g ge
ra Pa
D
& urn
k
ic o T
Cl er t
rn
Co
Essentials of HUB
Faculty Center
Table of Contents
HUB TIPS ......................................................................................4
My Schedule ...................................................................................5
My Exam Schedule ........................................................................6
View My Class Roster ....................................................................7
Submitting Grades .......................................................................10
Uploading Grades .........................................................................12
Submitting Final Grades ...............................................................14
E-mailing Students from a Grade Roster .....................................14
FERPA ...........................................................................................15
HUB TIPS
• Internet Explorer is the
best browser to use when
using and printing from
HUB
• Disable any pop-up blockers to successfully complete transactions and view
session time out messages
• Save frequently. Sessions
are scheduled to shut down
after 10 minutes of inactivity
• Use HUB’s navigation
features rather than the
browsers back and forward
button. This will allow for
save prompts to appear
• You can’t break the system.
If you don’t want to save
something, simply navigate
away from that page
• You can tab through fields
• More tips can be found at
http://hubtraining.buffalo.
edu/facstaffhelp/tipstricks.
php
The HUB Faculty Center allows faculty members to
administer elements of their class including viewing
their teaching schedule, viewing class rosters, submitting mid-term and final grading, and searching
the course catalog.
To access the HUB, faculty will need to log into
MyUB and click the HUB Faculty Center Link.
My Schedule
The My Schedule tab opens on the last semester that you looked at it in the
Faculty Center. Use the green change term button to change the term you
want to view your classes. When changing terms you can look at current or
historical class schedules.
Displayed at the top of every page, is the Universal
Navigation Header. It contains the following possible links: Home, Add to Favorites, and Sign out.
Some of these links may or may not display, depending on the implementation of your application.
In the gray banner beneath the Universal Header,
you will see a bread crumb trail that presents you
with a way to keep track of your location within the
system. As we move through this tutorial, you will
notice that the bread crumb trail will reflect your
navigation path.
There are two ways for you to navigate in the HUB
Faculty Center:
1: Use the page tabs displayed just beneath your
name
or
2: Each of the items displayed in the bread crumb
trail can also be used to access the same tools. To do
so, click on each item in the trail to display the folders within that area. Click on the folder will bring
you that area.
4
Your Teaching Schedule for the selected Term is below the Term information
in the section entitled “My Teaching Schedule”. The Select display option allows you to Show All Classes or Show Enrollment Classes Only depending on
the radio button you selected. Note the Icon Legend located just above the My
Teaching Schedule section of the page. The legend explains the meaning of
the icons that will appear with your teaching schedule.
5
The My Teaching Schedule group box displays all the classes you are teaching in the selected Term, along with the Class, Class title, number of students
enrolled, the Days and Times the class is held, the class location (Room) and
Class Dates.
You will notice that at the top of the group box that contains all of
your class information, there is an icon that consists of a matrix
with a red arrow pointing at it. Use this icon (called Download)
to open your semester schedule in an Excel Spreadsheet, which you can then
save for your own use. This icon will appear on other pages and can be similarly used to download the pages to an Excel Spreadsheet.
View My Class Roster
Use the Class Roster page to view details about the class and the Class Roster.
The icon to the left of the Class field (three people standing together)
is the Class Roster button. Use this button to view the class roster
for your class.
After you click the Class Roster Button, you will be taken to your class roster
for that particular class you selected. The top portion of the screen will provide you information about the class you selected.
My Exam Schedule
Further down the page, you’ll see the Enrollment Status field. Use the drop
down list to view currently enrolled students, students who have dropped the
class during Drop/Add, or both.
To the right of the change term button, there is a box that contains a link to
your exam schedule. The My Exam Schedule link will take you to the bottom
of the page, where you exam information, if applicable will be displayed.
Note the Enrollment Capacity and the number of students Enrolled.
Exporting Your Class Roster to Excel
When you are on the class roster, you can click on the small matrix with the
red arrow symbol to download the class roster. There have been some problems with this functioning correctly using Internet Explorer so if you have a
problem, please try using a different browser such as Mozilla Firefox or Google
Chrome.
6
7
Use the Select display option to view the photos of your students. You can also
select to view the photos on a different page. Notice the “blue border” where is
says 1 of [the total number of students in your class]. Only the first student appears. To see all your student click on “View All” or if your class has more than
100 students in it, you’ll need to click on “View 100”.
The Enrolled Students group
box lists the enrolled students.
The list includes a link to the
student photo, the Student
ID and Name (in our example
these are masked for privacy
reasons), Grade Basis, Units
(credit hours), and the Program and Plan (major) and the student level.
If you have a large class and cannot see the entire list on one page, click the
scroll bar located to the right to scroll down the screen.
