Grading Instructions for Faculty

Accessing the REGIS Roster

Class rosters list the students enrolled in the course, and are the document on which instructors track the academic performance of their students through final grades and other notes.   There are no hard copy rosters – all rosters are available only through the online REGIS (Rosters and Electronic Grading Information System) web roster system.   In order to access the web roster, the instructor must have a valid and active NetID and receive privileges to access the roster from the Dean, Department Chair, or Department  Administrator.   If the instructor is having issues with his/her NetID, the instructor should see the NetID Management website, or contact the helpdesk at 856-225-6274 or help@camden.rutgers.edu. 

To log into REGIS

1. Go to the Rutgers Electronic Student Grading System website and select REGIS (Rosters and Electronic Grading Information System) under "Submit grades or change grades for the current semester."
2. On Rutgers Central Authentication Service page, enter your NetID and password and select LOGIN.
3. On the REGIS page, select the top tab that says "View Rosters."  On that page, select the tab that says "Quick Search" and enter the class information (Semester, Unit, Subject, Course, and Section) in the appropriate fields on the page, and select Retrieve Roster.
4. The roster with enrolled students will be displayed. If you select the option to display the roster as an Excel file, you may also view the student emails.  It is also possible to view images of the students either by clicking on the “Section Photos (pdf)” link on the top right of the roster, or by clicking on the individual student names. 

If a course is cross-listed among multiple departments (such as undergraduate and graduate, or History and English, etc.), then instructors will have to obtain permission through each department in which the class is listed to access the roster under that department.  For example, a course "Origins of the Internet" is listed under History, Sociology, and Computer Science. Three rosters will be generated for the course, one for each of its listings. To access each, the instructor would need to have permissions activated by the History, Sociology and Computer Science departments.  Contact the department administrator for more information regarding that procedure.

Rosters that are blank (no students enrolled) will not display.  The user will receive an error message that “No class rosters found.”  This does not mean that the instructor does not have access – it means that the present roster has no enrollment so has not been generated.

If the instructor is able to log into REGIS but does not see the current semester or does not appear to be able to access their course, the problem may be in their permissions as granted by the department or dean.  The instructor in that case should contact their department to be given proper access to the course for the semester.  Please note that access must be given course by course every semester, and does not automatically roll over.

Instructors wanting to create an email list of the students in a class may use the RAMS system and add any email addresses of students in the class. Instructors can additionally find an email list of students from the Roster page by selecting the “Download email addresses for Listserv" or “Download email addresses for Majordomo" options on the roster display page.  However this uses the default email information from the Registrar's student profiles.  Some students do not submit any email information, and often the default account is a Rutgers account that the student may not check with any regularity.

For additional help with the roster page, select the Help tab at the top of the Class Roster Application page.

Granting Approval to Access Regis Rosters

Individuals must be granted access to view or interact with the REGIS roster.   To have access to the REGIS system, individuals must have a current and active NetID.   Individuals may be granted different levels of access to the REGIS system.   The present privilege levels are:

• Read Only:  Ability to view and download class rosters but not to alter them.
• Grader:  Ability to view and download class rosters, and submit grade rosters online.
• Manager:  Ability to grant/revoke Read, Grader, and Manager privileges, and view and download class rosters.    Cannot submit grade rosters online.
• Controller:  Ability to grant/revoke Read, Grader, Manager, and Controller privileges, view and download class rosters, and submit grade rosters online.

Notice that two of these roles allow the submission of grade rosters online and two do not.  The only people who should be granted Grader privileges are those who should actually be doing grade submissions.  General guidelines for assigned roles are as follows.

• Read access is for course assistants and others who need access to online rosters but who will not submit grades.
• Grader access is for course instructors who are responsible for submitting grades, but who do not have to do any further administration like granting and revoking privileges.  Graders may also have a Reader role for other courses.
• Manager access is for departmental staff who need to grant and revoke privileges but who do not assign course grades. Managers cannot also have a grader role for any courses.
• Controller access generally is Registrar’s Office only.

Users who are assigned "ALL" Units and/or "ALL" Subjects will automatically retain those assigned privileges next term (privileges will roll over), all others will be terminated at the end of the semester and must be re-instated individually for subsequent terms.

NOTE: access should be given as narrowly as possible.  If an instructor only grades one section of a course, they should not be given access to other sections of the course, or to other courses in the department.  Giving broader access than necessary to individuals is a violation of policy and may result in the loss of privileges.

