Troubleshooting Grade Transfer Emails and Issues

After instructors send their grades from HuskyCT to Student Admin using the Grade Approval and Transfer function, they receive a confirmation email. This email will be from do-not-reply@blackboard.com and is a standard email all instructors will receive after sending grades. The email contains the subject and text:

This email does not confirm that grades will definitely appear in Student Admin grade rosters; it is only confirming that the grade push process was performed. If all steps on the Sending Grades from HuskyCT to Student Admin article were followed properly, grades should populate in Student Admin. However, if an instructor made an error, such as sending an invalid grade, such as A+, a numerical grade, or anything that Student Admin grade rosters cannot accept, instructors will also receive an additional email detailing the errors.

The error email lists all the grades that were sent, as well as the errors involved, but this email may require some interpretation. When instructors send invalid grades, the error email will contain a list that may look similar to this example :

Open

Example of error email; class ID numbers and student ID numbers partially obscured for confidentiality.

In the above example numerical grades were sent instead of letter grades. This is one of the most common errors, and will prevent grades from populating in Student Admin grade rosters. Similarly, if the instructor had sent A+ grades, or anything that does not conform to an A-F letter grade scale, that would also show in the error email.

Other errors could include:

Invalid Roster Status - This happens when the grade roster in Student Admin is not set to "Not Reviewed." In this case, the instructor should go to their grade roster in Student Admin and change the roster status to "Not Reviewed" and then resend grades from HuskyCT.

Roster Missing in SA - This indicates the midterm or final grade roster is not open in Student Admin. This can happen when an instructor sends grades before grade rosters were open or after they were closed.

Student Missing in SA Grade Roster - This happens when a student is listed in the HuskyCT Grade Center but not in the Student Admin grade roster. This would be a case where a student is not officially taking the course for credit, as in auditing. Another possibility could be the student may have officially dropped the course via Student Admin but was not removed from HuskyCT. There is no change to make in Student Admin, other than the instructor being aware that the student does not receive an official grade.

Resolving Grade Transfer Errors

When instructors receive error emails related to grades they sent from HuskyCT to Student Admin, they should follow these steps:

1. Return to the HuskyCT course and go to the Grade Center.

2. Check that the column representing a midterm or final grade is set up properly:

   1. The column should be set as the External Grade, as indicated by a green check mark.

   2. Grades must be letter grades.

3. Resend grades using the Grade Transfer and Approval process.

4. For detailed instructions on the steps above, refer to Sending Grades from HuskyCT to Student Admin.

Resolve Repeating Confirmation/Error Emails

If instructors are repeatedly receiving confirmation emails containing:

1. Then the instructor should navigate to the course that the error message is popping up from.

2. Under Course Management click on Course Tools.

Open

3. Under Course Tools click on Grade Approval and Transfer.

4. In some cases the Approval status may become Partially Approved resulting in the repeated hourly emails as a reminder to finish grading. Select the course checkbox and click on Unapprove Grades. This will stop any further emails. Unapproving on HuskyCT side does not affect the grades that you already submitted to the Student Admin System.

Resolve Grades sent but not appear in PeopleSoft

Rarely, grades will appear to have been sent from HuskyCT correctly, but grades do not appear in PeopleSoft after waiting for the requisite time (~2 hours). In this event, please perform the following check:

1. Assess the grades being sent by the Grade Approval and Transfer tool.

   1. Open the Grade Approval and Transfer tool within your course.

   2. Place a check mark in the box next to the course you want to inspect

   3. Click, Grade Column Approval and Transfer

   4. Place a check mark in the box titled, Overall Grade

   5. Click Grade Approval and Transfer

2. The grades in the Score Mark column represent what is being sent to PeopleSoft.

3. If you do not see grades in this column, check to see if you need to post grades in the overall grade column:

   1. Click out of the Grade Approval and Transfer fly out

   2. Click into your Grade Center

   3. Click the Gradable Items view

   4. Look at your Overall Grade column and check to see if there is a button titled, Post Grades. If there is, click it and repeat the steps to send grades from HuskyCT to SA.

4. If step 3d does not work, or if you do not see a button to post grades in your Overall Grade column, please [contact the HuskyCT admins|mailto:huskyct@uconn.edu] so we can investigate this further for you.

 Related articles