UH Faculty Frequently Asked Questions
11.9.07
Frequently Asked Questions about PeopleSoft Faculty Center
Class Roster
Q. How will the 12th Day Class Roll be printed?
A. The Registrar’s Office is no longer printing paper rosters. Faculty who wish to drop students may email students asking them to drop themselves. Or, faculty can ask an advisor to drop the student.
Q. How do I print my class roster?
A. When logged in to your PeopleSoft Faculty Center, click on the “class roster”
icon next to each class you are teaching. You can print from the File/Print menu, or click “printer-friendly version” at the bottom of the roster and print that view.
Q. Can I download my class roster into Excel?
A. Yes you can, from the “checkerboard” icon on the blue bar above the roster. Be sure pop-ups are allowed in your browser, and that you know where your browser is set to send downloads.
Q. What’s the difference between “All” and “Full” as “Class Roster” views?
A. “All” includes students who are enrolled as well as those who dropped the course.
The “Full” view is not fully functional right now.
Q. How will students who drop my class be shown on the class roster?
A. The class roster is dynamically updated and will always give you the up-to-
the-minute record of enrollment for your classes. When looking at the roster,
you can select different views, including “dropped” students only.
Q. What are some troubleshooting tips for printing and or downloading class rosters?
A. Here are some suggestions, listed in the order of most likely to occur (so try them one at a time).
1. Printing or Downloading: Enable popups in your browser
2. Printing: Don’t use Control + P. Instead, print using File/Print
3. Printing: If you get only a partially-printed roster when using the “printer -friendly version”
button, try not using that button and just print the view you see (or “largest frame”).
4. Downloading: Check your browser preferences to see where your download is going.
5. Downloading: If you get no response when you click the Excel icon at the top of the roster
when trying to download, hold down the Control button on your keyboard when you click the icon.
6. Downloading: If you’re using Internet Explorer, go to http://www.uh.edu/peoplesoft/tutorials/.
Look at “UH/UHV Browser Issues”; try browser issue #1.
7. Downloading: If you’re using Mozilla Firefox, try installing an “IE (Internet Explorer”) tab”
and using that.
Grading and Grade Roster
Note: A special demo/training sessions for grading is available on this site under "Tutorials."
Q. When will we be able to enter grades?
A. A Grade Roster icon will appear next to the Class Roster icon for each class you
are teaching before the Thanksgiving break.
Q. How can I learn how to enter grades?
A. There is an online tutorial on this site under "Tutorials," and there will be special demo/training sessions on grading in November.
Q. Can a TA enter grades for me?
A. Yes, if they have been put into PeopleSoft as “TA” for your class by your
department class scheduler and if you tell the scheduler that you want the TA to
have that option. TA’s not allowed to enter grades will have
the same view as the instructor, but without the Grade Roster icon.
Q. What is the grading timeline?
GRADING TIMELINE:
1. By Thanksgiving break, grade roster icons will appear in your Faculty Center for each class you are teaching.
2. You or your TA may begin to enter grades as soon as the icon appears. You may enter or change grades as often as you wish up until Monday, December 17, 11:59 p.m., as students will not yet be able to see the grades you are entering. (Brief training material follows.)
3. On Monday, December 17 at 11:59 p.m., the Registrar’s Office will “post” the grades so that students can see them. If any grades are missing at the time of posting, the system will post “NR” as a grade, meaning Not Reported.
4. From Tuesday, December 18 through Thursday, December 20 at 11:59 p.m., faculty may use the online Request Grade Change process in their Faculty Center to change a student’s posted grade. Students will be able to see the change immediately. (For example, you could change an “NR” to the appropriate grade.)
5. On Friday, December 21, the Registrar’s Office will run the Academic Standing process, which will both calculate academic standing and make it visible in PeopleSoft and on transcripts. Once academic standing has been run, we cannot keep the academic standing calculation in sync with updated grades unless we do it manually. That means we need to revert to a paper process--you would need to submit a paper “Course Adjustment Form” for any late grade change beginning Dec. 21. (We will continue to look for a way to allow grade changes to be done online while keeping the new grade and the academic standing calculation in sync.).
6. Any end-of-semester W grade must be submitted to the Registrar’s Office on paper with dean’s approval.
Notifying Students
Q. Can students’ email addresses be downloaded?
A. Yes. From the Class Roster view, select “Notify All Students” (button at bottom
of screen), then cut and paste the email addresses.
Q. Can we send attachments with emails to students?
A. No.
Q. When I send an email to student(s) in Faculty Center, and a student replies to my email, where does that reply go to?
A. It goes to your UH email address.
Q. Can a student utilize email in Student Center to email a faculty member?
A. No—students may only receive email from a faculty member, and reply to it.
Q. Is it possible that a student won't receive the emails I send using the Faculty Center?
A. Yes, it is possible, if the students have not updated their Email Destination address under "Campus Personal Information" in their Student Center. They may have changed email services, but not made the change in PeopleSoft---or they might not be checking their email. It would be a good idea to tell the students at the beginning of the semester that you plan to use the UH email, and that they should keep their address updated, and check it regularly.
