Grade Submission Deadlines

Grade rolls will be available through Route Y/AIM beginning the last day of class instruction.

Grades are due at 12:00 noon according to the following table.

Summer 2009	Friday, August 21, 2009
Fall 2009	Wednesday, December 30, 2009
Winter 2010	Wednesday, April 28, 2010

 

Accessing Your Grade Rolls

For all of the following options, you will need to first log into the BYU system through Route Y located on the BYU Homepage using your Net ID and password.  If you do not know your Net ID or password, or have difficulty logging into Route Y, call the IT help desk at 422-4000. 

Option 1:

1. After logging into Route Y with your Net ID and password, type GRADE01 in the Route Y Quick URL box located near the middle right hand side of the screen and click the arrow next to the box.
2. A list of your classes for the current semester/term should appear.  If not all of your classes appear, contact your department to make sure you are listed as an instructor for the course.  You will not have access to the grade roll until you are listed as an instructor or assistant for the course.
3. From the “Links” column, select the word “Roll” for the course for which you would like to submit grades.
4. A web page that looks slightly like a bubble sheet will come up for the course.

Option 2:

1. After logging into Route Y with your Net ID and password, make sure you are on the Route Y menu by putting your cursor over “Route Y” in the bluish-gray row located under the words “Brigham Young University”.
2. Move your cursor over the menu selection of “Work” in the dark blue menu bar located below the bluish-gray bar.
3. In the drop-down menu that appears, click on the “AIM” option.
4. Click on the word “Faculty” located near the top of the screen to change the menu to the faculty options.
5. Click on the “Grade Roll” option.
6. A list of your classes for the current semester/term should appear. If not all of your classes appear, contact your department to make sure you are listed as an instructor for the course. You will not have access to the grade roll until you are listed as an instructor or assistant for the course.
7. From the “Links” column, select the word “Roll” for the course for which you would like to submit grades.
8. A web page that looks slightly like a bubble sheet will come up for the course. 

Option 3:

1. After logging into Route Y with your Net ID and password, navigate to your class rolls.
2. Make sure the correct semester/term is displayed.  To change the semester/term, click on the words “Year Term” displayed in the upper right corner of the screen near the semester/term.  A new window will appear with a listing of semesters/terms from which to choose.  Select the correct semester term and the main window will refresh with the selected semester’s/term’s classes.
1. If not all of your classes appear, contact your department to make sure you are listed as an instructor for the course. You will not have access to the grade roll until you are listed as an instructor or assistant for the course.
3. The last column for the class is a grade roll column.  Select the word “View” for the course for which you would like to submit grades.
4. A web page that looks slightly like a bubble sheet will come up for the course.

 

Adding Grading and Teaching Assistants 

Definitions:

A grading assistant can save, submit, or post grade rolls.

A teaching assistant can only save grade rolls. 

For all of the following options, you will need to first log into the BYU system through Route Y located on the BYU Homepage using your Net ID and password. If you do not know your Net ID or password, or have difficulty logging into Route Y, call the IT help desk at 422-4000. 

Option 1 (useful when adding multiple sections to one assistant):

1. After logging into Route Y with your Net ID and password, type GRADE02 in the Route Y Quick URL box located near the middle right hand side of the screen and click on the arrow next to the box.
2. Enter at least the teaching area for the class you want to add an assistant to. You can enter more information to narrow your search, but you do not have to fill in all of the fields.
3. Click “Find Sections."
4. When the list of sections appears, click “Add Assistant."
5. Enter an identifier for the assistant you are trying to add (i.e. Net ID, BYU ID, last name and first name).
6. Click “Find Assistant."
1. If a list of people comes up, click on the individual you are looking for.
7. Click the “Add” box and select the assistant type you would like for each section you are adding the assistant to.
1. A grading assistant can save, submit, and post grade rolls.
2. A teaching assistant can only save grade rolls.
8. Click the “Add” button.

Option 2:

1. After logging into Route Y with your Net ID and password, make sure you are on the Route Y menu by putting your cursor over “Route Y” in the bluish-gray row located under the words “Brigham Young University”.
2. Move your cursor over the menu selection of “Work” in the dark blue menu bar located below the bluish-gray bar.
3. In the drop-down menu that appears, click on the “AIM” option.
4. Click on the word “Faculty” located near the top of the screen to change the menu to the faculty options.
5. Click on the “Grade Roll” option.
6. A list of your classes for the current semester/term should appear.  If not all of your classes appear, contact your department to make sure you are listed as an instructor for the course.  You will not have access to the grade roll until you are listed as an instructor or assistant for the course.
1. If you have department or college access, you will need to use the search boxes to find the class you wish to add an assistant to.
7. From the “Links” column, select the word “Assist” for the course for which you would like to add an assistant.
8. In the pop-up window that appears, click “Add Assistant."
9. Enter an identifier for the assistant you are trying to add (i.e. Net ID, BYU ID, last name and first name).
10. Click “Find Assistant."
1. If a list of people comes up, click on the individual you are looking for.
11. Click the “Add” box and select the assistant type you would like.
1. A grading assistant can save, submit and post grade rolls.
2. A teaching assistant can only save grade rolls.
12. Click the “Add” button.