If you don’t care about the photos, but don’t want all the graphics, you can
print your class list using the Printer Friendly Version link to print your roster.
In the Enrollment Students group box (blue banner) there is an icon that appears as a matrix with a red arrow pointing at it. Use this icon (called Download) to open your class roster in an Excel spreadsheet, which you
can then save for your own purposes.
How do I Print my Class Roster Photos?
There are two ways you can print your Class Roster Photos:
1) Using the above procedure to get all your students, now all you need to do
is select the entire page (Ctrl+A) and then print the Selection (Ctrl+P). This
will print a single column list with student information printed to the right of
photo. Make sure you have all your students. Paying attention to the blue border will tell you which group is displaying (e.g. 1 - 100, 101-200, or 201-250).
2) Use the Green “3 Column Photo Class List” button to produce a PDF document that will have the photo and name of the student in a 3-column list.
8
9
Submitting Grades
To enter grades you have two options:
Faculty members will need to submit student grades twice a semester; 1) Midterm and 2) Final grades.
In your Faculty Center,
click on the tab entitled
“Grade Roster”. Take
notice of the class this is
displayed. If this isn’t the
class you want, click the green “Change Class” Button. You’ll be taken
out to the display for your classes. Click on the Grade Roster Button
that corresponds to the class that you want to submit grades for.
In the Display Options section, use the Grade
Roster Type to pull down a list to select the
grade term. For Mid Term Grading, select
“Mid-Term Grade”. For Final grading select
“Final Grade”.
Once the grades have all been assigned, we
will select the Grade Roster Action, Approval
Status of Approved.
One the Student Grade tab, you will see the roster that lists the Student ID,
Name, Roster Grade, Official Grade, Grade Basis, Program and Plan, and Level. In our
example
we have
masked
the ID and
Name
fields for
privacy
reasons.
Midterm and final grade rosters will only appear if they
have been generated by the Office of the Registrar.
10
1) Manually assign a grade to a one student at a time. We
assign a grade record by using the Roster Grade pull down menu for
each student by selecting the grade from the Roster Grade drop down
list.
For Mid-term grades the only acceptable grades are MU
for Mid-Term Unsatisfactory or MS for Mid-term Satisfactory. Entering any other grades such as B or IC will confuse
the student regarding their progress in the class.
2) Assign one grade to multiple students. Click
the Select All link at the bottom of the page, or individually check the check boxes to the left of the Student ID for
each student that is to receive the same grade.
Click on the drop down list to the left of the add this grade
to selected students button to select a grade value. Click the “add this
grade to selected students”.
For Mid-term grades, the preferred grades are MU
for Mid-Term Unsatisfactory or MS for Mid-term Satisfactory. Entering any other grades such as B or IC will confuse
the student regarding their progress in the class.
In the Roster Grade column, notice that the same grade has been assigned to
the selected students.
You will be returned to the Grade Roster
page. You can input any missing grades
manually by using the Roster Grade pull
down list to assign the proper grade,
or, if you had any errors, you can fix
the file you are uploading. Once grades have been assigned to students, go to
the Grade Roster Action section and click the Approval Status dropdown list.
Click Save when you are done.
11
Uploading Grades
This option will allow you to upload your grades to the grade roster from an
external file, such as an Excel file. To do this, select the Upload Grades From
File link in the Grade Roster
Action section of the page.
The Grade Upload page lists
the requirements and parameters for uploading grades.
In the File Attachment box, click the Browse.... Button to find the file on your
computer/network drive that you want to upload.
Select the file and click the Open button. Then click “Upload” from the File
Attachment window.
•
•
•
•
•
Your file must be saved as either comma-delimited or tab-delimited
The student number must be the first column
The student grade must be the second column
The file cannot have a header row
This process will not replace a grade your previously saved or replaced an
“R” or “W” grade that the student already received
• The upload will assign grades for this class section only. To upload for
other sections, go to the appropriate grade roster and re-start this process
You will see the title of the document you are uploading and its extension in the Select the file type
and upload group box.
Click the Next Box.
In the Select the file type and upload group box, select the Comma Delimited
or Tab Delimited radio button based on the file you are using. Once selected,
click the Upload File button.
The Updates Student(s) group box contains a listing of your students and
their corresponding uploaded grades. You will receive an error message if the
grades were not successfully uploaded.
You will be returned to the Grade Roster page. You can input any missing
grades manually by using the Roster Grade pull down list to assign the
proper grade, or, if you had any errors,
you can fix the grades that you uploaded. Once grades have been assigned to
students, go to the Grade Roster Action section and click the Approval Status
dropdown list. Click Approved. Click Save when you are done. That is the
last step in assigning mid-term grades.
See what to do for Final Grades on the next page.
