egrades Instructions

Getting the class roster through egrades:

The Registrar's office has programmed a system to provide class roster retrieval and grade submission via Email. To use this system, you need to subscribe to it for each course code. You then need to obtain the class roster. Before you use the system to submit the grades, you will need to verify the ID numbers with the final class roster the Registrar's office has on file. Finally, you can use the system to submit your grades. The system is available 24 hours a day, 7 days a week.

Several cautions must be noted if you are planning to use egrades. First, you need to subscribe early in the quarter, usually right after the final drop date. The registrar's office closes the availability of subscribing to egrades at the end of the quarter. Second, when you subscribe to egrades, you will no longer receive a paper form of your class roster. Therefore, subscribing is a commitment to use egrades to submit your final grades.

Subscribing:

The instructor of the course needs to subscribe to egrades through E-mail (or cc:mail) in order to obtain the class roster. Follow the instructions outlined below: In the compose mode of E-mail, type in the following, inserting your name, email address, and the proper 5 digit course code number as indicated.

To: egrades@uci.edu
CC: Instructor's email address
Subject: subscribe John Smith 12343

Note: The instructor can subscribe to all courses for which he or she is responsible at one time. Just insert a comma between each course code number at the end of the subject line.

The system processes all requests and sends out all email on a real-time basis. Your email is processed as soon as it is sampled and a reply is returned to you immediately after the sampling delay (that is, the way the system is set up, it takes about 10 to 20 minutes for the reply to get back to you).

The instructor will receive an email message saying that the subscription has been approved.

Getting the Class Roster:

This can be done at any time during the quarter after subscribing.

To: egrades@uci.edu
CC: Instructor's email address
Subject: roster excel 12343

There are several different formats in which you can obtain your class roster. The example shows the Excel format, which is tab delimited and is brought up into an Excel spreadsheet perfectly. Other approved formats:

	tab	bar	space	comma

The roster emailed to you is in this format:

ID Number   Student Name   Units   Grade Option   Grade

Note: The instructor can obtain rosters for all courses for which he or she is responsible at one time. Just insert a comma between each course code number at the end of the subject line.

Compare and Submit Class Roster Grades through egrades

The first step to submitting your grades electronically is to verify your enrollment roster. The egrades system will reconcile your roster with the Registrar's current roster and email to you a message outlining the status of the match.

You will need to correct the problems outlined on the error listing that is emailed back to you after you use the VERIFY command. Repeat the VERIFY step as many times as necessary until you do not get an error message when using VERIFY.

To: egrades@uci.edu
CC: Instructor's email address
Subject: verify 12343

When your roster is free of errors, you will see the message:

  Results of your VERIFY for course code 12343
  Grades processed without error.  
  Re-send the file with SUBMIT nnnnn 	as
  the subject to submit the grades to the system.

So submit the grades:

To: egrades@uci.edu
CC: Instructor's email address
Subject: submit 12343

Hopefully, you will see the following message returned to you.

  You have submitted grades for course code 12343:
  Results of your SUBMIT:
  All grades processed without error.

Note: File format for verifying and submitting grades through egrades is specific. The graded class roster must be submitted as the body of the email message (no attachments!). The student ID number must be the first column of information and the student's grade must be the last column of information.

One last word on egrades:

You can compare student enrollment from a class roster you obtained early in the quarter to your current enrollment with the MATCH keyword. Matching will return two types of error messages to you, students on your roster who are not registered and ID numbers registered that are not on your roster. Just be sure the student ID numbers are in the first column and the information is in the body of the email message.

To: egrades@uci.edu
CC: Instructor's email address
Subject: match 12343