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Frequently Asked Questions

Webroster, General

• Can I access Webroster from off-campus?
  • In order to login to the system from any computer not running on a campus network, you need to establish a virtual private network (VPN) first. It is not difficult. The instructions and the free software download are on CCIT's site: https://sitelicense.arizona.edu/vpn/
    
    If you have the capability to login remotely to your campus computer then you are accessing Webroster from a campus network and VPN is not necessary.
• What is the Webroster listserv?
  • This is a listserv to provide frequent information about the status of Webroster, changes, upgrades and dates and deadlines. All department contacts are automatically placed on the listserv. Others can request to be on the listserv by contacting reghelp@email.arizona.edu.
• Can Registration and Transcripts staff send out a scantron grade sheet so I can submit my grades the same way I’ve done in the past?
  • No. Beginning Winter Session 2007 scantron grade sheets are no longer available and instructors must use Webroster to post final grades. Tutorials are available here from the main Webroster webpage or you can contact your department representative or send an email to reghelp@email.ariozna.edu for further assistance in using the Webroster program.
• Will Webroster stay active if I walk away from my computer?
  • Webroster will timeout after 60 minutes and you will have to log back in when you return to your computer. If you have not saved or submitted your grades or submitted your administrative drops this data will not process when the program closes.

Class Rosters

• Will Webroster stay active if I walk away from my computer?
  • Webroster will timeout after 60 minutes and you will have to log back in when you return to your computer. If you have not saved or submitted your grades or submitted your administrative drops this data will not process when the program closes.
• Can I upload my grades from D2L into Webroster?
  • A D2L import tool has been developed and is fully available as of Summer Pre-session 07. There is a D2L import tutorial available at http://reg210.web.arizona.edu/webgrades/D2LImportTutorial6.pdf.
• Can I use Webroster to administratively reinstate a student I administratively dropped?
  • No. An Administrative Drop/Reinstatement form is needed.
• How are classes that carry over from one semester to the next graded?
  • If course will continue into the next semester, all the students will be automatically assigned a K grade just prior to the start of grading. You will not need to assign any grades until the semester in which the course ends.
• Can Registration and Transcripts staff send out a scantron grade sheet so I can submit my grades the same way I’ve done in the past?
  • No. Beginning Winter Session 2007 scantron grade sheets are no longer available and instructors must use Webroster to post final grades. Tutorials are available here from the main Webroster webpage or you can contact your department representative or send an email to reghelp@email.ariozna.edu for further assistance in using the Webroster program.
• My course ends early in the term. Will the grading feature recognize this and be available immediately after my course ends?
  • Yes. The grading feature will become available for atypical start/end date courses immediately after the course ends.
• Do I need to make a copy of my Class Roster grade sheet for my files?
  • Class Rosters are permanently retained by Registration and Transcripts. Your department may have their own policy or procedure for retaining grade sheets, check with them.
• What do the codes stand for in the Grade Type column?
  • A course can be setup with a specific grade type or a student may request authorization from an instructor or department to receive a grade type such as pass/fail or audit.
    
    

    GRADE TYPE	GRADE SCHEME	DESCRIPTION
    BLANK	A B C D E I	Regular grades
    AU	O	Audit only (no credit)
    	WO	Audit withdrawal (no credit)
    	XO	Audit administrative withdrawal (no credit)
    CO	K (until graded)	Correspondence courses
    EN	A B C D E K	English 501, 604 and 609
    GD	S P C D E K	Graduate research
    GS	S P E K	Advanced graduate study
    HR	A B C D E I	Honors
    HS	S P C D E I	Honors
    MG	S P F I K	Medicine Courses
    NR	A B C D E I	Regular grades – graduate credit
    HN*	A B C D E I or S P C D E I	Honors
    NL*	A B C D E I or S P C D E I	Non Law courses for Juris Doctor credit
    NP*	A B C D E I or S P C D E I	Normal / Alternative
    NS*	A B C D E I or S P C D E I	Normal / Alternative – graduate credit
    PF	P F I
    SL	S P C D E I	Non Law courses for Juris Doctor credit
    SP	S P C D E I
    SR	K	Supplemental registration 930
    SS	S P C D E I
    NB	A B C D E I	Non Law courses for Juris Doctor credit
    *Special grades may be used as departmental policy dictates. All registrants must be graded using the same grade scheme in any single course.