 

Frequently Asked Questions

What is the difference between “submit” and “post”?

Clicking the “submit” button on your grade roll will officially submit your grades to the university, but your students will not see their grades on the system until after the grade submission deadline has passed (an automatic process will do this for you). Clicking the “post” button on your grade roll will officially submit your grades to the university, AND your students will automatically see their grades on the system. Choosing between these two options is a matter of personal preference and there is no need to do both options.

What if there is a student listed on my grade roll that has never attended or stopped attending my class?

Submit a failing grade (E) for the student and it then becomes the student’s responsibility to see to the situation if an error in registration has occurred.

What if there is a student missing from my grade roll and I would like to give them a grade?

On the grade roll, there is an “Attach a Note” button. Typing a message in the pop-up window that appears and saving it will communicate this information to the Records Office. Please be aware THIS IS NOT AN EMAIL to the Records Office. These notes are not checked until after the grade submission deadline has passed.

What if I do not submit my grades on time?

You will need to submit individual grade change forms to the Records Office for each student in the class. These forms require both the instructor and department chair signatures.

How do I change a grade after I have submitted or posted them, but before the grade submission deadline passes?

You may pull up the grade roll again and make any changes you would like. After making the corrections, click the “submit” or “post” button again.

What about incomplete grades?

An incomplete contract will need to be completed. An incomplete that is submitted on a grade roll but does not have a contract turned into the Records Office will appear as an “E” on the student’s academic record. The signed contract needs to be turned into the Records Office by the grade submission deadline. Under extenuating circumstances, contracts will be accepted by the Records Office up to 30 days after the grade submission deadline without a petition.

What if there is a course missing from my list of available classes for which to submit grades?

Contact your department to make sure you are listed as an instructor for the course.

What is the difference between a grading assistant and a teaching assistant?

A grading assistant has been granted access to submit or post the grade roll on behalf of the instructor. A teaching assistant can only save the grade roll. The instructor or someone else with submitting and posting access will need to perform these functions after the grade roll has been saved in order to officially submit the grades to the university.

What if I am working on a Macintosh computer and I am having problems?

It is recommended that you have an IT representative make sure you have the most current operating systems installed on your computer, or try to locate a PC to use to submit your grades.

How do I know my grades have been submitted?

Each grade roll has a status that can be seen either on the grade roll itself or on the list of available grade rolls. If the status of your grade roll is “submitted” or “posted," your grade roll has been officially turned into the university. If the status of your grade roll is “saved” or “available," your grade roll has NOT officially been turned in to the university.

What do I do if I wish to have someone else submit my grades for me?

DO NOT GIVE YOUR NET ID AND PASSWORD TO A THIRD PARTY. To have someone else submit your grade rolls for you, they must be designated as an assistant. You can do this yourself by logging into your list of grade rolls and selecting the “Assist” link for the class.

When are grades due?

A: The due date for grades is always published in the University Catalog. Grades are due at 12 noon on the day listed. If there is a change made to the deadline date, each department and college is notified of the change in deadline date, so you can always call either your department or college or the Records Office (801-422-6567). 

 

Hints and Tips  

• Make sure your browser allows pop-ups. If you have disabled pop-ups on your browser, the submission process will not work. If your submission does not seem to be going through, try holding down the “Ctrl” button on your keyboard while you are trying to save, submit, or post your grades.  This will temporarily allow pop-ups from our system to work.


• Submit your grades early. Don’t put it off until the deadline.


• If you have problems, call the Records Office (422-6567). We can help walk you through some problems, or figure out ways to get the grades to us if there are problems—as long as you contact us prior to the deadline.


• Make sure you get the final notification that the grades have been received by Records Office. The text appears at the top of the grade roll thanking you for submitting your grades. If you do not receive this message, we have not received the grades.


• If you have a large class, you may want to save the grades periodically as you enter them. This way if there is a problem as you submit or post, you won’t lose all the work and have to reenter it again. Submission sometimes takes a while, especially if there are large enrollments in the class.


• Submitting your grades before the last day is strongly recommended, but if you try to post your grades on the last day, please be aware that the grades will not immediately be posted to the students’ records. Since the posting process is more complex, on the deadline day, to reduce the demands on the system, the posting option will only submit the grades to be posted later by the Records Office. If you use the “post” button on the last day, you will get instructions informing you of this procedure. Be sure to continue through the process so the grades get submitted.


• Log in to AIM again later, but prior to the deadline, and double check the status of your rolls. It should list your classes as submitted or posted if we have received your grades.


• Do not give your Net ID and password to someone else to have them submit your grades for you. The system has been built with the capability for instructors to delegate access to their grade rolls.  Those individuals would then be able to log in with their own Net ID and password to have access to grade rolls.


• Submitting grades using a Macintosh computer can be problematic. Those who have been successful have had the latest operating system and most recent browser versions. (Your CSR can assist you with getting the up-to-date versions.) If you experience problems using a Macintosh computer, we recommend using a PC in a department office or computer lab. You can contact our office for help in finding a PC.
  

 

We appreciate your support in getting student grades submitted in a timely manner.