UTSC

eMarks Manual

Last updated – November 26, 2014

1

Table of Contents

About eMarks ................................................................................................................................. 2

Getting Started – Logging In .......................................................................................................... 2

eMarks for Instructors .................................................................................................................... 4

Submitting Your Marks................................................................................................................ 6

Submitting Marks for a Course You Teach in a Different Faculty............................................... 14

Amending Marks on eMarks ...................................................................................................... 15

eMarks for Approvers ................................................................................................................... 19

Approving/Denying Marks ......................................................................................................... 19

Approving/Denying Amendments ............................................................................................. 22

eMarks for Departmental Administrators ..................................................................................... 25

Search Console ......................................................................................................................... 27

Need Help? ................................................................................................................................... 32

2

About eMarks eMarks was created at the University of Toronto to enable the submission of course grades and amended grades on-line. eMarks also allows instructors and departments to track any changes made to a student’s grade.

eMarks has a range of functionalities depending on the user’s role. Some of the functionalities include:

• Submitting final grades for a course; • Submitting amendments for one or multiple students in the same course; • Viewing a breakdown of grade percentage based on a course; • Viewing past course grades submitted; • Approving or denying grades/amendments; and • Viewing all courses belonging to a department including marks that are outstanding

and/or overdue. Getting Started – Logging In

1. Sign on to the eMarks system by going to the following URL: https://emarks.utoronto.ca/

2. You will see the following screen where you will type in your UTOR ID and Password

and then click on the Log In button:

https://emarks.utoronto.ca/

3

Note for Instructors not paid through HRIS: If you are not paid through the UofT HRIS/payroll system (e.g., some instructors at the Federated Colleges) you will be assigned a PIN and a password. This information will be provided to you by your departmental administrator or the UTSC Registrar’s Office (see page 29). If you fall into this category, instead of entering a UTOR ID you will enter your email address. Instead of entering a UTOR password you will enter the password provided by your department or the UTSC Registrar’s Office.

3. A secondary authentication will be needed to complete your login to the system. Your secondary authentication is your last four digits of your personnel number. If you do not know them, please see your departmental administrator. Enter the last four digits of your personnel number and click the Log In button.

Note for Instructors not paid through HRIS: Instead of entering the last four digits of your personnel number you will enter the PIN provided by your department or the UTSC Registrar’s Office.

4

eMarks for Instructors

After successfully logging into eMarks you will see the Marks Status page which is the main page for managing your marks submission activities:

Filters – allowing you to select courses by session, course code, or status (new, ready, pending, approved, etc.)

This page will show the courses for which you are listed as Instructor. You can further organize your courses based on Session, a specific Course Code, or Status.

The Due Date heading is a new feature which has been added to eMarks to make it easy for you to keep track of when your marks are due. Any grades that are outstanding will have a red date under this column.

5

Things to know before submitting marks:

• Marks are always due 5 business days after the final examination for the course, regular exams and deferred exams. For courses without final exams, marks are due 5 business days after the last day of class (not including the holiday break in December and early January for the fall term marks).

• Remember that a request from a student for special consideration or for late acceptance

of term work beyond the last day of the examination period requires a petition through UTSC Registrar’s Office eService. Once submitted, marks cannot be changed without the approval of your Chair.

• Marks must be entered as a number between 0 and 100 only. The only exception is

approved CR/NCR courses (ie Music Performance courses and a few Biology courses) and GWR (Academic Integrity issues, see below). The grade field must not be left blank. Letter grades, % symbols, decimal points, 'SDF', 'WDR' or 'DNW' are not acceptable. If you find that some elements of a student’s work remains incomplete or undone you should use a mark of 0% for any missing element and then calculate and submit the final mark accordingly. Do not leave the final mark blank for incomplete work or put in a final course grade of 0% (unless nothing has been assessed) or try to signal “incomplete” or some other non-percentage element. This process should be followed even if a student advises you that they will be doing a deferred exam.

• If the student did not write the final exam, please check that box in the column entitled

“Exam no show”. Be sure to fill in the mark with the grade earned. When calculating the student’s final grade in the course you should put in zero for the final exam component.

• If a teaching assistant is calculating the final grades for your course it is important that

you double check the marks, in particular their calculation to reach the final mark, to ensure it is correct. Extra care should be exercised when you have two students with the same name in your course. In these cases please double check the mark against their student numbers to ensure that each of these students is receiving the correct mark.

• If a case of possible academic misconduct is pending, enter “GWR” (Grade Withheld

Pending Review) and advise your Chair and the Academic Integrity Officer at integrity@utsc.utoronto.ca..

• If a student does not appear on your marks list, inform your departmental administrator

and they will look into the student’s registration status.

