1. Teaching/Advising
1.1. Copying Class Roster Sheets to Microsoft Excel

Want Your Roster Sheet in Excel?

There are two ways to get your roll sheet into Microsoft Excel. See the steps below for options.

From myGate:

  1. Log in to myGate and click on the Teaching/Advising tab.
  2. Click on the classlist icon next to the desired course.    The roster for the course should be visible.
  3. Using your mouse, click to the left of the first student name in front of the number 1. Drag your mouse while holding down the left mouse button all the way to the bottom-right of the last student name.
  4. Release the mouse button and you should see the selected student information. 
  5. Right-click on the select area and select Copy.
  6. Open Microsoft Excel.
  7. Click in the desired cell (most likely A1 in the top-left corner of the spreadsheet)
  8. From the Home tab, click on the Paste icon.  (Firefox users should choose the Paste drop-down and select Paste Special, then Unicode Text.)
  9. Click OK.
  10. To remove email icon images from your sheet later, click on the Page Layout tab and select Selection Pane.
  11. A new window will appear. Select Hide All at the bottom of the pane.

For a video version of these instructions, click here.

** The above instructions target Microsoft Excel 2007. If you have an older version or need additional help please contact the Service Desk at 270-809-2346.

From Canvas:

All courses are automatically created for all instructors.  Students are populated into the courses every hour.  To download a list of students from your course, follow these instructions.  Downloading the gradebook will give you an excel compatible listing of your students.  http://guides.instructure.com/s/2204/m/4152/l/55012-how-do-i-download-scores-from-the-gradebook

1.2. Copying Grades from myGate to Microsoft Excel
This is a tricky process and can be affected by various browser settings.  If you have problems, contact the Service Desk at 270-809-2346.  Make sure you indicate you are trying to copy grades from myGate to Excel.

Instructions to Copy to Excel:
*If you haven't submitted grades yet, see this article, Submitting Grades in myGate.

  1. Log in myGate
  2. Select the Teaching/Advising tab
  3. Click on the classlist icon next to the desired course.    The roster for the course should be visible with midterm and/or final grades.
  4. Click to the left of the 1 in front of the first student name and highlight each row by holding down the left mouse button and dragging toward the bottom-right of the screen.
  5. Release the mouse button and you should see the selected student information. 
  6. Right-click on the select area and select Copy.
  7. Open Microsoft Excel.  Click in the desired cell (most likely A1 in the top-left corner of the spreadsheet)
  8. From the Home tab, click on the Paste icon.  (Firefox users should choose the Paste drop-down and select Paste Special, then Unicode Text.)
  9. Click OK.

*To remove email icon images from your sheet later, click on the Page Layout tab and select Selection Pane.A new window will appear. Select Hide All at the bottom of the pane.

**Some browsers format the grade sheet differently.  Best results were found using Internet Explorer and Chrome.



1.3. Course Exception Form (Substitution) - Undergraduate
Course substitutions are used to adjust requirements on a student's degree audit.  They are used any time that the student's program varies from what is printed in the catalog and visible on the audit.  Course substitutions should be completed by the student's advisor and require signatures from the Chair and Dean of the department.  

Once completed, these forms should be returned to the Office of the Registrar. 

1.4. Creating an Email List from a Class Roster

These instructions can be used to pull an email list for a course from the myGate system.  Users can copy this list into Webmail, Outlook or any other email program that will allow comma-separated address in the "To:" field. 

  1. Log into myGate.
  2. Click on the Teaching/Advising tab.
  3. Find a list of courses in the Faculty Dashboard by selecting the appropriate term from the drop-down menu (see image below).
  4. Click on the email icon (looks like an envelope) at the end of the course title.
  5. Scroll down the page to find the text box that contains all of the email addresses separated by commas.
  6. Click in the text box and select all of the addresses by dragging your mouse or using CTRL + A.
  7. Right-click on the selection and choose Copy.
  8. Open an email program such as RacerMail or Outlook.
  9. Compose a new email message.
  10. Right-click in the "To" field of the new message and select Paste.
  11. Finish composing the Subject and Body of the message and click on the Send button to send the message to all students.

