Center for Innovation in Teaching and Research

End of Semester Checklist

Below are resources to assist faculty with the preparation of end of semester tasks. Ensure that you have completed all of the following prior to the end of each semester.

✔ Automatically Assigning Zero to Incomplete Work

  1. Choose Grade Tools > Grades from the navigation bar.
  2. To the right of the menu bar within grades, click on the Blue Gear Icon Settings link.
  3. Click on the Calculation Options link/tab.
  4. Scroll down the page until you see Grade Calculations.
  5. Click the radio button in front of Treat Ungraded Items as 0 to select it.
  6. Click the Save button.
  7. All ungraded items will now be marked as zero.

✔ Release Final Grades in Western Online

  1. Choose Grade Tools > Grades from the navigation bar.
  2. To the right of the menu bar within grades, click on the Blue Gear Icon Settings link.
  3. Click on the Calculation Options link/tab.
  4. Scroll down to the Final Grade Released section of the page. Click on the radio button in front of Calculated Final Grade to select it.
  5. Ensure that Automatically release final grade is selected.
  6. Click the Save button in the lower-left corner of the screen.
  7. Click on the Enter Grades link/tab and you will see at the end of your grade book the column labeled Final Calculated Grade.
  8. Click on the drop-down arrow to the right of the Final Calculated Grade column.
  9. Choose Grade All.
  10. Make sure that the checkbox under the Released column for that student is selected.
  11. Click the Save and Close button.
  12. If you look in your Enter Grades portion of the grade tools area you will now see that the student’s new score resides in the Final Calculated Grade column.

✔ Release Adjusted Final Grade in Western Online

  1. Choose Grade Tools > Grades from the navigation bar.
  2. To the right of the menu bar within grades, click on the Blue Gear Icon Settings link.
  3. Click on the Calculation Options link/tab.
  4. Scroll down to the Final Grade Released section of the page. Click on the radio button in front of Adjusted Final Grade to select it.
  5. Ensure that Automatically release final grade is selected.
  6. Click the Save button in the lower-left corner of the screen.
  7. Click on the Enter Grades link/tab and you will see at the end of your grade book the column labeled Final Adjusted Grade.
  8. Click on the drop-down arrow to the right of the Final Adjusted Grade column.
  9. Choose Grade All.
  10. Next to the student(s) that you want to adjust scores for, under Grade, type the new points received in the left-field and the out of points in the right-field. Click the > icon. If necessary to recalculate the grade to drop a specific grade, click on the Calculator icon and make those changes before clicking the > icon.
  11. In the Feedback column, click on the pencil icon to add feedback regarding the change.
  12. Make sure that the checkbox under the Released column for that student is selected.
  13. Click the Save and Close button.
  14. If you look in your Enter Grades portion of the grade tools area you will now see that the student’s new score resides in the Final Adjusted Grade column.

✔ Set up Student Access to Satisfy Incompletes

  1. Contact University Technology (uTech) by emailing support@wiu.edu
  2. In the Subject Line include " Set Student Incomplete for "Course Name, Course Section Number" "
  3. In the body of the message include your request to have a student set as incomplete as well as the Course Name and Number, Section Number, STARS number.  Additionally, you must include the Student's name and email address.

✔ Make a Backup Copy of Grades for Each Course (optional)

  1. From the course navigation bar, click Grade Tools > Grades.
  2. Click Enter Grades
  3. Click the Export button
  4. Select the Key Field (Typically Username)
  5. Under Values, select Points Grade unless there is a specific Grade Scheme used in your course.
  6. Under User Details select the items that you want to have included, usually Last Name and First Name.
  7. Under Choose Grades to Export everything is selected by default.  Deselect any grade items that you do not want to export.  Do not select categories.
  8. Click Export to Excel or Export to CSV depending on the format you prefer.
  9. Once the Export shows that it is Complete, click the Download button.
  10. Once the file has been downloaded you will be able to open it in a spreadsheet program on your computer.

✔ Post Final Grades with the Registrar

✔ Ensure that all of your courses are showing for the upcoming semester in the course link on your Western Online homepage

✔ Request Cross-Listings of the upcoming courses (if desired)

Cross-listing can remove all content from an existing course.  Do not add any content to your blank course shell until the cross-listing has been completed. 

  1. Contact University Technology (uTech) by emailing support@wiu.edu
  2. In the Subject Line include "Request Cross Listing for "Course Name, Course Section Number""
  3. In the body of the message include your request for the cross-list as well as all course names, section numbers, and STARS numbers for each course you want in the cross-list.

✔ Copy any necessary content into your next semester courses

Getting Started in Western Online - See Pg. 5 (Google Doc)

✔ Update your course syllabi for the next semester

✔ Build and modify your the next semester's course(s) content

Getting Started in Western Online - See Pg. 7 (Google Doc)

✔ Request CITR review and approval of any new or redesigned online courses

The Western Illinois University Online Course Requirement Checklist is a list of requirements that all online courses at WIU must meet before being approved and going live. Use the checklist as a guide when developing your course. A CITR representative will go through the checklist and work with you to make sure everything is in place before the course can be approved.  You can access the checklist here.  Email CITR@wiu.edu and provide the course name, section number, and star number when submitting your completed version of the checklist

✔ Ensure any third-party integrations ensure are established and working properly

If you are using third-party integrations, ensure that they are all working and set up. (e.g. Pearson, Cengage, MacMillan, etc)

New LTI integrations take time to set up. If you are requesting a new integration you should contact CITR with that request at least 6 weeks preferably longer before the beginning of the course in which you intend to use the new integration.

✔ Link the online course evaluation to each course in Western Online

The Online Course Evaluation (OCE) system is the online version of your end of course evaluations that your students fill out. Only chairs and directors of the academic programs can set dates and retrieve course evaluations. Before using the OCE, faculty need to verify they have an approved instrument/evaluation by contacting their department chair/director and/or Global Education and Outreach.

All questions regarding availability and access to the evaluation once the link is added should be directed to your department chairperson before contacting Sharon Thompson, Office Administrator in Global Education and Outreach at (309) 298-1929 or SK-Thompson2@wiu.edu.

CITR can only assist faculty in adding the online course evaluation link to their courses. View the step-by-step tutorial Providing a Link to WIU's Online Course Evaluation Tool (Google Doc) or contact CITR .