Essentials of HUB Faculty Center - University at Buffalo

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Table of ContentsHUB TIPS ...................................................................................... 4My Schedule ...................................................................................5My Exam Schedule ........................................................................6View My Class Roster ....................................................................7Submitting Grades .......................................................................10Uploading Grades .........................................................................12Submitting Final Grades ...............................................................14E-mailing Students from a Grade Roster .....................................14FERPA ...........................................................................................15

HUB TIPS• Internet Explorer is thebest browser to use whenusing and printing fromHUB• Disable any pop-up blockersto successfully completetransactions and viewsession time out messages• Save frequently. Sessionsare scheduled to shut downafter 10 minutes of inactivity• Use HUB’s navigationfeatures rather than thebrowsers back and forwardbutton. This will allow forsave prompts to appear• You can’t break the system.If you don’t want to savesomething, simply navigateaway from that page• You can tab through fields• More tips can be found athttp://hubtraining.buffalo.edu/facstaffhelp/tipstricks.phpThe HUB Faculty Center allows faculty members toadminister elements of their class including viewingtheir teaching schedule, viewing class rosters, submittingmid-term and final grading, and searchingthe course catalog.To access the HUB, faculty will need to log intoMyUB and click the HUB Faculty Center Link.Displayed at the top of every page, is the UniversalNavigation Header. It contains the following possiblelinks: Home, Add to Favorites, and Sign out.Some of these links may or may not display, dependingon the implementation of your application.In the gray banner beneath the Universal Header,you will see a bread crumb trail that presents youwith a way to keep track of your location within thesystem. As we move through this tutorial, you willnotice that the bread crumb trail will reflect yournavigation path.There are two ways for you to navigate in the HUBFaculty Center:1: Use the page tabs displayed just beneath yournameor2: Each of the items displayed in the bread crumbtrail can also be used to access the same tools. To doso, click on each item in the trail to display the folderswithin that area. Click on the folder will bringyou that area.My ScheduleThe My Schedule tab opens on the last semester that you looked at it in theFaculty Center. Use the green change term button to change the term youwant to view your classes. When changing terms you can look at current orhistorical class schedules.Your Teaching Schedule for the selected Term is below the Term informationin the section entitled “My Teaching Schedule”. The Select display option allowsyou to Show All Classes or Show Enrollment Classes Only depending onthe radio button you selected. Note the Icon Legend located just above the MyTeaching Schedule section of the page. The legend explains the meaning ofthe icons that will appear with your teaching schedule.45

The My Teaching Schedule group box displays all the classes you are teachingin the selected Term, along with the Class, Class title, number of studentsenrolled, the Days and Times the class is held, the class location (Room) andClass Dates.You will notice that at the top of the group box that contains all ofyour class information, there is an icon that consists of a matrixwith a red arrow pointing at it. Use this icon (called Download)to open your semester schedule in an Excel Spreadsheet, which you can thensave for your own use. This icon will appear on other pages and can be similarlyused to download the pages to an Excel Spreadsheet.My Exam ScheduleTo the right of the change term button, there is a box that contains a link toyour exam schedule. The My Exam Schedule link will take you to the bottomof the page, where you exam information, if applicable will be displayed.View My Class RosterUse the Class Roster page to view details about the class and the Class Roster.The icon to the left of the Class field (three people standing together)is the Class Roster button. Use this button to view the class rosterfor your class.After you click the Class Roster Button, you will be taken to your class rosterfor that particular class you selected. The top portion of the screen will provideyou information about the class you selected.Further down the page, you’ll see the Enrollment Status field. Use the dropdown list to view currently enrolled students, students who have dropped theclass during Drop/Add, or both.Note the Enrollment Capacity and the number of students Enrolled.Exporting Your Class Roster to ExcelWhen you are on the class roster, you can click on the small matrix with thered arrow symbol to download the class roster. There have been some problemswith this functioning correctly using Internet Explorer so if you have aproblem, please try using a different browser such as Mozilla Firefox or GoogleChrome.67

