SOLAR - California State University, Northridge



SOLAR Services for Faculty Module

Job Aid and Quick Guide

The contents of this guide are designed for use by those who have a basic understanding of how to use a computer mouse, keyboard, and Web browser.

For detailed, step-by-step instructions about how to use grading-related

SOLAR Services for Faculty, consult the SOLAR Business Process Guide: Faculty Administrative Module available on the Documentation page of csun.edu/itr/solar .

Quick guides provide abbreviated, abridged versions of

detailed, comprehensive business process guides.

Publication of SOLAR Support Services/ITR/User Support Services

SOLAR Support Services

8 am to 5 pm, Monday through Friday

phone: 818/677-7267

email: solarsupport@csun.edu

SOLAR Support Services provides documentation, training, and support for staff and faculty who use SOLAR applications including the Schedule of Classes, Student Inquiry, Advisement, SOLAR Services for Faculty, and APDB.

For more information visit the SOLAR Support Services website at csun.edu/ITR/SOLAR

|DOCUMENT HISTORY--SOLAR Job Aid and Quick Guide: Faculty Administrative Module |

|DATE |ACTION |PAGE REFERENCES, IF ANY |

|01/30/03 |Updated and posted for SOLAR Support website access | |

| | | |

Copyright ( 2004 by California State University, Northridge. All rights reserved.

Information in this book is subject to change without notice. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of California State University, Northridge.

Trademarks

Product and company names herein may be the trademarks of their respective owners.

Table of Contents

SOLAR SIGN IN AND SIGN OFF 4

Signing In 4

Signing Off 6

NAVIGATION NOTES 6

RECORD GRADES 7

Instructor’s Grading Responsibilities 9

Grade Roster Page Features 10

Inputting Grades 11

Unauthorized Withdrawal 12

Reviewing Grades 13

Approving and Submitting Grades 14

Printing a Roster 15

Student Access to Grades 15

ACCESS AND PRINT A CLASS ROSTER / PERMISSION NUMBERS 16

Printing a Roster or Permission Numbers 18

DOWNLOAD A CLASS ROSTER 19

CLASS PERMISSION NUMBERS 22

SOLAR SIGN IN AND SIGN OFF

Signing In

To work with grade rosters, class rosters and other SOLAR Services for Faculty log into the CSUN Campus Web Portal using Internet Explorer 5.0 or higher. Attempting to use another browser such as Netscape will not provide you with optimal performance.

1. Open your Internet Explorer browser, and enter in the URL address field.

The Campus Web Portal Login Authentication page displays.

[pic]

2. Enter your User ID and Password. (NOTE: These are case-sensitive fields so be careful to use upper- and lower-case characters as needed.)

User ID: type in your campus user ID (email address)

Password: type in your campus password

3. Click the LOG IN button.

NOTE: If you need assistance with your Campus Web Portal User ID or password, please contact the University Help Desk at (818) 677-1400 or via email at helpdesk@csun.edu. University Help Desk hours are Monday through Thursday, 8 am to 8 pm and Friday, 8 am to 5 pm.

After logging into the campus web portal login page, your personal portal home page opens.

4. In the My Menu portion of the page, click the SOLAR for Students & Faculty link and then click the SOLAR Services for Faculty link.

[pic]

The SOLAR Services for Faculty page displays.

[pic]

Signing Off

1. Click the Sign out link that displays in the Campus Web Portal home page.

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2. Close the Internet browser window by clicking the close button in the upper-right corner of the browser window.

NOTE: The SOLAR System automatically signs you out of the system after about 20 minutes of inactivity. For security purposes, manually sign-out of the campus web portal if you leave your computer.

NAVIGATION NOTES

• Press the key or use your mouse or click in a field to move from field to field on a page.

• Use Scroll Bars on the right side of a page to move up and down a page.

• Click the Lookup [pic] icon beside a field to review and select a value from a list of valid values for the field.

• DO NOT use the Back [pic] button that displays on the Internet Explorer browser. Use links that display at the bottom of a page and the Return button if available.

RECORD GRADES

The Record Grades component enables you to record grades for students in the class sections for which you are an instructor of record.

NOTE: Faculty Senate Policy states that final grades must be submitted to Admissions and Records within five working days after the date of a class final exam.

To record grades:

1. Sign into the Campus Web Portal, and click the SOLAR for Students & Faculty link in the My Menu portion of the portal.

