December 14, 1999

To: U of M Faculty
From: Susan Van Voorhis, TC Registrar

This is a temporary process recommended by PeopleSoft while we move to a process where faculty is able to enter grades directly into the system.

The Fall 1999 semester grade reports are currently being distributed to departments and faculty on all campuses. Grading materials consist of Grade Form Cover Sheets (i.e., list of classes by subject and catalog number) and corresponding Grade Reports (i.e., "bubble" sheets for each class section).

Completed Grade Reports are due to OTR/Twin Cities as follows:

NOTE: Please return grades by January 5, so accurate probation reports, Dean's List, and other information can be sent out to colleges and advisors in a timely way.

Also note: the Interactive Voice Response System (the Gopher Line) may not be available for students to call to find out their grades. We will let students know that they will be able to use the Web to view their grades through Daily ads and E-mail messages. Grades will appear on student records in PeopleSoft as of January 10, 2000.

Detailed instructions for completing semester Grade Reports are included with the distributed packet and are also printed on the form. Please review all information prior to marking. Only one original of the Grade Report is available for security reasons. If you would like to keep a set of grades for your records, copy the bubble sheet, but send the original to OTR.

• Instructor Initials, Department Chair signature and Date are required on all grade reports.
• Instructors may not assign "W" grades. The only valid "W" grades are pre-marked on the form indicating a student has officially withdrawn from the class.
• Changes or additions to grade reports must be completed on a Supplementary Grade Report.
• Do not put stray marks on grade report, as this will effect the scanning process.
• Do not fold, staple, paperclip, or mutilate the grade report.
• Machine scanned grade reports cannot be reproduced, so replacement grade rosters are created manually by OTR, which can delay the grade posting process . Please treat original Grade Forms carefully.
• Once processing is completed, grade reports will be archived in the Registrar’s office.

Please submit your Grade Reports by the deadline. Late grade reports can negatively impact students in many ways, including delay in graduation, denial of scholarships or VA benefits, and lost job opportunities.

Questions about Grade Report process?

Please call Shirley Ellingson at 612/626-1365 or the Student Records Help Desk at 612/625-2803