Use the Select display option to view the photos of your students. You can alsoselect to view the photos on a different page. Notice the “blue border” where issays 1 of [the total number of students in your class]. Only the first student appears.To see all your student click on “View All” or if your class has more than100 students in it, you’ll need to click on “View 100”.The Enrolled Students groupbox lists the enrolled students.The list includes a link to thestudent photo, the StudentID and Name (in our examplethese are masked for privacyreasons), Grade Basis, Units(credit hours), and the Program and Plan (major) and the student level.If you have a large class and cannot see the entire list on one page, click thescroll bar located to the right to scroll down the screen.If you don’t care about the photos, but don’t want all the graphics, you canprint your class list using the Printer Friendly Version link to print your roster.In the Enrollment Students group box (blue banner) there is an icon that appearsas a matrix with a red arrow pointing at it. Use this icon (called Download)to open your class roster in an Excel spreadsheet, which youcan then save for your own purposes.How do I Print my Class Roster Photos?There are two ways you can print your Class Roster Photos:1) Using the above procedure to get all your students, now all you need to dois select the entire page (Ctrl+A) and then print the Selection (Ctrl+P). Thiswill print a single column list with student information printed to the right ofphoto. Make sure you have all your students. Paying attention to the blue borderwill tell you which group is displaying (e.g. 1 - 100, 101-200, or 201-250).2) Use the Green “3 Column Photo Class List” button to produce a PDF documentthat will have the photo and name of the student in a 3-column list.89

Submitting GradesFaculty members will need to submit student grades twice a semester; 1) Midtermand 2) Final grades.In your Faculty Center,click on the tab entitled“Grade Roster”. Takenotice of the class this isdisplayed. If this isn’t theclass you want, click the green “Change Class” Button. You’ll be takenout to the display for your classes. Click on the Grade Roster Buttonthat corresponds to the class that you want to submit grades for.In the Display Options section, use the GradeRoster Type to pull down a list to select thegrade term. For Mid Term Grading, select“Mid-Term Grade”. For Final grading select“Final Grade”.Once the grades have all been assigned, wewill select the Grade Roster Action, ApprovalStatus of Approved.One the Student Grade tab, you will see the roster that lists the Student ID,Name, Roster Grade, Official Grade, Grade Basis, Program and Plan, and Level.In ourexamplewe havemaskedthe ID andNamefields forprivacyreasons.Midterm and final grade rosters will only appear if theyhave been generated by the Office of the Registrar.10To enter grades you have two options:1) Manually assign a grade to a one student at a time. Weassign a grade record by using the Roster Grade pull down menu foreach student by selecting the grade from the Roster Grade drop downlist.For Mid-term grades the only acceptable grades are MUfor Mid-Term Unsatisfactory or MS for Mid-term Satisfactory.Entering any other grades such as B or IC will confusethe student regarding their progress in the class.2) Assign one grade to multiple students. Clickthe Select All link at the bottom of the page, or individuallycheck the check boxes to the left of the Student ID foreach student that is to receive the same grade.Click on the drop down list to the left of the add this gradeto selected students button to select a grade value. Click the “add thisgrade to selected students”.For Mid-term grades, the preferred grades are MUfor Mid-Term Unsatisfactory or MS for Mid-term Satisfactory.Entering any other grades such as B or IC will confusethe student regarding their progress in the class.In the Roster Grade column, notice that the same grade has been assigned tothe selected students.You will be returned to the Grade Rosterpage. You can input any missing gradesmanually by using the Roster Grade pulldown list to assign the proper grade,or, if you had any errors, you can fixthe file you are uploading. Once grades have been assigned to students, go tothe Grade Roster Action section and click the Approval Status dropdown list.Click Save when you are done.11

