Instructor Center Information

The Instructor Center is your access point to your Class Schedule, Student Photos, Class Rosters, and Grade Rosters. If your class is using D2L you may also have access to Desire2Learn (D2L) information. A link to Disability Resources is also available, which provides information on possible accommodations required for some of your students, as well as a link to the final exam schedule.

The Instructor Center is only available to instructors who are teaching a class in the current term or who were the principal instructor in a course in a previous term. Administrative staff that are authorized to act on the instructor’s behalf may be assigned to a class as a Department Admin and then will also have access to Instructor Center.

    Accessing Instructor Center

    1. Open a web browser and navigate to uaccess.arizona.edu.
    2. Under "Students" click the "Instructor Center" link
    3. Log in with your NetID and password.
    4. Once you log in, you will typically be on the "My Schedule" tab, which displays your class schedule for the current term.

    Accessing Instructor Center from Off-Campus

    You do not need to use the VPN to access UAccess Student from off-campus.

    Notes:

    • Once enrolled in NetID+, the dual authentication applies to all applications that require WebAuth. 
    • For download/installation instructions specific to your operating system, go to the University's Information Technology website.

    How to View Past Terms

    The My Schedule page defaults to show the current term but you can view other terms as well.

    1. Click the "Change Term" button. 
    2. Select another term from the list. This list is limited to an instructor’s previous, current, and future scheduled courses.
    3. Click the "Continue" button.

    Viewing the Class Roster

    This is a listing of all students who have signed up to take the specified class. From the roster you have the ability to review the students enrolled, see student photos, see student pronouns, notify some or all students of upcoming events or issues, notify the Registrar, or administratively drop a student.

    Note: The Class Roster icon only appears once students are registered for the class. If there are no students there is no roster, so there is no icon. 
    1. Click the "Class Roster" button for the class you want to view.
    2. To return to the main page, click the "My Schedule" tab near the top of the page or the "change class" button.

    Once students are registered for a class, you can view the class roster, which also has the option to view student photos.

    Viewing Student Photos

    From the Class Roster there are two ways to see the student photos:

    1. Click the "Photo" icon for any student.
      • This changes the display option to Include photos in list.
      • Navigate through the roster by clicking on the previous and next arrows.
      • To return to the roster without pictures, right above the student information, next to "Select display option", click "Link to Photos".
    2. Above the list of names, next to the "Select display option", click "Include photos in list".
      • Use the previous and next arrows to navigate through the rows of student information. To see multiple rows at once so that you can scroll vertically, click View All or View 100 (whichever is applicable or displayed).
      • To return to the roster without pictures, right above the student information, next to "Select display option", click "Link to Photos".

    Using the Class Roster to Notify Students or the Registrar

    Notifying Students

    Start by clicking the "Class Roster" icon for the class. You can send an email to a specific student, notify a group of students, or notify all students.

    Send an email to a single student

    Click the student’s name. Your default email program opens a blank email with the student’s email address inserted in the To field.

    Send a notification to multiple students

    Click the checkboxes in the Notify column to the left of those students’ names, then click the "notify selected students" button near the bottom of the page. The "Send Notification form" opens within Instructor Center, which allows you to compose your message and send it to the indicated students. Your email is inserted in the From and To fields, while the selected students’ addresses are in the BCC field.

    Send a notification to all students

    Click the "notify all students" button near the bottom of the page. The "Send Notification form" opens within Instructor Center, which allows you to compose your message and send it to all students on the roster. Your email is inserted in the From and To fields, while all the students’ addresses are inserted in the BCC field.

    Note: UAccess limits the max number of recipients per message to 50.  If the class enrollment exceeds 50, multiple messages will need to be sent.


    Notifying the Registrar 

    If you would like the Registrar’s Office to research any inconsistencies on your Class Roster, such as a student in your class who does not appear on the Class Roster, follow the procedure below to email. 

     Start by clicking on the "Class Roster" icon for the class. At the bottom, simply click the "notify registrar" button. This opens the "Send Notification form" within Instructor Center, with the To and Subject fields automatically populated. Enter your message text and click "Send Notification". 

    Administratively Drop or Reinstate a Student

    Administratively Dropping a Student

    Administrative drop is not an obligation but is at the instructor’s discretion. Students who remain enrolled in a course throughout the term but fail to attend may receive an E grade for the class. 

    See the Class Attendance, Participation, and Administrative Drop Policy for more details.

    First Drop Deadline for Fall/Spring

    Course will be deleted from record.

    Undergraduates Prior to the end of the 2nd week of classes
    Graduates Prior to the end of the 4th week of classes

    Second Drop Deadline for Fall/Spring

    Will result in grade of W, regardless of whether the student is passing.