• Students in my courses are automatically assigned a K grade. Why does my course not show in the list of "Final Grade Sections" in Roster Monitor?
  • We are aware of this issue and are working on a solution.
• Can I view my Class Roster in Excel?
  • Class Rosters can be copied and then pasted into programs like Excel and Word by selecting the text you wish to copy with your mouse and pasting into a spreadsheet or word processor.
• Can I change a grade online?
  • Not if the grade has already been submitted. The paper Change of Grade form process should be used to correct a miscalculation.
• Can I use Class Roster to assign a grade following an Incomplete?
  • No. A Change of Grade form must be used. These forms are available through your department.
• Why is the option to submit grades for my course not available to me?
  • Only the instructor of record is able to submit final grades. Alternates can save grades but only the instructor of record has access to submit final grades.
• A student attending my class does not appear on my roster. How can this happen?
  • Webroster reflects the enrollment as of close of business from the previous day. If the student added today, they will not appear on your roster until tomorrow.
• I dropped a student today but they still appear on my roster. How can this happen?
  • Webroster reflects the enrollment as of close of business from the previous day. If the student was dropped today, they will not disappear from your roster until tomorrow.
• A student that attended my class and earned a grade is not listed on my Class Roster. How do I assign a grade for this student?
  • Class Rosters should be viewed throughout the term and matched against those actually attending your course. Post a comment (located on the upper left-hand corner of the Class Roster) on the Class Roster in question giving as much information as possible and Registration and Transcripts staff will research the student’s registration. This process replaces the comments section that was previously on a scantron grade sheet.
• My Teaching Assistant is not able to view my Class Roster and assign grades. How can she/he obtain access?
  • Your department’s Webroster contact has the ability to add/remove instructor and teaching assistant names for courses in your department. A listing of department contacts is available from the main Webroster webpage. Locate your department’s Webroster contact and request your TA be assigned to your course.
• My course begins later in the term. Will the Administrative Drop feature recognize this and be available for my course?
  • Yes. The Administrative Drop feature is available for atypical start/end date courses based on UA Policy timelines (approximately the first 1/4 of the total days for the course).
• Where can I find my Tier 1 (INDV, NATS, TRAD) classes?
  • If you are an instructor, your Tier 1 classes will appear in the semester/term along with any other subject areas you may be teaching. If you are department staff, your Tier 1 classes will appear at the end of your subject area listings.
• Will my Class Rosters show up-to-the-minute registration information?
  • Class Rosters are updated once a day in the morning. Your Class Roster is accurate as of 8pm the previous business day.
• How can I tell if my grades were successfully posted?
  • Login and view your Class Roster the day after you posted grades. Each student’s grade will appear in the "official grade" column, which reflects any grade that has been posted to SIS. If the student receives a grade during the semester (like a W for withdrawing), that grade will appear in the "official grade" column on your roster, as well.
• Can I submit grades anytime during the day?
  • You are free to submit your grades at any time, however please be aware that if you submit your grades after 8pm, the grades won’t be posted to SIS the next day, but will appear the following day (48 hours later).
• What do I do if there is a student listed on my Class Roster that has never attended but it is too late to Administratively Drop them?
  • Assign a grade of E for this student once grading becomes available and use the comment option (located on the upper left-hand side of the Class Roster) to place a notation on the grade sheet explaining the student did not attend your course. Registration and Transcripts staff will research the student’s record.

Roster Monitor

• My course ends early in the term. Will the grading feature recognize this and be available immediately after my course ends?
  • Yes. The grading feature will become available for atypical start/end date courses immediately after the course ends.
• I’m a department contact. Why is one of my courses that is cross listed with another department not showing on my listing?
  • Cross-listed courses show on the offering department’s listing and on Instructor’s or Alternate’s listings if they have been assigned to the course.
• If I’ve already filled out a Greenbar do I still need to assign instructors in Webroster?
  • Beginning with the Fall 2007 Greenbars, if you input the Instructor’s and/or Alternate’s EID on the Greenbar you will not need to use Webroster to input the Instructor of Record. However, you may change this information using Webroster.
• What do the codes stand for in the Grade Type column?
  • A course can be setup with a specific grade type or a student may request authorization from an instructor or department to receive a grade type such as pass/fail or audit.
    
