bad Check Committee; and
- the undergraduate
Admission Office, for missing application data.
On the first
day of final registration, access to the course enrollment functions is
restricted to those students who have successfully completed final registration.
Students who fail to complete final registration by the deadline will
be presumed to have decided against attending for that semester. All pre-enrolled
courses will be dropped from the student's schedule. Late registrants
will have to come in person to the Office of the University Registrar
in Carruthers Hall. A late registration fee of $25 will be assessed during
the first two weeks of late registration, after which the fee increases
to $50. Registration after the end of the eighth week of class requires
approval from the dean's office. Following a successful late registration,
it is the student's responsibility to add courses using ISIS or course
action forms.
Withdrawal
After the official drop deadline (before which a student can drop a course
by using ISIS), discontinuance of enrollment can be made only as a withdrawal.
The student will bring a Grade Indicator form from the dean's office for
you to complete. The student will appear on your official grade sheet,
with an early grade of W, WP, or WF already indicated.
CLASS
ROLLS
You can obtain copies of your class roll through the Instructional
Toolkit or by sending an e-mail to the "uvai" service (details
on which follow), both of which provide enrollments as of the end of the
previous day. (If you have access to log into ISIS directly, you can also
review your course data current to the minute by viewing the ISIS function
CLR.) Printed class rolls are not distributed by the University Registrar's
Office.
We recommend
that you verify at the start of each semester that the grading method,
course mnemonic and number, and course title are all recorded correctly;
notify your department of any necessary changes. There is a great deal
of adding and dropping going on at the start of the semester, so your
enrollment may change during the first couple weeks of the semester, and
we recommend checking your roll again following the add/drop deadlines,
or about two weeks into the semester.
After the
add deadline, students in your course but not on the roll should be instructed
to complete a course action form at their dean's office immediately.
Class Rolls via E-mail
Q1:
Who can request a class roll via e-mail?
Q2: How do I request a class roll via e-mail?
Q3: What is an "enhanced" class roll and how do I
request one?
Q4: Who can receive a class roll via e-mail?
Q5: How will I know if there are problems
with my request?
Q6: What if I need additional help?
Q1:
Who can request a class roll via e-mail?
Anyone
(such as a departmental secretary) can send an e-mail request for a class
roll, but the actual instructor teaching the course is the only person
who will receive the actual class roll. The automated uvai e-mail
program matches the instructor number in the e-mail request against registered
e-mail accounts in the WHOIS database; therefore, the instructor must
have a registered e-mail account with the UVa Postmaster in order to receive
the class roll via e-mail.
Q2:
How do I request a class roll via e-mail?
To
receive an electronic listing of the class roll, send an e-mail to uvai@virginia.edu.
The "Subject:" field of the e-mail message must be classrolls.
In the body of the message, include the five-digit schedule number of
the course (not the course number but the schedule number),
and the four-character instructor number. You may request up to three
course rolls in one request, but each course must be listed on a separate
line. For example:
| To: |
|
uvai@virginia.edu |
| Subject: |
|
classrolls |
| Message: |
|
schedule=12345 instructor=2707 |
| |
|
schedule=12346 instructor=2707 |
| |
|
schedule=12347 instructor=2707 |
Q3:
What is an "enhanced" class roll and how do I request one?
While the standard class roll lists each student's computing ID and full
name, an "enhanced" class roll also provides the following additional
information (if available) about each student:
- email
address
- course
schedule number
- course
mnemonic and number
- course
section number
- academic
level
- grading
option
- credit
- school
- degree
program
Also, the
course schedule number, mnemonic, section number, begin/end dates, and
course title will be listed as the very first line of the electronic listing.
To request
an enhanced class roll, send an e-mail to uvai@virginia.edu. The "Subject:"
field of the e-mail message must be classrolls. In the body of
the message, include the five-digit schedule number of the course (not
the course number but the schedule number), the four-digit
instructor number, and then indicate that you'd like the enhanced format.
You may request up to three course rolls in one request, but each course
must be listed on a separate line. For example:
| To: |
|
uvai@virginia.edu |
| Subject: |
|
classrolls |
| Message: |
|
schedule=12345 instructor=2707 format=enhanced |
| |
|
schedule=12346 instructor=2707 format=enhanced |
| |
|
schedule=12347 instructor=2707 format=enhanced |
Q4:
Who can receive a class roll via e-mail?
The
actual instructor teaching the course is the only person who can receive
the e-mail response that lists the class roll (although anyone can send
an e-mail request for a class roll). The automated uvai e-mail
program matches the instructor number in the e-mail request against registered
e-mail accounts in the 'whois' database; therefore, an instructor must
have a registered e-mail account with the UVa Postmaster in order to receive
the class roll via e-mail.
Q5:
How will I know if there are problems with my request?
The
person making the class roll request will receive an e-mail confirmation
regarding the request. Any problems with the request will be noted in the
e-mail response. Typical problems include:
| PROBLEM |
SOLUTION |
| Unknown
request type in email subject header |
Check
that classrolls was the "Subject:" of your e-mail |
| No classroll
for this schedule number |
Check
that the correct 5-digit schedule number was typed |
| Instructor
does not teach this course |
Check
that the correct 4-digit instructor number was typed |
| No instructors
on file |
Check
that the instructor is listed in the Course Offering Directory |
| Couldn't
find instructor email address |
Instructor
must obtain a registered
U.Va. e-mail address |
| Couldn't
find course attributes |
Check
that the 5-digit schedule number is listed in the online Course listings |
Q6:
What if I need additional help?