• For information concerning the UTSC’s regulations and procedures with respect to term

work, examinations, marking and re-reading final examination papers, please refer to the appropriate sections of the Academic Handbook http://www.utsc.utoronto.ca/~vpdean/

mailto:integrity@utsc.utoronto.cahttp://www.utsc.utoronto.ca/~vpdean/

6

Submitting Your Marks

1. From the main page you will see your list of courses. They will be showing as one of the following:

• New – An eligible course with no marks currently entered; • Incomplete - A course where not all students have a mark entered, or there is an

error in the mark submission such as invalid marks; • Ready - A course where all students have a mark entered but the marks have not

been submitted for approval; • Pending - A course for which marks have been submitted to the Chair/Approver for

review but the Chair/Approver have yet to view or make a decision on the acceptability of the marks;

• Approved - A mark submission that has been approved by the Chair; and • Denied - A mark submission that has been denied by the Chair.

When initially going into eMarks each term, you should click on all to ensure that all courses for which you will be responsible for marking in that term appear. If you do not see your course(s) listed, notify your departmental administrator immediately.

2. Select the course which has marks that need to be entered. Click the Add/Edit button on the right hand side and the marks list for the course you chose will load onto the page.

Click here to enter marks for PSY299Y1

7

3. The page where you can enter or upload marks for your course is called the Add/Edit page.

This is the Add/Edit page used for entering marks

The Help button feature provides you with the allowed grades for the current faculty you are working in, that is, grades that are acceptable for Faculty of Arts and Science students enrolled in the course.

8

For students outside of your “home” faculty, e.g., an ARCLA (Architecture) student in an UTSC course, you can see which grades are allowable for their home faculty by hovering over the mark box (see below).

4. You will have four options to enter your marks for submission:

• Add/Edit allows you to manually type in each student’s mark; • Upload CSV (Comma Separated Values) file allows you to upload all the student’s

marks all at once; • Copy & Paste allows you to copy the marks off a spread sheet and paste them onto

eMarks; • Blackboard CSV file (see below for further instructions).

Clicking on any of the four tabs will give you further instructions on uploading your marks via the method you have chosen.

ARCLA student in an Arts & Science course.

For students outside of your division, if you hover over the marks field the allowable grades for student’s home division will appear. You must enter one of grades in that format.

9

Blackboard CSV file upload

You may also use a CSV file from the download options in Blackboard as a way to upload your marks into eMarks. This is a two-step process requiring you to download the file in Blackboard and then uploading it to eMarks. Go to the Grade Centre in Blackboard for the course for which you want to download the marks. Click the menu item called “Work Offline” and select the sub-menu item called “Download”.

Then when making your selections ensure the delimiter type is set to Comma and the Download Location is My Computer.

Four ways to submit your marks

10

Then click “Submit” to download the file to your computer. The file will be comma delimited (CSV format) and will be the file that you will need to upload into eMarks. This CSV file will contain a header row and a data row (each data row will have information for each student in your course). One of the columns must be labelled “Student ID”. The name of the final grade column was probably created by you and you must specify this name in order to upload your file into eMarks. Open eMarks and go to your course. Click “Add/Edit” and then got to the sub tab called “Blackboard File Upload”. Enter the exact name of the column header with your final course marks, then click “Add” to select the location of the file. The file will then be uploaded. In order for the upload to be successful you need the same students in your file as appears in eMarks.

11

After the marks have been successfully uploaded you will need to add “Exam no show” manually in “Add/Edit” screen before submitting the marks for approval. 5. Once you have filled in a mark for ALL students you will click Save as Draft. At this point

a pop up will appear. If all marks are acceptable to the system you will have the option to Submit for Approval or Return to Saved Draft. Please note if you choose to Return to Saved Draft your marks will now show as Ready. This means they have not yet been submitted for approval.

If however, the marks you are attempting to save are unacceptable the Submit for Approval option will NOT come up after you click Save as Draft. Instead, the marks will be saved but will now have a status of Incomplete to warn you something is incorrect with the submission. If this happens a message will come up at the top of the screen letting you know which mark(s) is/are the problem. Once you fix the problem you can Save again and Submit for Approval

12

Error message indicating which mark is unacceptable. It lists the incorrect mark and the student number for which it was entered.

The system will not allow you to submit grades if they are not acceptable grades for your faculty. Please speak to your departmental administrator if you have any questions regarding acceptable grades.

For students from other faculties eMarks will automatically convert their grade into an acceptable grade for their faculty. For example, there is no need to submit a letter grade for a graduate student. Instead submit the number grade and eMarks will convert it into the equivalent letter grade automatically. The Primary Org Code indicates which faculty the student is registered, e.g., SCAR is University of Toronto Scarborough, ARTSC is Arts and Science, SGS is the School of Graduate Studies, APSC is the Faculty of Applied Science and Engineering, ERIN is the University of Toronto at Mississauga, etc.

