Grade Roster Upload File Requirements and Upload Errors

Important Information

For information on who can upload grades to the Faculty Center grade roster, see About the Grade Roster.
Uploading grades allows users to load electronically-maintained grades into the Faculty Center grade roster rather than manually entering each individual grade. See Upload Grades for detailed steps.
Upload file types include:

Windows CSV (save as a Comma Separated Value Windows version only)
Windows XLS or XLSX (save as Windows version only)
TXT (Text)

Do not include a period in the file name; it will cause an upload error. For example, it is NOT ok to have the filename class.term.csv. It is ok to have the filename classterm.csv.
An upload file can contain only two columns. The first must contain the students’ UMIDs or uniqnames, and the second column must contain the letter grades.
Headings, extra information, and any formatting will prevent a successful upload.
Excel cells must be formatted using the “General” category on the Number tab. Any other format category (i.e., “Special” or “Custom”) causes upload errors.
For a list of students, you can download the class roster or the grade roster to Excel by clicking the roster’s grid icon .

This example outlines the formatting steps for a basic Excel spreadsheet.

Screenshots:

Step-by-Step Process

Open the .xls file.
- If you get this error, click Yes:
  " The file format and extension of 'filename.xls' don't match. The file could be corrupted or unsafe. Unless you trust its source, don't open it. Do you want to open it anyway?"

Microsoft Excel Spreadsheet Example (before edits)

Delete any header, footer, column headings, and extra columns from the document.
- In this example, all highlighted areas need to be deleted.
Click the Grade Roster icon located to the left of the class name.
Microsoft Excel Spreadsheet Example (after edits)
Confirm the document cells are assigned a “General” category (Format Cells > Number Tab).
Microsoft Excel Format Cells Dialog Box
Save the spreadsheet as a CSV, XLS, XLSX, or TXT file.
Microsoft Excel Save As Dialog Box

Notes:
- Macintosh users must save as a Windows version of the CVS, XLS, or XLSX file.
- The file is now ready for upload. Refer to the Upload Grades
  .

Upload Errors

Error	Potential Cause	Potential Solution
Grades were not loaded for all students	Official Grade was already entered for the student (e.g., W, VI).	You cannot enter a grade for a student that already has an Official Grade. Official Grades are entered by the Office of the Registrar prior to the grade processing period.
Grades were not loaded for all students	Wrong UMID or uniqname entered for the student.	Verify the UMID or uniqname is correct.
Invalid Grade	The grade entered for the student is not a valid grade for the class.	Manually fix invalid grades. You will need to select a letter grade from the drop-down list in the Roster Grade field. If the grade is unknown, select the blank value, save the grade roster as Not Reviewed, and enter the grade once it is verified. You will not be able to save the grade roster until you remove all of the “Invalid” grades. You also have the option to fix invalid grades in your source file and reload grades. If you have questions about how grades should be applied for your school/college, see your school’s/college’s bulletin. If a student has elected the Pass (P)/Fail (F) option for a letter graded (A-E) course, instructors should submit a grade of A-E. This letter grade will convert to reflect the P or F (on the student’s record) according to the School/College rules for the individual student.
Invalid File Format	Your input file has extra information, e.g., headings, footers, extra columns, etc. or “Special” and “Custom” formatting.	Remove extra information from the file. It should contain only the UMID or uniqname, and student grade. The cells in the Excel file should be formatted using the “General” cell format category.
Invalid File Type	You selected an invalid file type to upload.	Use a CSV, XLS, XLSX, or TXT file to upload the Grade Roster.
Additional Student Grade Data Read From File	Student UMID or uniqname appears more than once on the upload file.	Multiple section or class grade roster upload will cause grade input errors for students enrolled in more than one class or section of a class assigned to an instructor. No warning message will appear to notify you of this specific error. There will be more students read from the file than number of grades loaded. A manual grade entry for the student will be required. Always review uploaded grades and check for errors before approving the grade roster.