1.5. Printing Class Roster Sheets

Printing Class Roster Sheets (NO STUDENT PICTURES)

  1. Log in to myGate and click on the Teaching/Advising tab.
  2. Click on the class list icon next to the course title in the Faculty Dashboard.
  3. To print, click on the Print icon at the top of your browser or click on File, then Print.
  4. All pages of the class roster should now be available from your printer.
Printing Class Roster Sheets (WITH STUDENT PICTURES)
 
       1.  Log in to myGate and click on the Teaching/Advising tab
       
2.  Click on Course Rosters in the Links channel
       3.  Click on the title of the course
       4.  Click on the printer-friendly link at the top of the screen.  Select the view and size from the top menu bar.
       5.  To print, click on the Print icon at the top of your browser or click on File, then Print.



Troubleshooting - I Can't Print All Pages

* Problems with Chrome?

You may need to hightlight some portion of the page to get it to print a large number of students.  Just click and drag to hightlight a portion of the screen and then proceed to print. 

 

* Problems with Internet Explorer 6 or 7?

For some users, clicking File, then Print Preview instead of just Print results in IE using a different default printing layout. This often yields only the first page of the roll during print. If you are using Print Preview, make sure you select "Only selected frame" is chosen in the drop-down menu. Now click Print.


 

1.6. Printing Grades from myGate

Printing grades successfully in myGate depends a lot on browser and print settings.  Please use the following information as a guide for printing grades efficiently.


Printing Grade Rosters (after grades are submitted)

  1.     Log in to myGate
  2.     Click on the Teaching/Advising Tab
  3.     Click on the Grade History in the Links channel.  Your classlist will display with midterm and/or final grades listed.
  4.     Select File, then Print from the browser menu.  Some browsers may have a print icon in the toolbar.
  5.     Click Print.


Printing Grade Rosters (before grade submission due date)

  1.     Log in to myGate and click on the Teaching/Advising tab.
  2.     Select Midterm Grades or Final Grades from the drop-down box on the Faculty Grade Assignment Channel.
  3.     Click on the GO button.
  4.     Click on the progress icon (or  or ) to view the grades.
  5.     To print, click on the Print icon at the top of your browser or click on File, then Print.
  6.     To print additional pages, click on the next record set (see image below) above the list of student names.



Troubleshooting:

Every browser handles printing differently.  If you don't received the desired list during your first attempt, you might try highlighting the text on the screen and clicking print again.  It may be necessary to choose "Print Selection" from the menu.  If you need further assistance, contact the Service Desk at (270) 809-2346 or Office of the Registrar at (270) 809-5630.
1.7. Releasing Advisor Holds (formerly RUN Codes)
Primary Academic Advisors can release Advising holds for students within myGate.  Here are the steps:

1.  Log in to myGate
2.  Click on the Teaching/Advising tab
3.  Enter the student's M# or Last and First name in the Student Search channel.
4.  Locate the advisee.
5.  In the center column, click on the Release Advisor Hold link in red.  If a student does not have a hold it will appear like this-  Advisor Holds: none

Once the hold has been released, the page will reload and display-  Advisor Holds: none

 

If you release an advisor hold in error, please contact the Registration Office at (270) 809-2394 or email msu.registration@murraystate.edu requesting the advising hold to be replaced.

Can anyone else release a student's advising hold?
YES. The student's academic department Chair, college Assistant Dean, or Dean of student's major can release the advising hold in place of the advisor.

1.8. Submitting Grades and Incomplete Grades in myGate

The following materials will assist you in submitting grades online through myGate. For more help, call the Office of the Registrar at 270-809-5630.

Final Grade Submission Tutorial (PDF)

Incomplete Grade Submission Tutorial (PDF)

Midterm Grade Submission Tutorial (PDF) 

Web Grading FAQs (PDF)

Please complete the following steps to submit grades/incomplete grades. 

Submitting Grades

  1. Log into myGate and click on the Teaching/Advising tab.
  2. Locate the Faculty Grade Assignment channel. Click the drop-down arrow and choose Final Grades.
  3. Click GO.
  4. Click on the icon to the right of the term (green or yellow triangle). A red circle indicates a course with no enrollments.
  5. Begin entering grades for each student. Enter date of last attendance for student's receiving E (failing), I (incomplete) or audit grades.
  6. Click the Submit button at the bottom of the page to submit grades.

Additional Instructions for Incompete Grades

Once grades are entered, a Final Grade screen will pop-up listing students who received an I (incomplete) grade. Information will include M#, name, final grade extension date and a default grade of E (failing).