6. Once you have successfully submitted your grades for approval a message will show up at the top of the screen. Also, the status of the course will show as either Pending or Approved. Pending means the course has been submitted and is waiting for the department to approve it.

13

If you notice that a mark you have submitted is incorrect but the marks are still showing as Pending, you have the option to Unsubmit your grades, make corrections and then resubmit them for approval without needing to create an amendment.

Marks have been successful submitted for review

You can click Unsubmit to recall submitted marks (if not yet reviewed by the approver).

Marks status automatically changes to pending after submitted for review/approval

Approved means the grades have been approved and will be uploaded to ROSI.

14

Submitting Marks for a Course You Teach in a Different Faculty For instructors who teach in multiple faculties you will be able to choose which faculty you would like to work from when you sign onto eMarks.

When you log into eMarks you will have a tab which says Faculty. By clicking on this tab you will be brought to a screen which shows you all the faculties for which you are required to submit grades.

You can only enter marks for this faculty, as this is the faculty active for you on eMarks

If you want to enter marks for Mississauga you will need to switch to this faculty by clicking on the name or ORG code

Simply click the faculty you would like to work from and then return to Marks tab to find the courses you are linked to for that specific faculty. You can switch back and forth from each faculty without having to logout and log back in.

15

Amending Marks on eMarks Any changes that need to be made to students’ final marks are considered Amendments. As with final grades, amendments also need to be submitted through the eMarks system (the Registrar’s office does not accept paper amendments, except when a GWR is resolved).

Amendments, like course marks submissions, are all done through the Marks Status tab.

1. To create an amendment you will need to click the Amend button beside the course

which you would like to amend. You can only amend a mark for a course that has already been approved and loaded on ROSI (the student record system).

Click on Amend to enter an amendment. The Amend button only shows for approved courses with marks that have been loaded on ROSI.

If you notice that a mark you have submitted is incorrect but the marks are still showing as Pending, you have the option to Unsubmit your grades, make corrections and then resubmit them for approval without needing to create an amendment.

2. Once you have the class list open you can amend one or more students’ grades in the same class at one time; there is no need to create multiple amendments for students in the same class. You can use the Upload CSV File and Copy & Paste features if you have a large number of amendments to submit for one class.

16

3. You must include the reason for the amendment(s) as the system will not allow you to

process it unless there is a reason listed.

Required: Amendment reason and mark (and/or Exam No Show).

4. Once the amendment is processed you will get a message at the top of the screen

informing you the amendment was successful.

When you refresh your Marks page a checkmark will now show up beside the course you have amended to show there is one or more amendment in this course.

In order to see your amendments you will need to click the Details button for the course which will bring you to a detailed page of the marks submitted for the course.

17

Checkmark indicates amendments exist for this course.

Click Details to see specifics of your course amendments

At the top of the page, click the Amended Marks tab and it will provide you with all amendments made for that course along with the status of the amendment.

Course history tab

Amendments history tab

If the marks have been approved but not yet loaded to ROSI (the Student Record System), you will not be able to submit an amendment hence the Amend button will not be available. You will have to try again later to submit the amendment. You will only be able to view the details of what you submitted and was approved.

18

No Amend button available because marks not yet loaded to the student record system.

19

eMarks for Approvers

If you are the Chair, Associate Chair, or designated approver for your department when you log in you will see a Marks Approval tab which contains all of the courses that are ready for your approval. You will also see all of the courses that you have already approved/denied.

Approving/Denying Marks Upon logging into eMarks you will be brought to the main page. If you are currently or have previously been linked to a course as the Instructor the courses will appear on this page. If you have not been an instructor for any courses, then the page would appear as it does below.

Click on approvals to see course marks and amendments requiring your approval

1. To approve pending marks click the Approvals tab at the top of the page. The following page will appear displaying any marks and/or amendments that are pending your approval.

All pending marks are on the same page. There are different tabs for New Marks, Amendments, and Mark History (which shows all approvals that were done previously).

2. Click on Review for Approval to view the marks that have been submitted. Upon clicking Review for Approval you will be brought to another screen which will give you a breakdown of the marks followed by the class list as shown below:

20

You will need to approve or deny the marks. If you choose to deny the marks, you will need to fill in a comment in order to be able to submit. This will provide the instructor with feedback on how to adjust their marks before resubmitting.

3. Once you successfully submit an approval/denial for marks a message will come up at the top of your screen and the course will disappear from your list.

21

Approval successful

At this point, if you need to go back and look at the course you would go into Mark History and it will appear in that tab. All courses and amendments that have been previously approved/denied will be listed alphabetically in this tab. You may organize your search by any of the options above (Session, Specific Course Code, or Status).