12
13
FERPA
Submitting Final Grades
You will need to go to the bottom right hand corner of the webpage and click
on the green “Post” button which has now appeared. Clicking on the “Post”
button moves the grades from the “Roster Grade” column to the “Official
Grade” column. You will know that your grades have been posted successfully
and are now official when the word “Posted” appears beside the Grade Action
drop down box.
E-mailing Students from a
Grade Roster
In the My Teaching Schedule group box, select the Class Roster button to the
left of the desired class.
In the Enrolled Students box, you will see the roster that lists the
Student ID, Name, Grade Basis, Units, program and Plan, and Level. At the
bottom of the screen there are two buttons - notify selected students and
notify all students. If you wish to contact only certain students in the class,
click the button in the Notify column, to the left of each student’s name.
Proceed by selecting the notify selected students button. An email format
will appear and you can then write and send your message.
If you would like to email all students, select the notify all students button.
On the Send Notification page, note that all the active student email addresses
are populated in the BCC field. This is to protect the student’s identity. Compose your email and then click the Send Notification button at the bottom of
the page.
14
The Family Education Rights and Privacy Act of 1974, commonly known as
FERPA, is a federal law that protects the privacy of student education records.
Students have specific, protected rights regarding the release of such records
and FERPA requires that institutions adhere strictly to these guidelines. Therefore, it is imperative that the faculty and staff have a working knowledge of
FERPA guidelines before releasing educational records.
Educational Records
FERPA gives students the following rights regarding educational records:
•The right to access educational records kept by the school;
•The right to demand educational records be disclosed only with student
consent;
•The right to amend educational records;
•The right to file complaints against the school for disclosing educational
records in violation of FERPA
Students have a right to know about the purpose, content, and location of information kept as a part of their educational records. They also have a right to
expect that information in their educational records will be kept confidential
unless they give permission to the school to disclose such information. Therefore, it is important to understand how educational records are defined under
FERPA. Educational records are defined by FERPA as:
Records that directly relate to a student and that are maintained by an educational agency or institution or by a party acting for the agency or institution.
15
Educational records are directly related to the student and are either maintained by the school or by a party or organization acting on behalf of the
school. Such records may include:
•Written documents; (including student advising folders)
•Computer media;
•Microfilm and microfiche;
•Video or audio tapes or CDs;
•Film;
•Photographs
Any record that contains personally identifiable information that is directly
related to the student is an educational record under FERPA. This information
can also include records kept by the school in the form of student files, student system databases kept in storage devices such as servers, or recordings or
broadcasts which may include student projects.
Records Not Considered Educational Records
The following items are not considered educational records under FERPA:
•Private notes of individual staff or faculty; (NOT kept in student advising folders)
•Campus police records;
•Medical records;
•Statistical data compilations that contain no mention of personally identifiable information about any specific student
Faculty notes, data compilation, and administrative records kept exclusively
by the maker of the records that are not accessible or revealed to anyone
else are not considered educational records and, therefore, fall outside of the
FERPA disclosure guidelines. However, these records may be protected under
other state or federal laws such as the doctor/patient privilege. As an attorney,
I recommend that you check to make sure that you fully comply with these disclosure guidelines before disseminating any of this information.
16
Two Types of Educational Records
There are two types of educational records as defined under FERPA. Each
type of educational record is afforded different disclosure protections. Therefore, it is important for faculty and staff to know the type of educational record that is being considered for disclosure.
Directory Information
Some information in a student’s educational record is defined as directory
information under FERPA. Under a strict reading of FERPA, the school may
disclose this type of information without the written consent of the student.
However, the student can exercise the option to restrict the release of directory information by submitting a formal request to the school to limit disclosure. Directory information may include:
•Name;
•Address;
•Phone number and email address;
•Dates of attendance;
•Degree(s) awarded;
•Enrollment status;
•Major field of study
Though it is not specifically required by FERPA, institutions should always
disclose to the student that such information is considered by the school to
be directory information and, as such, may be disclosed to a third party upon
request. institutions should err on the side of caution and request, in writing,
that the student allow the school to disclose directory information to third
parties.
17
Non-directory Information
Non-directory information is any educational record not considered directory
information. Non-directory information must not be released to anyone, including parents of the student, without the prior written consent of the student. Further, faculty and staff can access non-directory information only if
they have a legitimate academic need to do so. Non-directory information may
include:
•Social security numbers;
•Student identification number;
•Race, ethnicity, and/or nationality;
•Gender
•Transcripts; grade reports
Transcripts are non-directory information and, therefore, are protected educational records under FERPA. Students have a right to privacy regarding
transcripts held by the school where third parties seek transcript copies. institutions should require that students first submit a written request to have
transcripts sent to any third party as the privilege of privacy of this information is held by the student under FERPA. As an attorney, I would advise that
schools should never fax transcripts because this process cannot guarantee a
completely secure transmission of the student’s grades to third parties.
