Spring/Summer 2014
Faculty Guidebook to the
myGSU Portal
Online Services
Instructions for
Faculty Information in Online Services
Learn how to
 Log into the portal
 Access your class schedule
 View your class rosters and student profiles
 Enter grades
Office of the Registrar
708.534.4500
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Faculty Guidebook to the myGSU Portal
Spring/Summer 2014 Version
Revised manual as of February 21, 2014
The Primary Changes Made
Section
Grading
Pages
11-15
Changes Made
New email for grading questions added: [email protected]
The Grading section was updated. Includes grade due
dates, assigning and grading incompletes, and updated
Electronic Grade Change processes.
Faculty Guidebook to myGSU (Spring/Summer 2014)
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Contents
Contents..................................................................................................................................................... 3
Faculty Information: Online Services Screens ............................................................................ 4
myGSU Portal Home Page .................................................................................................................. 4
Accessing Faculty Information in Online Services ..................................................................... 4
My Class Schedule ................................................................................................................................. 6
Class Roster .............................................................................................................................................. 7
E-Mail to Students.............................................................................................................................. 8
Student Profile ....................................................................................................................................... 10
Student Profile Detail ...................................................................................................................... 10
Grading ..................................................................................................................................................... 11
Assigning Incompletes ................................................................................................................... 13
Entering Last Date of Attendance (for “I” and “F” grades only) .................................... 13
Grade Changes .................................................................................................................................. 13
Incompletes (I) ............................................................................................................................. 13
Electronic Grade Change Request for Incompletes......................................................... 13
Other Grade Changes (A-D, F, P) .......................................................................................... 14
Electronic Grade Change Request for Other Grade Changes ...................................... 14
Extended Incomplete & Continued Registration .............................................................. 14
Audit ...................................................................................................................................................... 14
IMPORTANT: Submitting Grades ............................................................................................................ 14
Grading Confirmation Form .......................................................................................................... 15
Contact Information ............................................................................................................................ 16
Find this Guidebook Online ............................................................................................................... 16
Faculty Guidebook to myGSU (Spring/Summer 2014)
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Faculty Information: Online Services Screens
The Faculty Information menu in the myGSU portal provides access to your personal class schedule, class
rosters for the section(s) you teach, and grading access.
Based on your security classification as faculty, you also have the ability to see student profiles that contain
confidential student information pertaining to students enrolled in your classes. If you also have the role of
faculty advisor, you will see information for students assigned as your advisees.
*FERPA completion required to access Online Services: Faculty Information.
Go to http://www.govst.edu/FERPA or Click here.*
myGSU Portal Home Page
Open Internet Explorer and go to http://mygsu.govst.edu (the myGSU Portal Homepage). If you are on
campus and logged into the GSU network, you will not have to login again. If you are off campus, you will
be prompted to login. Use your GSU Network login name and password.
Accessing Faculty Information in Online Services
Under the “Online Services” tab on the right of your screen, select “Faculty.”
Faculty Guidebook to myGSU (Spring/Summer 2014)
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After selecting “Faculty”, select “Faculty Information.”
The “Faculty Information” menu opens.
FERPA completion required to access Online Services: Faculty Information.
Go to http://www.govst.edu/FERPA or Click here.
Faculty Guidebook to myGSU (Spring/Summer 2014)
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My Class Schedule
From the choices under “Faculty Information,”
click “My Class Schedule.”
From the dropdown, select the
term and click “Submit”
(no date range needed).
The resulting screen
will show your
personal class
schedule for the
chosen term.
Clicking on “Class Name and Title”
will display the Section Information
screen, which will show section
detail.
Click “Close” at the bottom of the
screen to return to the main page.
Faculty Guidebook to myGSU (Spring/Summer 2014)
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Class Roster
Choose “Class Roster” from the menu.
Important Note:
The Registration system does not update the
Blackboard system throughout the semester.
Check this Class Roster and update your
Blackboard roster if changes are needed.
The section(s) you are teaching will be displayed.