For
additional help with using the automated uvai e-mail program, please
contact Debbie Lichtenfels in the Office of the University Registrar at
434/924-4520 or via e-mail at drl@virginia.edu.
GRADING
The grades and symbols used to record academic progress are established
by the Faculty Senate, with each school deciding which individual grades
it will use. Students are graded according to the grading system of the
school in which they are enrolled, not according to the grading system
of the school in which the course is taught. The grading practices of
each school are detailed in the Undergraduate
Record and the Graduate
Record. Faculty are responsible for fair grading practices
and prompt submission of grades.
Grading
Methods
When adding your course, students can select from a range of grading options.
Listed in the course
offerings column marked GM (for Grading Method) is a code that designates
the range of options available for your course. This grading method is
set when the course is created on the database. Available grading method
options are:
- O: all
letter grades valid except S and U (ISIS will assume a letter grade
unless the student has selected audit or CR/NC);
- G: all
letter grades valid except CR, NC, S, or U;
- P: CR
or NC only are valid (this is the "pass/fail" option);
- S: S or
U only are valid (usually reserved for research courses; students in
these courses cannot receive a letter grade);
- N: NR
only is valid; for non-resident status only (this is not an option you,
as a faculty member, will see regularly); and
- Y: first
semester of a year course.
Only those
courses with a grading method of O or P can be taken on a credit/no credit
basis, unless prohibited by the student's school of enrollment. All courses
except those with a grading method of N or Y can be taken as an audit,
also unless prohibited by the student's school of enrollment. Students
may change their designated grading method via ISIS before their add deadline.
On the final
grade sheets, grades which are not valid for the course or individual
student are X'd out.
Submitting
Grades
A grade is a contract between the student
and the instructor. The administrative responsibility
for submission of grades rest with the faculty member of record of an
individual course, and only that individual can
submit grades for
the course, either on a printed grade sheet or electronically via the
Toolkit. Only under extenuating circumstances may you authorize 'proxy'
rights to a staff member
of your department or SCPS center to submit grades on your behalf.
The
final report you receive each semester is the official grade sheet,
on
which
you
are asked to indicate
each
student's final semester grade.
As noted above, only those grades applicable to your course's grading
method and the option selected will be available. You can also submit
grades electronically by using the Instructional Toolkit. If a grade
of W, WP, or WF is already indicated for a particular student, it
means
that the student withdrew after the official drop date, and you do not
need to submit a grade for the student. Early grades are also assigned
if a student is suspended for academic or financial reasons.
Grades should
be submitted within forty-eight hours after the final exam. Since the
grade data on ISIS are updated nightly, students continually check on
their grades; if your grade doesn't appear when they expect, students
may contact you to ask why. Furthermore, missing grades work a hardship
on the dean's office when they are assessing eligibility to continue or
to graduate.
If you submit
grades via the Toolkit, be sure to print out and sign the submission page,
and submit that page as you would a printed grade sheet. That submission
page is what is used at the University Registrar's Office to trigger the
release of your grades from the Toolkit holding file to the student records
in ISIS.
During exam
week you may leave your grade sheet and/or Toolkit submission page at
one of the central pick-up locations (detailed in the cover memo that
accompanies the grade sheets) for the University Registrar's courier.
At other times, grade sheets may be delivered directly to the University
Registrar in Carruthers Hall. You can use the drop box in the visitor
parking lot on the south side of the building (next to the blue awning)
when the office is closed. If you deliver the grade sheet or Toolkit submission
page directly to the University Registrar, be sure to retain the carbon
copy for your departmental office.
You may also
receive a special degree candidate grade sheets, listing students who
are expected to receive a degree at the end of the semester. These sheets
are returned to the appropriate deans' office, where they are used to
verify completion of degree requirements. The grade entered on the degree
candidate grade sheets should be identical to that entered on the official
grade sheet.
In the School
of Medicine, grading is handled in a different manner, details of which
are available from Allison
Innes, the Director of Student Affairs, at 924-5579.
GRADE
CHANGES
It will sometimes happen that you will need to change a grade after the
grade sheet has been submitted. Grade change forms are available from
your department; simply complete one and leave it with your departmental
contact, who will forward it to the student's dean's office for approval
(where applicable), and then to the Office of the University Registrar.
Students
are not permitted to handle a grade change form directly. Please do not
give a change form directly to the student under any circumstance.
No grade
may be changed after it is submitted to the Office of the University Registrar
without the approval of the school dean. Usually, only errors of calculation
or transcription are authorized justifications for a change of grade.
When the change is entered to ISIS by the University Registrar, you will
receive a confirmation e-mail the next morning.
Faculty
Calendar
Start of Semester:
Course rolls available; check that course data are correct.
End of
Add/Drop Period:
Check that students listed are actually in your course; report incorrect
listings to your department. Remind students to verify the accuracy of
their own schedules on ISIS.
End of
Semester
Grade sheets delivered; due 48 hours after final examination.
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