Uploading GradesThis option will allow you to upload your grades to the grade roster from anexternal file, such as an Excel file. To do this, select the Upload Grades FromFile link in the Grade RosterAction section of the page.The Grade Upload page liststhe requirements and parametersfor uploading grades.• Your file must be saved as either comma-delimited or tab-delimited• The student number must be the first column• The student grade must be the second column• The file cannot have a header row• This process will not replace a grade your previously saved or replaced an“R” or “W” grade that the student already received• The upload will assign grades for this class section only. To upload forother sections, go to the appropriate grade roster and re-start this processIn the File Attachment box, click the Browse.... Button to find the file on yourcomputer/network drive that you want to upload.Select the file and click the Open button. Then click “Upload” from the FileAttachment window.You will see the title of the document you are uploadingand its extension in the Select the file typeand upload group box.Click the Next Box.In the Select the file type and upload group box, select the Comma Delimitedor Tab Delimited radio button based on the file you are using. Once selected,click the Upload File button.The Updates Student(s) group box contains a listing of your students andtheir corresponding uploaded grades. You will receive an error message if thegrades were not successfully uploaded.12You will be returned to the Grade Roster page. You can input any missinggrades manually by using the RosterGrade pull down list to assign theproper grade, or, if you had any errors,you can fix the grades that you uploaded.Once grades have been assigned tostudents, go to the Grade Roster Action section and click the Approval Statusdropdown list. Click Approved. Click Save when you are done. That is thelast step in assigning mid-term grades.See what to do for Final Grades on the next page.13

Submitting Final GradesFERPAYou will need to go to the bottom right hand corner of the webpage and clickon the green “Post” button which has now appeared. Clicking on the “Post”button moves the grades from the “Roster Grade” column to the “OfficialGrade” column. You will know that your grades have been posted successfullyand are now official when the word “Posted” appears beside the Grade Actiondrop down box.E-mailing Students from aGrade RosterIn the My Teaching Schedule group box, select the Class Roster button to theleft of the desired class.In the Enrolled Students box, you will see the roster that lists theStudent ID, Name, Grade Basis, Units, program and Plan, and Level. At thebottom of the screen there are two buttons - notify selected students andnotify all students. If you wish to contact only certain students in the class,click the button in the Notify column, to the left of each student’s name.Proceed by selecting the notify selected students button. An email formatwill appear and you can then write and send your message.If you would like to email all students, select the notify all students button.On the Send Notification page, note that all the active student email addressesare populated in the BCC field. This is to protect the student’s identity. Composeyour email and then click the Send Notification button at the bottom ofthe page.The Family Education Rights and Privacy Act of 1974, commonly known asFERPA, is a federal law that protects the privacy of student education records.Students have specific, protected rights regarding the release of such recordsand FERPA requires that institutions adhere strictly to these guidelines. Therefore,it is imperative that the faculty and staff have a working knowledge ofFERPA guidelines before releasing educational records.Educational RecordsFERPA gives students the following rights regarding educational records:•The right to access educational records kept by the school;•The right to demand educational records be disclosed only with studentconsent;•The right to amend educational records;•The right to file complaints against the school for disclosing educationalrecords in violation of FERPAStudents have a right to know about the purpose, content, and location of informationkept as a part of their educational records. They also have a right toexpect that information in their educational records will be kept confidentialunless they give permission to the school to disclose such information. Therefore,it is important to understand how educational records are defined underFERPA. Educational records are defined by FERPA as:Records that directly relate to a student and that are maintained by an educationalagency or institution or by a party acting for the agency or institution.1415