When you click the “Section Name and Title,” you will see the class meeting information, your class roster,
and student information including e-mail addresses.
You can see student profile information by clicking on their name.
See the “Student Profile” section for more information.
Faculty Guidebook to myGSU (Spring/Summer 2014)
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E-Mail to Students
You can send e-mail to an
individual student by clicking
on their e-mail address link.
You may also choose the link
“E-Mail these Students.”
If you choose “E-Mail these
Students,” a pop-up screen appears
that will allow you to send e-mail to
all students listed on the roster, or
choose certain students by checking
the select box.
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Additional names can be added once the form below displays.
Complete desired fields and click “Submit.”
You will receive a confirmation that the e-mail has been sent.
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Student Profile
You can view student information
by clicking on their name from
your class roster or by choosing
“Student Profile” from the main
menu.
Enter the Student ID (can be
found on your Class Roster).
Or, enter the student’s name:
Last Name, First Name.
GSU does not use the SSN as
a primary identifier.
Student Profile Detail
Faculty Guidebook to myGSU (Spring/Summer 2014)
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Grading
Faculty members are responsible for submitting grades in Online Services Faculty Information.
Online grade entry is easy and allows faculty to submit grades from their office or home.
GRADES ARE DUE:
•
For classes that finish during the semester, or finish after the semester end date, final grades are
due within seven (7) days after the section end date.
•
For full semester classes (15 weeks that finish within the published dates of the semester), grades
are due seven (7) days after the end of the semester.
Please note:
Grades are verified (posting for student viewing and transcripts) the Monday following your section end
date. The only Monday that grades are not verified is the first Monday after the end of the term.
Select “Grading” from the menu.
Step 1
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Step 2
1. Select “Final” from the drop-down menu. GSU does not have Midterm/Intermediate grading.
The grading screen will show a list of all section(s) you are teaching for the selected term.
2. Choose the section you want to grade by clicking the radio button in front of the title.
3. Click “Submit.”
Step 3
After you click “Submit,” the resulting screen lists your class roster. Enter the grade for each student.
Faculty Guidebook to myGSU (Spring/Summer 2014)
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Assigning Incompletes
If you are assigning an Incomplete, you MUST enter an expire date and a last date of attendance.
The expire date must be between the end of the current term and two weeks prior to the end of the
following term.
Important information: Incompletes ("I” grades) will be verified every Monday. The only Monday that
grades are not verified is the first Monday after the end of the term.
*All “I” grades will be changed to “F” after the expire date you enter.*
Entering Last Date of Attendance (for “I” and “F” grades only)
If the student COMPLETED the course, the last date of attendance is the last date of the term.
If the student DID NOT COMPLETE the course, the last date of attendance is the last date the student
attended the class.
Grade Changes
Incompletes (I)
IMPORTANT:
All “I” grades will be changed to “F” after the expire dates.
Instructors must submit an Electronic Grade Change Request to change an “I” grade.
Electronic Grade Change Request for Incompletes:
Grading Incompletes Before the Expire Date
The process for electronic grade change is similar to the process of the previous paper form.
1) The grade change request email must be sent from an instructor’s GSU e-mail account.
2) In the e-mail include:
a. Student’s name
b. Student’s ID number
c. Term the class was taken
d. Department code, course number and section
e. The previous grade
f. The final letter grade
If there is rationale for the grade change, please provide that in your e-mail.
3) The e-mail must be sent to the division chair for approval.
4) Then to the Registrar at [email protected] for approval and data entry.
Faculty Guidebook to myGSU (Spring/Summer 2014)
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Instructor
Division Chair
Registrar
[email protected]
•Creates e-mail grade
change request
• Sends to Division Chair
•Appoves Instructor
request for grade change
•Forwards e-mail to
Registrar
•Approves grade change
•Enters final grade into
Colleague
Other Grade Changes (A-D, F, P)
Electronic Grade Change Request for Other Grade Changes
Follow steps 1 through 3 above. After the Division Chair approves, the e-mail must be sent to the
Dean to approve. The Dean will forward to the Registrar.