    Undergraduates Weeks three through ten
    Graduates Weeks five through ten

    Procedure

    1. Click the "Class Roster" icon for the class.
    2. Check the box in the Admin Drop column in the row for the appropriate student.
    3. Click the "administrative drop" button near the bottom of the page
    4. Course will be deleted from the student's record or a grade of W will be awarded based on the deadlines and career as listed above.

    Administratively Reinstating a Student

     When instructors administratively drop students from a class, they may administratively reinstate those students in the same class until the last day of classes for the term. The instructor must request the Administrative Drop/Reinstatement using the Notify Registrar button located on the class roster. 

    Note: A student may be re-enrolled in the class using the Change of Schedule form process after the end of the second quarter. The signature of the instructor and dean are required.
    1. Click the "Class Roster" icon for the class.
    2. Click the "notify registrar" button near the bottom of the page.
    3. In the email, be sure to include the reinstated student's name and Student ID.
    4. Click "Submit".

    How to Use Instructor Center's Grade Roster

    Viewing the Grade Roster

    This is the grade roster that instructors use to post final grades for every class where the department has assigned that person as the instructor of record with grade posting access.

    Note: Grade rosters are available for Fall and Spring semesters on Reading day. For Summer and Winter sessions and for courses with atypical start and end dates, rosters are available on the last day of classes.
    1. Click the "Grade Roster In Progress" icon for the class you want to view.
    2. To return to the main page, click the "my schedule" tab near the top of the page or the "change class" button.

     

    Grading Students

    Grade Rosters must be posted in UAccess Instructor Center no later than 48 hours after the final exam according to university policy. If no final exam is given, grades are due no later than 48 hours after the last day of finals. If the student failed to attend or stopped attending without official withdrawal, Faculty Senate Policy dictates an E grade must be recorded.

    Start by Click the "Grade Roster In Progress" icon for the class. In the "Grade Roster Action" section, the Approval Status must be set to Not Reviewed in order to assign or change grades that have not been posted.

    Note: If the Approval Status is anything other than Not Reviewed, you do not have access to enter grades in the Roster Grade column.

    Entering Grades

    Grading Individual Students
    • In the Roster Grade column select the appropriate grade for each student. 
    • If you are entering a failing grade (E or F) please reference the Assigning a Failing Grade section directly below. 
    Grading Multiple Students at Once 
    • Click the checkbox in the far left column for all students receiving a particular grade. 
    • At the bottom of the roster is a drop-down box to the left of the add this grade to selected students button. Select the appropriate grade and then click the button. All the students designated in the previous step (step a) will now show that grade in the Roster Grade column. 

    Approval Status

    In the Grade Roster Action text, select the appropriate Approval Status.

    Approval states explained
    Approved

    All grades are entered and you are authorizing the final grades be posted. This option is only available/visible if you have the authority to post.

    After selecting this option, scroll to the bottom and click the "post" button to submit the grades. Clicking Save only saves what is on the page, the grades will not post unless you click the Post button. 

    Not Reviewed

    Not all grades are entered but you need to save the document and want to be able to enter additional grades at a later time.

    You must click "save" in order to save the grades entered.

    Ready for Review

    All grades are entered but you are not ready or authorized to post the final grade. Selecting this option also makes the Roster Grade column values not editable.

    You must click "save" in order to save the grades and Approval Status change.

     


     

    Assigning a Failing Grade

    Both the Department of Education and the Veterans Administration require a Last Date of Attendance when a failing grade is entered.

    Once a failing grade is selected, a drop-down menu displays in the Student Attendance column.

    Notes:

    • Completed Term indicates the student attended and earned the failing grade.When Stopped Attending After is selected, a date field populates in the End Date column. This field must be completed in order to Save.
    • If you import grades from a file, additional values need included for any failing grades. Please refer to the Importing Grades section for specific information.

    If you don’t have the exact date, this can be determined two different ways: 

    1. Use the date of the last academically related activity, such as a paper, quiz, D2L logon, etc. 
    2. Approximate the date by using the first, 15th, or last date of the month. 

    Recording Engagement Activity on the Grade Roster

    Classes with an engagement component that is listed as To Be Determined (TBD) have been designed to allow the instructor to customize the engagement experience for each student. 

    The instructor must specify the appropriate Activity and Competency during the grading process. 

    If a student is given a C or better (in a class with regular grades) or an S or P (in a class with alternative grades), a drop-down menu in the Activity and Competency columns will be visible. These columns must be completed before the grade roster can be posted.

    Grading an Honors Contract Student

    Enter the letter grade the same way you do with other students. 

    Note: For information on this process, refer to 1 and 2 in the Grading Students section above.

    You must also indicate whether or not the student has fulfilled the honors contract.