2. Click the SOLAR Services for Faculty link.

The Solar Services for Faculty page displays.

[pic]

3. Click the Record Grades link.

The Record Grades page displays.

[pic]

4. Select the current academic term.

The Select Grade Roster page displays.

[pic]

5. Select the Course Title you wish to review. If necessary, review the class number to ensure you select the appropriate course section.

The Grade Roster page displays.

Instructor’s Grading Responsibilities

Instructor of Record designations indicate the instructor(s) that have been assigned to a class section through the Schedule of Classes (SOC). Instructors are assigned either primary or secondary responsibilities during the SOC build process.

• Primary Instructor—Assigned responsibility to input grades on a SOLAR grade roster and approve that SOLAR grade roster for official submission to Admissions and Records.

• Secondary Instructor—Assigned responsibility to input grades on a SOLAR grading roster. Team-taught class sections and class sections with TAs have secondary instructors.

Grade Roster page

[pic]

Grade Roster page: Work with the Approval Status drop-down menu, Display Ungraded Students Only checkbox, Grade Input fields, Detail link, and Save button to enter and submit grades.

Grade Roster Page Features

The Grade Roster page enables you to input grades for each student on a grade roster, change the Approval Status drop-down menu, change the display of a grade roster, save grade roster information, and view enrollment details for each student.

Approval Status drop-down menu

Click the Approval Status drop-down menu and select options that enable you to update the progress of assigning grades for students on a grade roster.

Not Reviewed—enables you to input grades for students.

Ready for Review—enables you to review grades after input is complete.

Approved—used to submit grades to Admissions & Records.

Display Ungraded Students Only checkbox

Click the Display Ungraded Students Only [pic]check box to display only those students whose grades have not been entered. Click the [pic] check box again to display all students on the grade roster.

Detail link

Click the Detail [pic] link to see a Student Enrollment Detail page which includes course detail and specific grade detail for a student.

The Student Enrollment Detail page displays. Click the Return button to return to the Grade Roster page.

Grade Input fields

Enter a grade for a student in the corresponding Grade Input field or use the Lookup icon and select a grade from a list of valid grading basis values that displays.

Inputting Grades

1. Select Not Reviewed from the Approval Status drop-down menu.

2. Click in the Grade Input field for a student.

[pic]

3. Enter a grade by:

• Using your keyboard to type in the grade.

OR

• Use the Lookup [pic] button that displays beside a Grade Input field to select from a list of choices. To do so:

a. Click the Lookup [pic] button.

[pic]

The Lookup Grade Input page displays.

A Search Results portion of the page displays.

[pic]

b. Click the appropriate grade. The grade is automatically entered in the Grade Input field for the student.

NOTE: The SOLAR application allows you to enter only those grades or grade abbreviations that are valid for the specific grading basis associated with each course. Letter grades that are entered for CR/NC courses will be converted automatically to Credit or No Credit. The grading basis for a class is determined by the course catalog. Review the valid grade abbreviations and grading basis for a student in a class section and select a grade input by using the Lookup icon beside the Grade Input field for a student.

4. Click the Save [pic] button at the bottom-left corner of the page from time to time while entering grades for students, and when you are done inputting grades.

Unauthorized Withdrawal

Enter WU in the Grade Input field for an unauthorized withdrawal.

Reviewing Grades

1. Select Ready for Review from the Approval Status drop-down menu.

The Grade Input edit boxes disappear and the grades display.

[pic]

2. Verify that grades for all students have been entered, and review grade entries for accuracy.

3. Click the Save [pic] button in the bottom–left corner of the page. The word Saved will flash briefly in the top-right corner of the page.

4. If you need to adjust grades, change the Approval Status drop-down menu to Not Reviewed, enter or reenter grades in the appropriate Grade Input fields, and click the Save [pic] button.

Approving and Submitting Grades

To officially submit a grade roster to Admissions and Records, the primary instructor of a class section must approve and save the grade roster in the SOLAR system.

1. After entering a grade for each student on a grade roster, select Approved from the Approval Status drop-down menu.

If a grade has not been entered for each student, an error message displays.

• Click the OK button in the error message box, change the Approval Status drop-down to Not Reviewed, enter the student grade(s), click Save, and change the Approval Status drop-down menu to Approve.

