Grade Proxy Information

As a grading proxy, you have been granted authority by a faculty member to enter grades in Axess. Depending on the authority level chosen for you, you may also be allowed to submit the grades to the University Registrar's Office (or, for Law classes, to the Law School Registrar's Office).

Before entering grades, review the "Privacy of Student Records" information on the Policies page of this web site. As a proxy, you must abide by University policies and federal laws protecting students' rights to keep their personal information and academic records private.

Becoming a Proxy

To be eligible to be a grading proxy, you must have a SUNet ID and must not be a student enrolled in the class to be graded.

If you have not been a proxy before, you will not be able to access any grade rosters until the day after the faculty member assigns a class to you. (The system process that grants you access runs overnight.)

You will be assigned a specific class or classes; you will not have access to all of the faculty member's classes. The faculty member may assign more than one person to a single class.

Proxies are granted one of two levels of authority:

• to enter the grades (you will review and submit the grades)

• to enter and submit grades on behalf of a faculty member

Depending on your authority level, you see different buttons at the bottom of the grade roster (explained below). The faculty member retains the ability to enter, change and submit grades for the class.

Accessing a Grade Roster & Entering Grades

After you have been made a grading proxy, you have access to the Teaching tab. Classes for which you have been authorized to enter grades are listed in the center of the page with their statuses.

For instructions on how to enter grades, see Steps 1 through 4 of Recording & Submitting Grades.

Return to this page for information about saving and submitting the roster.

Saving and Submitting a Roster

After you entered one or more grades, you may save your work. If you have finished entering grades, you may click a button at the bottom of the page to mark the roster Ready for Review or submit it to the Registrar (if you have the authority).

If you have enter-only authority:

These buttons and descriptions appear at the bottom of the grade roster page:

When the roster has been saved and is ready for review, its status will be "Ready for Faculty Approval."

If you have enter-and-submit authority:

These buttons and descriptions appear at the bottom of the grade roster page:

Clicking Submit Grades to Registrar will send the roster to the University Registrar's Office (or to Law School Registrar's Office). The roster status after the grades are posted is one of "Submitted with Missing Grades," "Submitted with Incomplete Grades," or "Grading Complete."

See Recording & Submitting Grades for more information about grade roster status messages.

Correcting, Changing & Updating Grades

If you have enter-only authority:

If you have saved your progress by using the Save Grades, Entry in Progress button, you can make as many changes and corrections as you wish by simply returning to the roster.

Once you have clicked the Save Grades, Ready for Review button, the roster is locked. As long as the faculty member has not yet submitted the grades, you may reopen the roster to make changes and corrections by clicking on the Save Grades, Entry in Progress button. Remember to use the Save Grades, Ready for Review button when finished.

If the faculty member has submitted the grades, you cannot change them. Contact the faculty member or your department administrator for assistance.

If you have enter-and-submit authority:

If you have saved your progress by using the Save Grades, Entry in Progress button, you can make as many changes and corrections as you wish by simply returning to the roster.

If you submitted the grades using the Submit Grades to Registrar button, you may change grades using the Update/Change grade link. See Updating & Changing Grades for instructions.

Note: A permanent grade that has been posted may be changed only to correct an error in computation or transcription, or when a student's work was unintentionally overlooked.

Grading Tips for Proxies

• To move quickly from one student to the next, use the Tab key on your keyboard.

• Be cautious if your mouse has a wheel; when a grade entry field is highlighted, moving the wheel will change the selected grade.

• Save frequently, especially if you are entering grades for a large class.

• Do not use your browser's Back or Refresh buttons while you are entering grades.

• Keep Axess secure: When finished, always log off by clicking the Logoff link at the upper right of the screen and close all browser windows.