/
PBS Partner Training - Working with PBS Grades

PBS Partner Training - Working with PBS Grades

Owned by Shaun Meyer
Last updated: Sept 05, 2019 by Carla GreggVersion comment

Partner Training
Working with PBS Grades
Working with PBS online registration and grades is a multi-step, multi-program process. You will use the PBS Teacherline website and Collegix7 (AIMs) for processing the registration and grades; you will use MvQuery to verify the student registrations and the final grade receipt. Do this process about one week after the end of every PBS term.
Part A: Downloading PBS Student Registrations from Collegix7 (AIMs)

  1. PBS student registrations are first downloaded from Collegix 7 (AIMs). You will first log into your Collegix (AIMs) account. You will come into the Registrar screen. Double click on Student Processing to expand this menu option.

  1. When this menu is expanded, you will see several options related to PBS. For this part of the process, double click on Initial PBS Export.


Here is a summary of what these options are:

  • PBS Partners Maintenance – used when there may be problems with a student's registration
  • Initial PBS Export – file used to upload the registrations to the PBS Teacherline website
  • PBS Imports – file received from PBS is uploaded to this location; file confirms receipt of registration and also includes grades, if appropriate
  • Final PBS Export – file uploaded to PBS Teacherline to confirm that final grades have been received, PBS system will now remove students from their list
  • PBS to AEA Export – sends grades received directly to Registrar upload area


  1. A pop-up menu will be displayed identifying the list that is created contains only uninitialized registrations and the location where it is stored. (NOTE: A new location has been created for these files: T:\\syllabi\02 Graduate Partners\PBS\Export to PBS) Press the Process button.

  1. The following response menu will be received. Note that this is a csv (comma-separated value) file, the file type that the PBS system requires. It also shows the location of where the file has been stored. Click on the OK button


Now changed to T:\02 Graduate Partners\PBS\Export to PBS
File created has PBS_INIT… similar to example. Change file name to appropriate date in place of large number. Example: PBS_INIT_<date>_Upload.csv, where <date> is formatted as YYYY_MM_DD. (You will see examples of this format in the file directory.)
Hint: Sort by date modified to put the most recent on top.
Part B: Uploading PBS Student Registrations to PBS Teacherline Website

  1. Go to the PBS Teacherline site at www.pbs.org/teacherline/ and login.

  1. On the left side of the screen you will see a new link to your PBS Teacherline Administrative Tools. Click on this link on the left side of the screen.

  1. This link takes you to the administrative page. Click on the Go button for managing the graduate credit.

  1. This link takes you to the Manage Graduate Credit screen. To upload the initial student registrations, click on the manage credits link.

  1. This link takes you to the Manage Credit page. Scroll down to the bottom of the page to the Multiple Learners section. You will be uploading the file that you downloaded from Collegix7 (AIMs) in the Upload File: section. Browse to the file location and select the appropriate file to be uploaded. (…PBS/Export to PBS/…) Once the file is selected and listed on the page, press the Upload button.


If everything that the student has submitted is accurate, the upload to the PBS Teacherline site will work properly. However, students sometimes use the wrong email address or choose the wrong course section when they complete their online registration. If that is the case, you will receive an error message, and you will need to contact Reed at PBS Teacherline (866-864-0828) to obtain the correct information to finish the registration for the problem student(s) registrations. This not only causes problems in the upload but also several problems in the rest of the process. This will be discussed in a later section.
Part C: Downloading PBS Student Grades from PBS Teacherline Website
Repeat Steps 1-4 from Part B: Uploading PBS Student Registrations to PBS Teacherline Website.
5. You will be at the Manage Credit page and scroll down to the bottom of the page again. This time you will go to the Download Credit Records section. Press the Download button. This will send you a file to your email account. You will then save this file to this file location for the next process: T:\\syllabi\02 Graduate Partners\PBS\Import from PBS. Change the file name to Import_Grades_03_02_15.csv.


Part D: Uploading PBS Student Registrations into Collegix7 (AIMs)
Once you have received the grades from PBS Teacherline via an e-mail message and saved them in the appropriate location (…PBS/Import from PBS/Import_Grades_<date>…), you need to upload the grades into Collegix7 (AIMs) and send them to the Registrar's location. Do the following steps to complete the PBS grading process.

  1. Log into your Collegix7 (AIMs) account.


Because of the separation of Registrar and Grad Registrar, there were problems uploading the PBS records to the AEA.GRADES file for the Registrar's office to process.  Please change your notes on PBS processing to include the following two items:

  1. Whenever a process "hangs", contact us immediately and check for error messages in 2 places before you close AIMS: first, any pop-up errors and second, click on the AccuTerm icon to view any errors that may show up on the blue screen behind the GUI processing.  You may need to scroll up on the blue screen to be sure none were missed.
  2. Now, you must switch to the Registrar account to do PBS processing.  Click on "Accounts" and choose "Registrar", then repeat to return to the Graduate Registrar menu when you are finished.


You will come into the Registrar screen. Double click on Student Processing to expand this menu option.


  1. When this menu is expanded, you will see several options related to PBS. For this part of the process, double click on PBS Imports.

  1. A pop-up menu will be displayed identifying the location of the list downloaded from PBS. Please note that the file name of the file received is usually a long computer-generated filename. When saving to the Import from the PBS folder, the name is changed to Import_Grades with the date received so that you can keep track of the date the grades were received. Also note that the file is a .csv file. You must go into this menu and update the file name to the new date of the imported grades. The checkmark in the box for Automatically Approve Received Grades saves you having to go into Collegix7 (AIMs) to manually do this step for each grade received. Click on the Process button.