What does this Incomplete Final Grade screen mean?
If your student does not submit the agreed upon remaining work by the published deadline to change an incomplete grade (the final grade extension date), myGate will automatically change the grade for you to the default grade shown here after the Incomplete Grade Change date has passed. From this Incomplete Final Grade screen you, the instructor, have the option to change the default grade of E to a different letter grade.

When should an instructor change the default final grade?
During Final Grade Submission if your student has earned enough points for a passing grade without submitting any additional work, you have the option of inputting this grade here. For example: your student has earned enough points for a C grade at this point in time, but has not submitted all work. The student has discussed with you the option of an incomplete grade. You have agreed to give the student additional time to submit the missing work. If this work is not submitted by the Incomplete Grade Change deadline, the student's grade will be electronically changed to the default grade you have entered here, after the last day to change an Incomplete Grade.

To change the default final grade:

  1. Click the drop-down arrow on the Final Grade pop-up screen.
  2. Choose the currently earned grade for this student or leave the default failing grade if the student must submit all remaining work.
  3. Click the Submit button.
  4. What happens if the student doesn't complete the additional work necessary for a higher grade?
  5. After the incomplete grade deadline passes, myGate will electronically change the student's grade to the grade you entered on the Incomplete Final Grade screen during Final Grade Submission.

When is the deadline to change the default final grade?
The deadline to change an incomplete grade given for Fall and Winter semesters is March 15 of the following semester;
The deadline to change an incomplete grade given for Spring and Summer semesters is October 15 of the following semester.

For additional information concerning the Incomplete Grade submission process, contact the Office of the Registrar at 270-809-5630 or msu.registration@murraystate.edu

1.9. University Studies Course Substitution-Undergraduate

The University Studies course substitution form is used to adjust requirements on a student's degree audit.  They are used any time that the student's University Studies program varies from what's printed in the catalog.  These substitutions should be completed by the student's advisor and require signatures from the Chair and Dean of the department as well as an additional signature from the University Studies office. 

Once completed, these forms should be routed to the Office of the Registrar.
1.10. Using Consent to Release Information on the Teaching/Advising Tab

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records.  Murray State University may only release “directory information” on a student.  MSU has defined directory information as:

  • Student’s name
  • Addresses & phone listings
  • Campus email address
  • Date and place of birth
  • Fields of study
  • Participation in officially recognized activities and sports
  • Weight and height of members of athletic teams
  • Dates of attendance
  • Enrollment status (including full-time, part-time, not enrolled)
  • Degrees (pending and awarded)
  • Awards or honors received
  • Most recent previous educational institution attended

Students may allow a staff or faculty member of MSU to release confidential information (i.e. information not found in the directory information list) by completing an online form.  This online release is a “consent to release student information.”

Students have the option to release all their confidential information or only certain types of confidential information (financial aid, billing/account, academic/education, disciplinary/student conduct information).  They also may choose who it can be released to.  In order to give consent, a student must provide a signed release in myGate with a security question and answer.  Releases remain active until the student revokes his/her consent.

How can I, as an MSU employee, use this information?

If a student or his/her family member contacts you via phone or email asking about confidential information, you cannot discuss it before completing the following steps:

(1)    Search for the student on the Teaching/Advising tab.

(2)    Check to see if the student has a green “yes” next to ‘Info. Release Consent’.

(3)    Verify the student is allowing you to release the information being requested (if asking about grades, the student must have the statement “authorizing … academic…”; if asking about financial aid, the student must have the statement “authorizing billing…”, etc.).

(4)    Verify the person requesting the information is on the authorized list.

(5)    Ask the requestor the security question.  DO NOT GIVE THEM ANY HINTS TO THE ANSWER.

(6)    Verify the requestor gave the correct answer.  THEY MUST ANSWER THE QUESTION CORRECTLY THE FIRST TIME.  If they don’t answer the question correctly, respond with “I’m sorry but I am not permitted to release confidential information about this person.”

(7)    You or the requestor can always contact the Office of the Registrar for clarification.

 

Remember – if a student is marked as “confidential” in Banner, class rosters, or on student search, NO information (including directory information) may be released on that student.  

1.11. Viewing More Rows in myGate Banner Channels
In some channels, it is possible to change the number of rows of data displayed. View this document for instructions.