FACULTY AND STAFF FAQs
1. When are grades due?
The deadline for submitting grades is determined by the University Senate and is posted in the academic calendar that is included in the current class schedule and General Catalog.
2. Where do I submit grades?
Grades are submitted through WebGrades via the SDSU WebPortal.
3. How do I access WebGrades?
To access WebGrades, you must log on to the SDSU WebPortal at: www.sdsu.edu/portal by entering your User Name (RedID number) and password. If you have not activated your WebPortal account, you will be given a temporary password that you can customize once you are in the system. For information about your temporary password, contact your department administrative assistant or your Dean's office. If the information is not available in your department or your Dean's office, contact the Grades Help Desk at (619) 594-2134, Monday through Friday, between the hours of 7:30 a.m. and 5 p.m.
4. When do I submit grades?
The Web-based process and electronic rosters will be available via WebGrades beginning the first day of finals and through the published deadline. The deadline for submitting grades is posted in the academic calendar that is included in the current class schedule and General Catalog.
5. What happens if my grades are late?
Students who are not assigned grades by the grade submission deadline will be assigned "RD" grades and will be instructed to contact the instructor. It is extremely important to submit grades by the deadline because graduation for the current semester (including summer) cannot be completed until grades are posted. Late grades also affects a student's academic status and may result in the student being disqualified from the university.
6. Can I submit a partial grade roster and finish posting grades at a later time?
Yes. WebGrades allows faculty to submit a portion of the grades and return later to submit the remaining grades. All of the grades need to be submitted by the grade submission deadline. If any students are not assigned grades by the deadline, the students will be assigned "RD" grades and will be instructed to contact the instructor.
7. How can I make a change to a grade roster that I have already submitted?
As soon as a grade is submitted, it is posted to the system and available for students to access in the WebPortal. If you need to enter a change, you can access WebGrades before the grade submission deadline. Keep in mind that changes to grades during the grade submission period may confuse the students and generate questions from them. If you need to make a change to a grade after the grade submission deadline, you will need to complete a Student Grade Update form for each student involved and submit it in person to the Office of the Registrar, SSW 1641.
8. How do I handle a name change when submitting grades?
If you cannot find the student on the roster using the RedID number, add the student's name and grade in the memo box at the bottom of the form.
9. Where do I find information about specific grades?
See the Explanation of Grades available via a link at the bottom of all screens in WebGrades.
10. What do I do if a student is listed twice on the grade roster?
If the class is not one that allows multiple enrollments, leave the second grade blank and make a note of it in the memo box at the bottom of the form.
11. Can I add a student to a grade roster?
If a student does not appear on a grade roster, s/he is not officially enrolled and needs to contact the Office of the Registrar. You can indicate the student's name, RedID number, and the grade earned in the memo box at the bottom of the grade roster.
12. Why doesn't the grade roster reflect a withdrawal status for a student who withdrew during the semester?
If a withdrawal is not shown on the roster, it means the student did not officially withdraw through the Office of the Registrar.
13. Why can't I give a student a credit/no credit grade?
The student must submit a request to change the grading basis to credit/no credit by the schedule adjustment deadline.
14. I have comments about some students; where can I put these comments?
Enter the comments in the memo box at the bottom of the form.
15. How do I know when to assign an incomplete "I" grade?
Assigning an incomplete "I" grade indicates that a portion of the student’s required coursework was not completed and evaluated in the prescribed time period due to unforeseen, but fully justified, reasons. An "I" grade should not be assigned if any coursework other than a final assignment, exam and/or project is required by the student. There must still be a possibility of the student earning credit.
16. How does the student complete the coursework after receiving an incomplete "I" grade?
The faculty member and student must engage in a contract that outlines the coursework to be completed. A final grade is assigned once the agreed-upon coursework has been completed and evaluated. The coursework must be completed and submitted to the instructor within one calendar year following the end of the semester in which the “I" grade was assigned. Students who receive an "I" grade cannot re-enroll or audit the same course in a future term.
17. Why can't I assign a grade of Incomplete to a student in a Cr/NC class or status?
The grading method for some classes dictates that the grade of "RP" must be assigned rather than a grade of "Incomplete."
18. Why must I submit a date for "WU" grades?
To comply with federal law and regulations related to financial aid funding, all CSU campuses must report the date of last known attendance for students who unofficially withdraw from courses. The WebGrades system will not allow a grade sheet that contains a "WU" grade to be submitted without the associated date of last known attendance entered.
19. Why doesn't WebGrades function properly from my computer's Web browser?
Although WebGrades can run from virtually any computer browser worldwide, there are some minimum system requirements. Any Macintosh, PC, or other workstation system running Microsoft Internet Explorer version 5.0 or later, or Netscape Navigator (Communicator) Version 4.76 or later that has network access to Internet and SDSU will work properly. JavaScript must be enabled. At least 64Mb is recommended. Some problems have been encountered grading very large classes ( > 125 students) via a dial-in modem. In these cases, a DSL, cable modem or higher speed Internet connection (e.g. any computer at SDSU) is required. You should contact your computer support staff for an upgrade if your browser is not compatible.