Educational records are directly related to the student and are either maintainedby the school or by a party or organization acting on behalf of theschool. Such records may include:•Written documents; (including student advising folders)•Computer media;•Microfilm and microfiche;•Video or audio tapes or CDs;•Film;•PhotographsAny record that contains personally identifiable information that is directlyrelated to the student is an educational record under FERPA. This informationcan also include records kept by the school in the form of student files, studentsystem databases kept in storage devices such as servers, or recordings orbroadcasts which may include student projects.Records Not Considered Educational RecordsThe following items are not considered educational records under FERPA:•Private notes of individual staff or faculty; (NOT kept in student advisingfolders)•Campus police records;•Medical records;•Statistical data compilations that contain no mention of personally identifiableinformation about any specific studentFaculty notes, data compilation, and administrative records kept exclusivelyby the maker of the records that are not accessible or revealed to anyoneelse are not considered educational records and, therefore, fall outside of theFERPA disclosure guidelines. However, these records may be protected underother state or federal laws such as the doctor/patient privilege. As an attorney,I recommend that you check to make sure that you fully comply with these disclosureguidelines before disseminating any of this information.Two Types of Educational RecordsThere are two types of educational records as defined under FERPA. Eachtype of educational record is afforded different disclosure protections. Therefore,it is important for faculty and staff to know the type of educational recordthat is being considered for disclosure.Directory InformationSome information in a student’s educational record is defined as directoryinformation under FERPA. Under a strict reading of FERPA, the school maydisclose this type of information without the written consent of the student.However, the student can exercise the option to restrict the release of directoryinformation by submitting a formal request to the school to limit disclosure.Directory information may include:•Name;•Address;•Phone number and email address;•Dates of attendance;•Degree(s) awarded;•Enrollment status;•Major field of studyThough it is not specifically required by FERPA, institutions should alwaysdisclose to the student that such information is considered by the school tobe directory information and, as such, may be disclosed to a third party uponrequest. institutions should err on the side of caution and request, in writing,that the student allow the school to disclose directory information to thirdparties.1617

Non-directory InformationNon-directory information is any educational record not considered directoryinformation. Non-directory information must not be released to anyone, includingparents of the student, without the prior written consent of the student.Further, faculty and staff can access non-directory information only ifthey have a legitimate academic need to do so. Non-directory information mayinclude:•Social security numbers;•Student identification number;•Race, ethnicity, and/or nationality;•Gender•Transcripts; grade reportsTranscripts are non-directory information and, therefore, are protected educationalrecords under FERPA. Students have a right to privacy regardingtranscripts held by the school where third parties seek transcript copies. institutionsshould require that students first submit a written request to havetranscripts sent to any third party as the privilege of privacy of this informationis held by the student under FERPA. As an attorney, I would advise thatschools should never fax transcripts because this process cannot guarantee acompletely secure transmission of the student’s grades to third parties.Prior Written ConsentIn general, a student’s prior written consent is always required before institutionscan legitimately disclose non-directory information. institutions maytailor a consent form to meet their unique academic needs. However, priorwritten consent must include the following elements:•Specify the records to be disclosed;•State the purpose of the disclosure;•Identify the party or class of parties to whom the disclosure is to bemade;•The date;•The signature of the student whose record is to be disclosed;•The signature of the custodian of the educational recordPrior written consent is not required when disclosure is made directly to thestudent or to other school officials within the same institution where there is alegitimate educational interest. A legitimate educational interest may includeenrollment or transfer matters, financial aid issues, or information requestedby regional accrediting organizations.Institutions do not need prior written consent to disclose non-directory informationwhere the health and safety of the student is at issue, when complyingwith a judicial order or subpoena, or where, as a result of a crime of violence, adisciplinary hearing was conducted by the school, a final decision was recorded,and the alleged victim seeks disclosure. In order for institutions to be ableto disseminate non-directory information in these instances FERPA requiresthat institutions annually publish the policies and procedures that the institutionswill follow in order to meet FERPA guidelines.FERPA has strict guidelines regarding disclosing the educational records ofdependent students. Though FERPA allows such disclosure, the act mandatesthat the institution first publish clearly delineated policies and procedures forthe disclosure of these records. The institution must publish these guidelinesannually in a format that is easily accessible to interested parties. As an attorney,I would recommend that both the dependent student and parents signwritten disclosure agreements stating, at minimum, the following:•The dependent student understands and allows parental access to theseeducational records;•The dependent student and his/her parents have been given a copy ofthe institution’s policies and procedures for the disclosure of students’recordsMost institutions charge their registrar’s office with the responsibility to determinehow their institutions will comply with FERPA disclosure requirements.Registrars commonly work with legal council in fashioning andpublishing these guidelines. As advisors, it is advisable to check with yourregistrar’s office if you have any questions or concerns before disclosing anystudent information to third parties.1819