Q. Will students receive notification if a class they registered for was cancelled prior to the semester start?
A. Yes. The academic administrator who cancels the class will contact students.
View Courses
Q. When I choose to view a course I taught from a prior semester, why does it not always show all students in that course?
A. Academic records from before the year 2000 are still being loaded into the system
and will all be there at a later date.
Q. Can I also see the grades I gave those students in past semesters?
A. Not at this time as an entire class. You can look up individual students' grades under the "Advisement" tab in your Faculty Center. Beginning with the Fall 2007 grade roster, you will be able to look at past grade rosters.
Q. If I look at the students in a course I taught a prior semester, are those students’ emails updated?
A. Only if a student is still active at the university and has an up-to-date email address or if, for any other reason, they have chosen to keep their email information updated with UH.
Q. Under “View Sections” of a course, can we see the number of students enrolled in each section?
A. Not on the initial view. But, when you click on class detail, you can see the
quota, the number of enrolled students, and number of seats available.
Student Advisees
Q. Will I be able to see academic records of students other than my assigned
Advisees?
A. Yes. Under the “Advisement” tab in your Faculty Center, select “New Drop-In
Advisees” to search for student information by name or by PS ID.
Q. Can I see a student’s entire academic history on one screen?
A. Currently, you have to go semester by semester. However, when the Unofficial Transcript feature becomes available later on, you will be able to see a student’s entire academic history in one view.
Q. Will a student’s Unofficial Transcript include transfer credit?=
A. Yes, this function will be available later this semester. Currently, you can see
transfer credit under “Transfer Credit Report” in the Advisement section.
Q. Can I see what students see when they try to enroll?
A. Yes—go to http://www.uh.edu/mypeoplesoft and see the “PS Student Center
Demo” under Helpful Links.
Q. Will the “degree progress” feature be available later the Fall 07 semester?
A. We will go live in December 2007 with degree audit for all undergraduate business plans, and two plans each for CLASS, NSM, Technology, and Engineering.
Q. As a graduate program administrator, how can I track the degree progress of my program’s students?
A. We will go live in December 2007 with degree audit for all undergraduate business plans, and two plans each for CLASS, NSM, Technology, and Engineering. As a graduate program administrator, you may or may not have access to degree audit, depending upon your security. Only individuals who currently advise students will have access.
Class Search
Q. During Class Search, do I have to enter Course Subject? Or can I simply search by Instructor (under Additional Search Criteria)?
A. Yes, Course Subject is always one of the two required selection criteria. This restriction avoids overloading the system.
Q. In “Class Detail”, can there be a link to the catalog?
A. Catalog information will eventually be put into PS class information. For now, open a second browser window and go to the UH home page, so that you can see the academic catalogs.
General
Q. What is my PeopleSoft ID?
A. It’s the 7-digit UH employee number (EMPL ID) on your paycheck or paycheck information sheet. Faculty, staff, students and all others associated with the UH System community have this unique 7-digit identifier. (Always use the leading zeroes.)
Q. Can the screen be enlarged? Some of the typeface in PS Student Admin is rather small.
A. Yes, you can change your browser settings. For Internet Explorer go to Start>Programs>Accessories>Accessibility>Magnifier (up to 9X magnification). For Firefox or Safari (for Mac), go to “View” at the top menu bar and increase or decrease text size.
Q. Is a student’s view of Class Detail the same as the faculty view?
A. Yes
Q. Do students see their grades?
A. Yes, in Student Center.
Q. Will PeopleSoft have a record of who makes changes – and when that change was made – to an academic record?
A. Currently, an audit is available for drop/add, grades, and service indicators. Audit of other areas, e.g. program/plan change, will come later.
Q. If students chose to restrict access to their student records in ADMIN, did that carry over to PeopleSoft?
A. Yes. Whatever FERPA status existed in ADMIN exists in PS Student Admin.
Q. Do students’ PeopleSoft IDs appear on the WebCT roster?
A. All WebCT students’ PeopleSoft IDs will be loaded by the end of September. They do appear on the WebCT roster.
Q. Is there a way for students to see all their grades in “View My Grades” instead of a semester by semester listing?
A. Not until “Unofficial Transcript” is available later in the year.
Q. Do students’ academic records in PeopleSoft Student Admin contain academic honesty penalties?
A. Academic honesty details were converted from ADMIN and stored as transcript text (printed or hidden) details. The Registrar’s Office will continue to place and remove academic honesty notations as submitted by Deans.
Q. Will notes associated with a Dean’s stop also be on a student’s record in PS Student Admin?
A. Multiple kinds of stops from ADMIN were converted as negative service indicators, set up to impact the same services profiled in ADMIN. This includes Dean’s stops placed for academic honesty.
Q. Why does PeopleSoft time me out after 30 minutes?
A. Users are timed out if they do nothing with the screen for 30 minutes in order to
keep server speed at a maximum level.
Q. Is it a security violation if faculty share their password information for
PeopleSoft?
A. Yes!! (Additionally, someone could go in and change your direct-deposit
Information to their bank account!)
Last updated 11/9/07