20. What happens if my account is locked?
WebGrades has security technology to deactivate an account after a series of successive incorrect login attempts. Should your account become locked, please contact your department to request that your account be re-activated. You may also call the Grades Help Desk at (619) 594-2134 Monday - Friday, 7:30 a.m. - 5 p.m., or the Rosters Help Desk at (619) 594-8000 Monday - Friday, 8 a.m. - 4 p.m. User authentication is required.
21. How can I submit questions, comments, or other feedback regarding WebGrades?
The best way to submit comments and feedback is to contact the Grades Help Desk at (619) 594-2134, Monday -Friday, between 7:30 a.m. and 5 p.m., or the Rosters Help Desk at (619) 594-8000, between 8 a.m. and 4 p.m. Feedback can also be submitted via the "Comments" link at the bottom of any WebGrades page.
1. How can I view the faculty evaluation results?
Faculty evaluation results are found under the Faculty, Department or Department Support features in the SDSU WebPortal depending on the user’s approved account access.
2. When are faculty evaluation results available?
Results are available approximately two weeks after the last day of the semester.
3. Who can I contact for questions about the faculty evaluations?
For department support, please contact your college representative:
- Arts and Letters: Sherry Little
- Business Administration: Joyce Ruocco
- Education: Patricia Lozada-Santone
- Engineering: Bruce Westermo
- Health and Human Services: Olita Harris
- Professional Studies and Fine Arts: Kathy LaMaster
- Sciences: Eric Ackerman
- Imperial Valley Campus: Martha Ochoa
1. How do I print SIMS/R screens?
SIMS/R screens are designed for display on a screen. However if you need to print, follow these directions:
- MacOS: Follow the Printing Direction in the Macintosh Notes page.
- Windows Thin Client (Terminal Server Client): See the Windows Thin Client Printing page.
- Windows Oracle (Only used in Enrollment Services, Graduate Division, and Extended Studies): From the Action menu select Print.
2. Can I change my SIMS/R password?
No.
3. Why is the SIMS/R screen so small?
The SIMS/R screens are designed for 640x480 screen resolution. Most newer computer systems are set to higher resolutions (such as 800x600 or 1024x768), which make the SIMS/R screens look small.
4. What do I do after the login screen?
First enter your username, password and database. Enter the screen code and then press F8 (the F8 key is usually the top row of keys on your keyboard). The screen code is the name of the screen you use (e.g. S10, S86). Leave Key 1, Key 2, and Key 3 blank.
1. How can I access the WebPortal?
The WebPortal can be found at www.sdsu.edu/portal. WebPortal accounts are automatically created for faculty during the hiring process. Faculty should refer to their department coordinator to obtain a temporary WebPortal password. Staff members needing WebPortal access must submit a completed WebPortal Account Request form to their department chair/director for approval and release of a temporary password.
2. How do I know if I should be using my WebPortal account?
Different access options are available depending on your role. Faculty who need to access WebRosters, Password Update, WebGrades, Evaluation Results, and WebDrop should have a WebPortal account. Staff working with Student Registration, Course Demand, Department WebGrades, Department WebRosters, Student Grades, ATF, Admissions Reports, and Enrollment Reports should have a WebPortal account. Campus advisers (undergraduate and graduate) should use the WebPortal to access student degree evaluations.
3. Where can I find my user name (RedID)?
You can find your RedID at www.sdsu.edu/redid.
4. How can I change my WebPortal password?
Your WebPortal password is a 6-20 digit series of letters or numbers that is assigned to you by the Office of the Registrar. To change your password, log in to the WebPortal using your current password. Upon login, select the "Change Password" option on the menu. Follow the steps to create your new password.
1. When is the schedule adjustment deadline?
The schedule adjustment deadline is 6 p.m. on the fifteenth class day of the semester. This is the last day that students can add or drop a class, change grading basis or withdraw from the university.
2. When is the faculty drop deadline?
The twelfth class day of the semester is the deadline for a faculty member to drop students who fail to attend the first class session and are not in class at the very beginning of the second class session. Any student dropped by the instructor during this period will be notified of the action by e-mail. To reenroll, a student must receive an add code from the instructor and reenroll in the course by the schedule adjustment deadline.
3. How can a student be reclassified as a California resident?
To be eligible for resident classification, an adult applicant must have established and maintained permanent residence in California at least one year prior to the residence determination date. Residency determination of minor students and applicants is based on the residency status of their parents. Proof of residence requires evidence of both physical presence and intent to remain indefinitely in California at least one year before the residence determination date. In addition, other rules and exceptions apply. For detailed information about determining your residence status for fee purposes, see the General Catalog.
4. When are students evaluated for residency reclassification?
The residence determination date for fall semesters is September 20. The date for spring semesters is January 25.
5. What is Course Forgiveness and how does it work?
Please see the Course Forgiveness section of this Web site for specific information.