To grant access:

1. Access the Class Roster Application 
2. LOGIN with your NETID & PASSWORD
3. Click on the VIEW & GRANT/REVOKE PRIVILEGES Tab at top of screen
4. In the “Search Course Access Privileges” area at the bottom of the page, Enter the NetID of the individual or enter the Last name and first initial of the person you wish to grant access then click SEARCH
5. This will generate a list of potential matches.  Select the specific instructor by clicking on the blue highlighted name of the person to receive access
6. The page will then display the List of Access Privileges for that instructor including all past semesters.   To revoke privileges for a specific course or department, select the box in the first column and click on “REVOKE ACCESS PRIVILEGES” at the bottom of the list.
7. To grant new course access, scroll down to bottom of page to the GRANT COURSE ACCESS AND GRADE CHANGE PRIVILEGES  section. 
8. Enter the term , year,  and complete course information to be granted.  It is possible to limit the information to a school or department, so entering just 50 and 790 will grant access to all courses and sections under department 790.  Listing 50, 790, 101 will grant access to all sections of 50:790:101. 
9. Select the button for the Role of the individual.  Please note that only one role may be selected for an individual.
10. Click on the “Grant Access Privileges” button.  

Access is granted immediately, so individuals that have been given privileges should be able to use the system just after privileges have been granted.  Users will need to log out of the system (including closing down their browser because of our “single sign in” system), and logging back into the system for the new permissions to be visible to them.   There is no overnight delay.

Submitting Grades

Grades should only be submitted using the REGIS system. Grades may only be submitted during the active grading period dates.  The active dates for adding Final grades are indicated at the top of the roster, and email reminders are normally sent out at the end of each term.  The option to submit grades will not be available before that period, and grades submitted after that period will not be accepted by REGIS.  Grades submitted later than 48 hours after the end of the class but still during the grading period may be entered by the Registrar’s Office – contact the Registrar’s Office directly for more information.  Grades submitted after the grading period has ended must be entered as individual Changes of Grades, each grade approved individually by the department chair and dean of the college. 

Enter a grade for each student that appears on the roster or attended the class.  The valid grades are listed on the Grade Definitions and Symbols. Enter the grades in the grade box to the right of the student’s information, and add any notes in the comments column if desired.   Enter a grade for every student on the roster.  Please note that instructors cannot enter a grade of W – that will appear on the roster automatically when the student withdraws from the course.

If a student appears on the roster but either has not attended or stopped attending, please submit a grade of F (do not use TZ)  for that student and indicate in the comments section the last time that the student attended the course.  If the student never attended, then indicate “never attended.”  It is the student’s responsibility to resolve registration issues, and if the registration is not resolved the F will remain on the student record.  

If a student attended the class but does not appear on the roster, the instructor should inform the student immediately (preferably before the end of the Add/Drop period at the start of the term) that there appears to be a problem with their registration and that the student should contact the Registrar’s Office to resolve any issues.  The instructor should add the student’s name, RUID (if known), and grade in the blank spaces provided at the bottom of the roster.  If the student resolves their registration before the term upload, then the grade will automatically revert to the regular roster space.  If the registration resolution occurs after the system upload, the grade may need to be manually adjusted by the Registrar’s Office.  The instructor in either case only has to add the grade to the bottom of the roster. 

When the instructor has entered and reviewed all grade information, the instructor should click on the SUBMIT button on the bottom of the roster.  ONCE THE ROSTER HAS BEEN SUBMITTED, GRADES CANNOT BE ALTERED ON THE ROSTER.  Any actions regarding the roster after that point will have to be done via a Change of Grade.  So instructors should be careful to review the roster before clicking on the Submit Button.

Submitting Warning Grades

Warning grades are no longer submitted through the REGIS system, but are collected using Raptor Connect (EAB).  Do not enter warning grades using the REGIS system.  Contact the Office of Student Academic Success for more information.

Change of Grade

Grade changes are done via the Electronic Grade Change System (EGCS).  The instructor must know the student RUID and full course section information in order to submit a change of grade.  Each grade change has to be separately approved by the Department Chair of the course and the Dean of the College offering the course.   After all approvals have been processed, the grade will be posted to the student’s transcript, which usually requires the overnight data exchange.   Full instructions may be found in the Electronic Grade Change System Guide.

Incomplete Grades

The Incomplete Grade may be used by the instructor when the student is unable to fulfill the course requirements by the end of the regular term. In agreement between the instructor and the student, the student will complete the coursework in a reasonable time after the end of the course as determined by instructor.The student will submit the completed work, and the instructor will change the grade to a regular letter grade. 

To change the grade from an IN to a letter grade, the instructor must submit an Electronic Change of Grade. Once this is done, the regular letter grade will appear on the student’s transcript and the grade will be automatically factored into the student’s term and cumulative GPAs.

Undergraduate students who receive a grade of Incomplete will have that grade convert to an F (or NC or U) according to the following schedule if no action is taken by the instructor:
Fall: February 1
Winter:  February 15
Spring: June 1
Summer: September 15

If the instructor wishes to extend the deadline for an undergraduate student to complete their work, the instructor  must complete the Incomplete Grade Extension Form and submit it to the One Stop Office.  The Incomplete Grade Extension Form sets a specific date by which the work must be completed by the student or the grade will convert to an F (or NC or U).   No further notification is given to the student that the grade is reverting – it is the student’s responsibility to submit their coursework and prompt the instructor to submit the Change of Grade.

Graduate IN grades do not convert to an F.  They will remain as an IN indefinitely until the instructor submits a change of grade.