PROCEDURE FOR ELECTRONIC SUBMISSION OF REPORT OF GRADES

Second Semester, 2019-2020

INSTRUCTIONS FOR SUBMITTING REPORT OF GRADE BY FACULTY THRU EMAIL


Dear Co-Faculty,

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For you FACULTY who taught courses last Second Semester SY 2019-2020 which was affected by the Covid-19 Pandemic Lockdown which led to the ending of the semester last April 30, you may submit your Report of Grades to the Office of Admissions THRU EMAIL.

Please follow the process for submission.

THANK YOU.

THE OFFICE OF ADMISSIONS


PART I. PREPARATION OF REPORT OF GRADES

  1. Prepare the Report of Grades (ROG) using the prescribed form.
    1. Any of the following electronic forms may be used:
      • the ROG form included in the electronic class record (e-Class Record), which was distributed during the First Semester of SY 2019-2020 or;
      • the electronic ROG (e-ROG) prepared by Dr. Salas.
    2. Please submit a separate set of ROG for those students who will be given a final rating of NO GRADE.

  2. Sign your report of grades.
    1. If you are using the e-Class Record, insert your e-signature in the ROG.
    2. The e-ROG is locked so an e-signature cannot be added directly to the MS Excel form. Create a PDF or image version of ROG and using appropriate software, add your signature.
    3. Print the ROG, sign it and then scan the signed ROG.

  3. Create a file for submission. Save a copy in image file format such as JPEG or PNG. The filename must have the following format: ROG_CatalogNumber_DegreeProgram&Year-Section_FacultyLastName_FirstName_MI_Page_n_of_N (Ex.: ROG_AENGR410_BSABE4-1_DELACRUZ_JUAN_R_Page_1_of_2.png).

PART II. SUBMISSION OF REPORT OF GRADES

  1. Send the ROGs as an email attachment to the official CLSU email account of the department or the department chairperson.

  2. The department chairperson shall download and review the ROGs (and the computation of grades). If found in order, the ROGs will be endorsed by the chairperson to the Office of the Dean. The chairperson shall send the ROGs by email (using a CLSU email account) to the official CLSU email account of the college or of the dean.
    1. The chairperson does NOT need to sign the ROG. The email shall serve as proof of endorsement.
    2. The ROGs shall be grouped per faculty. An endorsement email shall be sent per faculty.
    3. The subject of the email must contain information about the name of the faculty and the catalog number and class/section of the attached ROGs. For example: DELACRUZ_JUAN_R-AENGR429_BSABE4-1; AENGR429_BSABE4-2; AENGR522_BSABE5-2.

  3. The dean shall review the ROGs forwarded by the department chairperson. If the dean finds the ROGs in order, he/she will endorse them to the Office of Admissions by email, cc. department chairperson. The email address of the OAd to be used for submission of grades will be communicated to the deans through a memorandum.
    1. The dean does NOT need to sign the ROG. The email shall serve as proof of endorsement.
    2. The ROGs shall be grouped per faculty. An endorsement email shall serve as proof of endorsement.
    3. The subject of the email must contain information about the name of the faculty and the catalog number and class/section of the attached ROGs. For example: DELACRUZ_JUAN_R-AENGR429_BSABE4-1; AENGR429_BSABE4-2; AENGR522_BSABE5-2.
    4. The department chairperson must be among the recipient of the dean’s email to the OAd to ensure that he/she will receive the acknowledgement email.

PART III. ACKNOWLEDGEMENT OF RECEIPT OF REPORT OF GRADES

  1. The OAd shall acknowledge receipt of the ROGs, by replying (“reply all”) to the dean’s email, cc. department chairperson.

  2. The chairperson shall forward the acknowledgement email to the faculty member.

REMINDERS:

  1. Only ROGs in PDF or image (JPEG, PNG etc.) file formats will be accepted. Editable files are considered NOT RECEIVED and deemed NOT SUBMITTED.
  2. All ROGs must bear the signature of the FACULTY. ROGs without the signature of the faculty are considered NOT RECEIVED and deemed NOT SUBMITTED.
  3. If an unsigned ROG or an editable ROG is included in an email, such email will not be acknowledged by the OAd. Thus, all ROGs in that email will be considered NOT RECEIVE and deemed NOT SUBMITTED.
  4. Only ROGs endorsed by the college dean (or ISPEAR and NSTP directors) shall be accepted by the OAd.
  5. Only ROGs submitted using an Official CLSU email account will be accepted by the OAd.