MATC Matters

DATE:  January 12, 2009 
TO: All Faculty, Learner Success Deans & Associate Deans, Regional and BICS Administrators, and Center/Regional/Department Leads 
FROM: Terrance S. Webb, Vice-President for Learner Success 
RE:  Fall Grading Processing Issues

Hello everyone,
 
Some of you may have fielded questions from students about grade availability for fall semester classes.  The college has had some issues obtaining and processing some final grades from the fall semester.
 
A small group of faculty (about 100 full- and part-time faculty) who completed paper grade rosters (rather than using the Faculty Center to enter grades) had their rosters returned because of missing information on the forms. Specifically, the last contact date for a F, F1, FX or W grade was missing. These rosters were returned to faculty without first entering the valid grades. The return of those rosters and grades created a delay in some of the grade posting to students’ accounts. 
 
We have also learned that some faculty had to re-enter their grades via the Faculty Center because the final step of ‘save’ (or post) wasn’t completed. Faculty who have been contacted about these matters have quickly responded by re-submitting their grades. We greatly appreciate those responses.
 
- As of this time we can report that over 50% of all grades were posted by Dec. 23 using the Faculty Center.
- Grades submitted via paper grade rosters by December 23 were posted January 7.
- Grades submitted and received after the December 23 due date should be posted by the end of the day.
- We are currently entering grades from rosters that we are receiving today.
- Some grades that were mistakenly returned to faculty may not be entered if the faculty have not yet checked their college mailboxes.  We are working to identify those missing rosters.
 
Faculty have been wonderful in quickly responding to their email and have worked with the Enrollment Center and their Center offices to submit the grades. Center staff, the Mail Center staff, and others have also done all they can to minimize the impact to the students. Enrollment Center staff are working overtime to quickly post the grades. Students with unique situations have talked to Enrollment Center Managers and will be notified when their grades have been entered. If you know students who have questions about missing grades, please have them contact the Enrollment Center.
 
A report will be run this evening (January 12) to identify remaining outstanding grade rosters and further follow-up will be done. We intend to use this experience to improve the Faculty Center by creating easier access for all faculty and follow-up confirmation on posting grades.
 
Thank you for your continued patience and understanding.
 
Terrance S. Webb
Vice-President for Learner Success
Madison Area Technical College