Click the Mark History tab to see the history of your approvals/denials

22

Approving/Denying Amendments If there are no Course Marks to be approved, when clicking on the Approvals tab, it will automatically bring you to the Amendments section (if there are amendments).

When in the Amendments tab you now have the option to approve all amendments at once rather than one by one; for denied amendments however you will still have to do them one by one as you are required to enter a reason for denial.

To view the pending amendment, while in the amendments tab, you can either click each amendment to be reviewed one at a time or you can expand to view all amendments at once.

One at a time:

1. Review each individual amendment and click Approve/Denied. If you would like to

Deny the amendment you will need to provide a comment. 2. Once you have decided whether you will approve or deny the amendment click the

Submit button. 3. A message will pop up at the top of the screen informing you that your amendment

has been processed. The amendment will disappear from your list and can be found in the Marks History tab if needed.

23

All amendments at once:

1. Click the + beside “Course” to expand all amendments. Review each amendment and click Approve or Deny. You can either approve all or approve some and deny the others, but remember if you deny the marks you will need to provide a comment. If you decide to approve all amendments at once click the check box below Approve on the table heading.

This button allows you to expand/collapse the details of the amendments

By clicking here you can approve all your amendments at once.

If you choose to deny an amendment while doing the batch approval/denial a pop up box will automatically pop up for each amendment you have denied.

24

2. Once you have approved/denied all amendments click submit. A message will come up at the top of your screen informing you the amendments have been processed and all the amendments will disappear from your Amendments tab. If you need these amendments in the future they will be in the Mark History tab.

25

eMarks for Departmental Administrators Departmental Administrators will have access to Marks, Approvals and Search tabs. If you belong to multiple faculties you will also have the Faculty tab where you can switch between faculties. When logging into eMarks the Marks Status page will load as the main page. The Marks Status page will have all courses for your department listed. You can better manage your courses through the various filters (Session, Course Code and Status). The page will only show 50 courses at a time.

Filters – allowing you to select courses by session, course code, or status (new, ready, pending, approved, etc.)

Departmental Administrators will also have access to the Approvals tab which will show all courses and amendments waiting to be approved along with all courses and amendments that were previously approved/denied. If there are no new marks or amendments waiting to be approved then the approvals page will automatically load to the Mark History tab.

26

Status of courses submitted for approval

Click here to see details of courses

27

Search Console The Search Console has its own tab. By clicking the Search tab two dropdown options will appear (User and Mark Submission).

The User tab is most useful when trying to look up information regarding instructors or approvers.

You can fill out any section of this page depending on how specific you would like your search to be. You can also leave everything completely blank and get a list of all instructors for a specific section. Once you click search a list of results will load for you to work from.

28

You can also click the Export button to export the data into an excel file. This will make it easy for you to obtain email addresses for all your instructors.

The Return button will bring you back to the Search page.

29

The Marks Submission tab in the Search Console is the most useful when trying to find out course information including all courses in your department, the instructor UTOR ID, the deadline dates, and marks status.

As with the User page the Marks Submission page has many different options to work from. You can fill out any part of the form depending on how specific of a search you would like to have. Upon clicking Search the system will give you an output of results from which you can work on. For example, if you would like to know all the courses in your department that currently have the status of Ready you would check off that option and click search; a sample of the data output is shown below.

30

Once again you can choose to Export the data presented or Return to the Search page to do another search. The Exported file contains more data than appears on the screen. The Amendment tab is most useful if you would like to strictly look at amendments for a specific student or course. This will allow you to pull the amendments without having to go through the entire course and all the original marks.

31

As with the other search tabs, this page can be used in many different ways. You can search based on things such as Session, Course Code, Status or Person ID; as long as one part of the form is filled out you will be allowed to search, you do not need to fill out every section. Based on the search above you would be looking for any amendments for RLG311 in the 20145 session. By clicking search the following results appear:

The results above are all amendments for RLG311 in the 20145 session. The information includes the student’s previous mark, the new mark, when the submission was made, by whom, and the status of the amendment.

32

Need Help? If you require assistance with eMarks and you are an instructor, Chair, Vice-Principal, or Program Director you should contact the administrator in your department responsible for collecting marks.

Departmental administrators can receive support to resolve eMarks issues from:

• Tracy Vandermeer, Convocation & Student Records Coordinator

Office of the Registrar UTSC at vandermeer@utsc.utoronto.ca or 416-287-7532

AND

• Jeanine O’Carroll, Convocation & Student Records Assistant Office of the Registrar UTSC at ocarroll@utsc.utoronto.ca or 416-287-7578.

mailto:vandermeer@utsc.utoronto.camailto:ocarroll@utsc.utoronto.ca