  1. The following pop-up response will appear. Even though errors are indicated, the import should be okay. Click on the OK button. This will take you back to the same screen that you see above in Step 2.


NOTE: In the background, AIMs will display a set of codes like this information displayed. If errors are indicated on this screen, then there could be problems. The Receiving from line will indicate the name of the folder and the filename of the file being uploaded. (You can also check under PBS Partners Maintenance.)

  1. Now you are ready to release the grades to the Registrar's area. For this part of the process, double click on PBS to AEA Export.

  1. NOTE: Remember the example used here to distinguish the difference in the locations from the regular grades uploaded, such as the AOE grades. The AOE grades are uploaded to a specific area until they are uploaded to the Registrar's area. That is like having a ticket to a concert and waiting in the lobby until being allowed to enter to find your seats. The PBS grades are like having VIP tickets and being allowed to advance to the VIP entrance right away, which goes directly into the seating area. A pop-up menu will display indicating that all grades that have not previously been exported to the AEA.Grades directory will be selected and processed. This step creates a .txt file in the AEA.Grades directory in the Registrar's location so the grades do not have to be uploaded. Press the Process button.

  1. The following response menu will be created. Click on the OK button.


Call or send an email to the Registrar's Office (Jen and Renee) to let them know that PBS grades have been submitted.
Part E: Completing the Final Processing of PBS Grades (Do this step only when you are ready to pay.)

  1. This will take you back to the original screen for Student Processing. Now you are ready to finalize the grades and submit them to PBS Teacherline as a confirmation that we have received and processed the final grades. For this part of the process, double click on Final PBS Export.

  1. A pop-up menu will be displayed identifying the list that is created contains only unfinalized records and the location where the file is stored. (NOTE: We can use the same location that was set up for the initial download to export to PBS.) Press the Process button.

  1. A pop-up menu is displayed listing the location where the file was saved and the name of the file. Click the OK button.

  1. In the location where the file is saved, change the number at the end of the filename to the current date. Once you have changed the filename, repeat the steps completed in Part B: Uploading PBS Student Registrations to PBS Teacherline Website only this time uploading the final file.



Errors in Student Registrations

  1. Students sometimes do not put the correct email address for what they are using for their PBS account or choose the wrong course or course section. You will not know that until you try uploading that information to the PBS website. If that happens, you will receive an error message for each incorrect student's registration. In this example, there were three students whose information was incorrect. The first and third students had incorrect email addresses (SEE the notation: This User Email does not exist in our system.); the second student chose the wrong section of the course (SEE the notation: The Enrollment for this User in this Section is not valid.)


  1. Contact PBS (866-864-0828) for the correct email or registration information. You need the correct student email and course number. Run a query of PBS students (without deleted students) in MvQuery to check the roster list of the students registered for the identified start date.


  1. Resubmit the corrected student/class information to PBS on the PBS upload page. If you can contact PBS while you still have the problem student registrations showing on the screen, you only need to correct the ones that have problems.


  1. Once you have corrected these students on the PBS site, log into your Collegix 7 account to create a new record for the student's registration with the correct information. If you do not do this, you will receive a grade from PBS but will not be able to apply it to a student record because the record information will not match. Double click on Student Processing to expand this menu option.

  1. When this menu is expanded, you will see several options related to PBS. For this part of the process, double click on PBS Partners Maintenance.

  1. You will come into the PBS Partner Locator screen. In the PBS Section: start typing the course number. For this example it is RDLA157.112. In the PBS Email: location, type in the correct email used by the student for his/her PBS email account. In this example, the student's correct PBS email is Smearsoll@fusenet (Note: This email starts with a capital letter.). Press the Search button.

  1. The PBS Partners Maintenance screen is displayed. Press the Yes button.

  1. This PBS Partners screen displays. You need to obtain the student IdNo and name for this record. To search for this information, press the Search button.

  1. Type the first three letters of the student's last name followed by a comma and the first three letters of the student's first name. Click the Ok button. If there is only one student to match these letters, the student's information will be added to the record. If more than one student's name appears, you will need to use the Graduate Student Lookup option in CampusWEB to obtain the student ID number to use in this menu.

  1. The student's information will be placed into the Student IdNo: and name locations (Since this is a "real" student, I have left this blank; however, it will be filled in for this information). Note that the HPAY Log Key is empty for now. Press the Save button.

  1. When saved, the system takes you back to the PBS Partner Locator screen. Press the Exit button to leave that screen. You now need to go back to Part A and start the PBS grade process all over to get this student's information up to the PBS site, the grade downloaded from PBS, and the grade uploaded and sent to the Registrar's area.


  1. Once the grades have been processed, you next will need to work with Bob Roslansky to add the HPAY Log Key to each of the new student records that had to be added. Once the HPAY Log Key has been added to the new records, the old (incorrect) records need to be marked for deletion.

ADD MORE WITH THIS STAGE LATER.
When Recorded Grades do Not Appear on Student Transcript
Sometimes a record or a series of records does not show up on the respective transcripts. Under PBS Partners Maintenance, the grade may appear on a roster report, but it is not on the student transcript. To fix this, do the following:
In PBS Partners Maintenance, select the appropriate PBS section (e.g. – RDLA167.62). Click SEARCH. The roster should appear below and the students should have grades listed.

Double-Click the record that has the missing grade on the transcript.

UN-CHECK the "Exported?" Box and click SAVE.
Exit out of the PBS Partner Locater box.
Double-Click PBS to AEA Export to open that application and then click PROCESS to re-unload the grade(s) you deleted earlier. A new file name will appear; e-mail the Registrar's Office so they know to upload that file into the system. The grades should now appear in the respective student's transcripts.