    

    GRADE TYPE	GRADE SCHEME	DESCRIPTION
    BLANK	A B C D E I	Regular grades
    AU	O	Audit only (no credit)
    	WO	Audit withdrawal (no credit)
    	XO	Audit administrative withdrawal (no credit)
    CO	K (until graded)	Correspondence courses
    EN	A B C D E K	English 501, 604 and 609
    GD	S P C D E K	Graduate research
    GS	S P E K	Advanced graduate study
    HR	A B C D E I	Honors
    HS	S P C D E I	Honors
    MG	S P F I K	Medicine Courses
    NR	A B C D E I	Regular grades – graduate credit
    HN*	A B C D E I or S P C D E I	Honors
    NL*	A B C D E I or S P C D E I	Non Law courses for Juris Doctor credit
    NP*	A B C D E I or S P C D E I	Normal / Alternative
    NS*	A B C D E I or S P C D E I	Normal / Alternative – graduate credit
    PF	P F I
    SL	S P C D E I	Non Law courses for Juris Doctor credit
    SP	S P C D E I
    SR	K	Supplemental registration 930
    SS	S P C D E I
    NB	A B C D E I	Non Law courses for Juris Doctor credit
    *Special grades may be used as departmental policy dictates. All registrants must be graded using the same grade scheme in any single course.

Roster Assignment

• Will Webroster stay active if I walk away from my computer?
  • Webroster will timeout after 60 minutes and you will have to log back in when you return to your computer. If you have not saved or submitted your grades or submitted your administrative drops this data will not process when the program closes.
• When I try to use Roster Assignment, the program keeps looking for an instructor name, but never finds it, and just keeps searching.
  • This problem has been reported with Netscape and Mozilla. Try using Firefox, Internet Explorer or Opera.
• One of our instructors is not in the UA payroll system and therefore does not appear in the drop-down list in Roster Assignment. How can I get this instructor assigned as the instructor of record?
  • Your payroll representative can enter non-compensated instructors into the University system as non-compensated employees. Once this is done they will appear in the database and can be assigned to a class in Webroster.
• Can I use SIS Screen 131 to assign the Instructor of Record for my department’s courses?
  • No. This data field is tied to the Schedule of Classes and does not exist in Webroster.
• My course ends early in the term. Will the grading feature recognize this and be available immediately after my course ends?
  • Yes. The grading feature will become available for atypical start/end date courses immediately after the course ends.
• Can I still process Administrative Drops using my REG and CHG access in SIS?
  • Yes. This process will continue to be available.
• Why do we have to enter instructor information in so many places, like TCE/TL, Greenbars, SIS screen 131 and now Webroster?
  • Each area has a unique function and is administered by different offices. We are pursuing options to combine some of these functions in the future.
    
    TCE/TL is the Teacher-course Evaluation And Teaching Load information. This area is maintained by the Office of Institutional Research and Evaluation. A representative from each department accesses this database after the semester has begun and indicates who is teaching a course for the purposes of evaluations and for teaching load responsibilities.
    
    The Greenbar Process is maintained by Room and Course Scheduling and is the method for submitting all the course information for a department for an upcoming semester. An Excel spreadsheet is submitted with the appropriate course information.
    
    SIS Screen 131 is also available to department representatives to update an instructor name. The name on Screen 131 is the name that appears in the online schedule of classes.
    
    Webroster instructor assignment is separate from the processes above. When you make an assignment in Webroster, it will be tied to the instructor’s EID and will provide specific information for the purposes of grading. It’s okay if the instructor assignments in TCE/TL, screen 131 and Webroster don’t match. Each piece of information is used for something different.
• Where can I find my Tier 1 (INDV, NATS, TRAD) classes?
  • If you are an instructor, your Tier 1 classes will appear in the semester/term along with any other subject areas you may be teaching. If you are department staff, your Tier 1 classes will appear at the end of your subject area listings.
• Can I view my Class Roster if my course is cross listed and offered by another department?
  • Yes. The offering department representative must add you as an Instructor of Record or Alternate to the course and then the course will show on your list of courses.
• I do not want to receive Class Roster error emails from instructors. Can I be removed from this notification?
  • Yes. Send an email to reghelp@email.arizona.edu and we will update your department’s contact information.

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