Prior Written Consent
In general, a student’s prior written consent is always required before institutions can legitimately disclose non-directory information. institutions may
tailor a consent form to meet their unique academic needs. However, prior
written consent must include the following elements:
•Specify the records to be disclosed;
•State the purpose of the disclosure;
•Identify the party or class of parties to whom the disclosure is to be
made;
•The date;
•The signature of the student whose record is to be disclosed;
•The signature of the custodian of the educational record
18
Prior written consent is not required when disclosure is made directly to the
student or to other school officials within the same institution where there is a
legitimate educational interest. A legitimate educational interest may include
enrollment or transfer matters, financial aid issues, or information requested
by regional accrediting organizations.
Institutions do not need prior written consent to disclose non-directory information where the health and safety of the student is at issue, when complying
with a judicial order or subpoena, or where, as a result of a crime of violence, a
disciplinary hearing was conducted by the school, a final decision was recorded, and the alleged victim seeks disclosure. In order for institutions to be able
to disseminate non-directory information in these instances FERPA requires
that institutions annually publish the policies and procedures that the institutions will follow in order to meet FERPA guidelines.
FERPA has strict guidelines regarding disclosing the educational records of
dependent students. Though FERPA allows such disclosure, the act mandates
that the institution first publish clearly delineated policies and procedures for
the disclosure of these records. The institution must publish these guidelines
annually in a format that is easily accessible to interested parties. As an attorney, I would recommend that both the dependent student and parents sign
written disclosure agreements stating, at minimum, the following:
•The dependent student understands and allows parental access to these
educational records;
•The dependent student and his/her parents have been given a copy of
the institution’s policies and procedures for the disclosure of students’
records
Most institutions charge their registrar’s office with the responsibility to determine how their institutions will comply with FERPA disclosure requirements. Registrars commonly work with legal council in fashioning and
publishing these guidelines. As advisors, it is advisable to check with your
registrar’s office if you have any questions or concerns before disclosing any
student information to third parties.
19
Conclusion
The Family Education and Privacy Act was enacted by Congress to protect the
privacy of student educational records. This privacy right is a right vested in
the student. Generally:
•Institutions must have written permission from the student in order to
release any information from a student’s educational record.
•Institutions may disclose directory information in the student’s educational record without the student’s consent.
•It is good policy for the institution to notify the student about such disclosure and to seek the written permission of the student to allow disclosure of any educational records including directory information.
•Institutions should give the student ample opportunity to submit a written request that the school refrain from disclosing directory information
about them.
•Institutions must not disclose non-directory information about students
without their written consent except in very limited circumstances.
•institutions should notify students about their rights under FERPA
through annual publications.
•When in doubt, it is always advisable to err on the side of caution and to
not release student educational records without first fully notifying the
student about the disclosure
Finally, the school should always seek a written consent from the student before disseminating educational records to third parties.
Note: An new interpretation of FERPA as it applies to mental health and campus safety was issued by the US Department of Education in December, 2008.
The following articles address this topic:
References:
Federal Register, (Thursday, July 26, 2001). 34 CFR Part 99, Part V, Family
Education Rights and Privacy, Final Rule. Office of Family Policy Compliance, Family Education Rights and Privacy Act (FERPA). Retrieved October
17, 2004 from http://www.ed.gov/print/policy/gen/guid/fpco/ferpa/index.
html .
Ramirez, Clifford A. (2004). FERPA: What You Can and Can’t Disclose, An
LRP Publications Audio Conference.
University of Connecticut, Office of the Registrar, Guidelines for Faculty Relating to Educational Records. Retrieved October 16, 2004 from http://www.
registrar.uconn.edu/ferpguid.html .
University of Illinois at Urbana-Champaign, Office of Admissions and Records
(OAR), FERPA Tutorial. Retrieved October 15, 2004 from http://registrar.
illinois.edu/staff/ferpa_tutorial/index.html .
Resources:
•Education Department Reworks Privacy Regulations via 12/09/08
Wall Street Journal
•FERPA and social media via facultyfocus.com
•FERPA updates US Department of Education 12/09/08
•FERPA revisions podcast PowerPoint February 2009
•Resources linked from the NACADA Clearinghouse
•FERPA and Social Media
•Education Department Reworks Privacy Regulations via 12/09/08 Wall
Street Journal
•Education Department Gives Colleges New Flexibility on Student Privacy Law via The Chronicle of Education. (You may need your institution’s
Chronicle user name and password to access this article.
•Updated privacy law addresses student safety via E-school News
•FERPA revisions podcast PowerPoint February 2009
20
21