Instructor
Division Chair
Dean
Registrar
[email protected]
•Creates e-mail grade
change request
• Sends to Division
Chair
•Appoves Instructor
request for grade
change
•Forwards e-mail to
Dean
•Approves request for
grade change
•Forwards e-mail to
Registrar
•Approves grade
change
•Enters final grade
into Colleague
Extended Incomplete & Continued Registration
Extended Incomplete: Students must initiate use of the Extended Incomplete Form. Students may
request the Extended Incomplete as long as the form is approved by you, the instructor, and the Dean.
The Extended Incomplete Form must be submitted prior to the expire date of the “Incomplete” grade.
Extended Incomplete grades are assigned as a verified grade in the Registrar’s Office with an expire
date as determined by the department (this date must be no later than two weeks before the next term
ends). Similar to Incomplete grades, “E” grades will turn to “F” after the expire date.
You will not be able to change “E” grades in Online Services. You must submit an Electronic Academic
Record Change Form in to change “E” grades to final grades. You will be reminded via e-mail prior to
the expire date for any “E” grades you have assigned. If you do not submit a final grade by the expire
date, the grade will turn to an “F” and will be viewable on the student’s transcript.
If your section has been approved for the use of ‘Continued Registration,’ please contact the
Registrar’s Office for instructions and guidelines.
Audit
Audit grades are coded as “V” on the student’s transcript. When you issue a letter grade for a student who
is auditing your course, the grade will convert to a “V” after it’s verified by the Registrar’s Office.
IMPORTANT: Submitting Grades
Please make sure you submit your grades on time.
If you do not submit grades, a blank will show up on your students’ transcripts. You can enter missing grades in
Online Services as long as grading is enabled.
Faculty Guidebook to myGSU (Spring/Summer 2014)
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•
For classes that finish during the semester, or finish after the semester end date, final grades are due within
seven (7) days after the section end date.
•
For full semester classes (15 weeks that finish within the published dates of the semester), grades are due
seven (7) days after the end of the semester.
If grades ARE NOT submitted within as prescribed above, instructors will be notified along with the Advisor, Dean,
and Provost.
Grading Confirmation Form
Once grades have been submitted, a “Grading Confirmation Form” will be displayed.
No e-mail confirmations are sent. Print the Grading Confirmation Form for verification.
After grades are verified, you will not be able to make changes online.
You must submit an Electronic Grade Change Request for all grade changes.
Faculty Guidebook to myGSU (Spring/Summer 2014)
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Contact Information
 If you have questions regarding grading procedures and policy, please contact Erika Dismaya or
Dorothea Franklin in the Registrar’s Office at 708.534.4500 or email [email protected].
 For general questions, email [email protected].
 If you experience technical difficulties, please contact the GSU Help Desk.
• Online Help
Log onto the HEAT self-service system at http://helpdesk.govst.edu to create a ticket or go to
the Portal and look for the “Applications” tab and click on “Online Helpdesk”.
•
Telephone Help
(708) 534‐HELP (4357) or extension 4357 (on campus)
 If you have questions regarding the functions of the Portal or Colleague Online Services system, please
contact the Colleague Project Office at [email protected]
Find this Guidebook Online
If you are off-campus, copy and paste http://mygsu.govst.edu into your internet
browser’s address bar.
You will be prompted to login.
Enter your GSU network login name and password.
Go to Faculty/Staff Information.
Then choose Colleague & myGSU Tutorials.
Finally, choose the Faculty Guidebook to the myGSU Portal.
Faculty Guidebook to myGSU (Spring/Summer 2014)
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If you are on campus, access the tutorial directly:
https://mygsu.govst.edu/facultystaffinformation/Tutorials/Pages/Faculty
-Guidebook-to-the-myGSU-Portal.aspx
If you have any questions or need assistance with entering grades, contact your Dean’s
Office, or the Registrar’s Office at 708.534.4500.
Faculty Guidebook to myGSU (Spring/Summer 2014)