[pic]

2. Click the Save [pic] button in the bottom-left corner of the page.

The system saves the grade roster for official submission and final posting to Admission and Records.

[pic] REMEMBER: To submit a grade roster to Admissions and Records through the SOLAR system, change the Approval Status drop-down menu to Approved, and click the Save [pic] button.

If you do not change the Approval Status drop-down menu to Approved and click the Save button, the grade roster will not be submitted to Admissions and Records.

Printing a Roster

To print a grade roster or any page within the SOLAR Services for Faculty application:

1. Select File on the Internet Explorer tool-bar menu.

5. Select Print.

[pic]

Student Access to Grades

Admissions & Records will capture those grades that have been submitted by the faculty member on a daily/regular basis.

Students will have access to their grades through the student SOLAR system, usually the day after grades have been submitted & captured by Admissions and Records.

ACCESS AND PRINT A CLASS ROSTER /

PERMISSION NUMBERS

The Class Roster component enables you to view students enrolled in a class section.

After logging into the Campus Web Portal, find the My Menu portion of the CSUN Campus Web Portal page, and:

1. Click the SOLAR for Students & Faculty link.

2. Click the SOLAR Services for Faculty link.

The Solar Services for Faculty page displays.

[pic]

3. Click the View My Class Rosters link.

The Access Class Rosters page displays.

[pic]

4. Select the academic term to view.

The Select Class Roster page displays.

[pic]

5. Select the Course Title you wish to review. Use the Class Number column to ensure you select the appropriate course section.

The Class Roster page displays and enables you to view each student on the roster and access unused permission numbers for the class section.

[pic]

6. Select the Class Roster tab to view the class roster, or select the Unused Permissions tab to view permission numbers automatically generated for the class section.

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Printing a Roster or Permission Numbers

To print a class roster, a list of permission numbers, or any page within the SOLAR Services for Faculty application:

1. Select File on the Internet Explorer tool-bar menu.

6. Select Print.

[pic]

DOWNLOAD A CLASS ROSTER

The Downloads component enables you to download a class roster into an Excel spreadsheet, which you can use as an electronic gradebook.

After logging into the Campus Web Portal, find the My Menu portion of the CSUN Campus Web Portal page, and:

1. Click the SOLAR for Students & Faculty link.

2. Click the SOLAR Services for Faculty link.

The Solar Services for Faculty page displays.

[pic]

The Schedule of Classes Download page displays.

7. Click the Run button.

[pic]

8. Enter information into the fields that display on the Class Roster Download field as follows:

|Field |Instructions |

|Term |Enter the four-digit term number (for the Spring 2004 term, enter 2043), or click the |

| |Lookup [pic] button to select a term number from a list of valid values. |

|Session |Click the Lookup [pic] button to select a session number from a list of valid values. |

| |The session number 1 (for Regular Session, Fall and Spring) is most often used. |

|Class Nbr |Enter the five-digit class section number. For some academic term sessions, a class |

| |section number may include fewer than five digits. DO NOT use the Lookup button. |

| |(The class section number is equivalent to the ticket number as used in the legacy |

| |system.) |

9. Click the View Results button.

The class roster displays.

[pic]

10. Select the Excel SpreadSheet link.

The class roster automatically loads into and displays in an Excel file.

11. Select File>Save As from the Internet Explorer menu bar.

[pic]

12. Save the Excel file to your computer as you would any other file.

CLASS PERMISSION NUMBERS

Class permission numbers have replaced the manual process of how a student adds a class section.

• Permission numbers are system-generated random numbers for a class section, which can be assigned to students to allow enrollment in a class section.

• Permission numbers replace the manual Class Add form.

• At the beginning of an academic term, each class roster component will include, by default, approximately ten permission numbers.

• Faculty or staff members give a student a permission number, which the student must enter into the student registration system to register for the class section.

• The permission number is the student’s only authority to add the class section.

Each permission number is a unique number that:

• Can be used one time only and only for the class section for which it was issued.

• Must be used before its expiration date, which is usually three weeks after the start of the academic term.

• Overrides requisites, class enrollment limits, and consent restrictions, unless otherwise specified. (It does not override a student’s maximum credit limits or time conflicts.)

CAUTION

Protect the distribution and display of permission numbers and permission number lists.

While the system records the name of each student who uses each permission number, lost or stolen permission numbers can be used by anyone who has student access to the SOLAR system to register in the class section for which they are associated.

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