    1. Click the "Grade Roster In Progress" icon for the class.
    2. Click the "Requirement Designation" tab.
      • You can also click the "Show all columns" icon to see all the information on one tab instead of two.
    3. In the Roster RD Grade column select Satisfied or Not Satisfied.
      • Prior to approving the grades, the Roster RD Grade column will be an editable field where you can select Satisfied or Not Satisfied.

    Importing Grades from Outside of Instructor Center

    These two processes overwrite any grades already listed in the Roster Grade column. 

    Note: If any of the imported grades are E or F, please refer to the Assigning a Failing Grade section for information on the associated requirements and fields.

    Importing Grades from D2L

    Once final grades are prepared and complete in D2L, simply click the "Import Grades from D2L" button. 

    D2L does not capture Last Date of Attendance information. When a failing grade is imported, in UAccess you must then choose the Student Attendance drop-down and (if required) enter the Last Date of Attendance. 

    Refer to the Assigning a Failing Grade section for more information on the requirements and fields associated with failing grades. 

    Note: For additional help, email D2L@email.arizona.edu, call 620-626-6804, or go to D2L's Help Page.

     

    Importing Grades from a File

    Click the "Import Grades from File" button to upload your comma separated value (.csv) file. A message window pops-up, which provides more information about the import grades from file option and file setup.

    Failing grades require the following .csv format: 

    ID, Grade, Last Date of Attendance Code, Date (if required)

    • C= Completed Term (earned failing grade)
    • N=Never Attended
    • S=Stopped Attending After (then include MM/DD/YYYY) 

    Examples: 

    • 12345678,E,C
    • 91011121,E,N
    • 14151617,E,S,03/21/2014

    There is no need to send a notification when grades are posted since the Registrar’s Office runs reports on missing grades on a regular basis and notifies the instructor and their department when grades are missing or not posted. 

    How to Change a Grade After Submitting Rosters

    Instructors can change posted grades for the current term during the Open Grading Period.

    Fall and Spring: Open Grading Period begins on Reading Day and 14 days from the last day of finals. Summer, Winter, & 5 or 7 Week Sessions: Open Grading Period begins on the last day of classes and lasts for 14 days.

    1. Click the "Grade Roster Posted" icon for the appropriate class.
    2. In the Grade Roster Action section, click the Request Grade Change link.
      This takes you to the Grade Change Request page. Find the student whose grade you want to change and change the grade in the Official Grade column.
    3. Click the "submit" button at the bottom of the screen.

     

    Changing a Final Grade after the Open Grading Period

    Instructors may change a final grade if an error was made in computation. This change must be due to a miscalculation, submitted within one (1) year of the awarding of the grade, and goes through a Workflow Approval path, which may include the department head and/or dean and Registrar.

    Notes:
    • Only those with Post access may perform this function.
    • A W grade cannot be changed so there is no Miscalculation button for those students.
    • You will receive an email if the request is denied at any point along the path or when the last approval is final.
    1. Click the "Grade Roster Posted" icon for the appropriate class.
    2. In the Grade Roster Action section, click the Request Grade Change link. (This is the same as steps 1 & 2 in the Requesting a Grade Change Online section above.)
    3. You are now on the Grade Change Request page. Find the student whose grade you need to change and click the "miscalculation" button.
    4. Complete the required New Grade and Describe the miscalculation fields.
    5. Click the "submit" button at the bottom of the screen. A message box pops up confirming your submission. Click "ok".
    6. Once the Grade Change Request is submitted the workflow approval path displays. This shows the Pending Approval as well as the path for further approvals.

    Incomplete Grades

    Incomplete Grade Change Request

    You can change an Incomplete grade, provided that it has not expired to an E or F. Incompletes typically expire in 365 days, unless the student has been approved for an extension. 

    Follow the same process outlined in the Change Grade Request section immediately above.

     

    Changing an Expired Incomplete Grade

    An instructor may change an Incomplete that has expired to an E or F by using the online form/process. This change goes through a Workflow Approval path, which will include the department head, dean, and Registrar.  More information is available on the Registrar’s website. 

    Notes:
    • Only those with Post access may perform this function.
    • You will receive an email if the request is denied at any point along the path or when the last approval is final.
    1. Click the "Grade Roster Posted" icon for the appropriate class.
    2. In the Grade Roster Action section, click the Request Grade Change link. (This is the same as steps 1 & 2 in the Requesting a Grade Change Online section above.)
    3. You are now on the Grade Change Request page. Find the student whose Expired Incomplete grade you need to change and click the "Expired Incomplete" button.
    4. Complete the required Date Completed and Final Grade fields. The Date Completed must be within 1 year of the original class end date.
    5. Click the "submit" button at the bottom of the screen. A message pops up confirming your submission. Click "ok".
    6. Once the Grade Change Request is submitted the workflow approval path displays. This shows the Pending Approval as well as the path for further approvals.

    For any questions, please contact us at Reg-grades@arizona.edu