Improvements to Yale’s Custom Grading System and more at IT Leadership Team Meeting

The IT Leadership Team met on May 26 and discussed the following topics:

Grading at Yale

John Ferraiuolo and his Technical Analysis team were asked to update Faculty Grade Submission (FGS), Yale’s custom grading system. The application was initially introduced in 2004 and did not meet modern needs, including Yale’s WCAG 2.0 AA accessibility standard. Initially, the team conducted analysis, to evaluate whether FGS should be updated or whether they could utilize an existing tool—Banner. Over eight to nine months, they determined that an FGS update would be the best approach and they embarked on re-writing the application. During that time, they also reached out to the Law School to develop custom functionality within the system, as a pilot.

Dan Hofstatter, Business Systems Analyst for FAS, supported the reimplementation (2019) and launch (2020) of FGS. New functionality includes usability improvements, updated accessibility, responsive design, grade distribution charts, and the final grade upload feature. Dan shared that one of the most important features that FGS offers, which differentiated it from Banner, is the cross-listing course functionality. For example, a course called Cinema and Physics is offered by the Film department, but also available to the Physics department. This feature “enables departments to increase their offerings and contributes to the richness of the Yale academic community,” he noted.

Heather Abbott, Deputy Registrar at the Yale Law School, is grateful for the updates, stating that “it’s nice to be on one system—especially for Faculty who are teaching these cross-departmental courses.” Heather partnered with Dan to ensure that certain features, critical to the Yale Law School grading process, were included such as anonymous grading, variable unit adjustments, graduation requirements, and expected grade distribution. These tools support the faculty and administration, who were both formerly reliant on paper and manual submission processes. The updated version of FGS allows staff to continue to manage its workflow while supporting students promptly. Dan closed by sharing that the School of Architecture and the School of Management are next on the list to benefit from FGS updates.

Diversity, Equity, and Inclusion (DEI) Hiring Manager Resources

Diane Fusco, IT’s Senior Recruiter, shared a series of resources that have been developed to support Hiring Managers. Learn more about this initiative by reading Enhancing ITS Culture Through Diversity Recruiting.

Performance Management for Managers

Tricia Napor, Director of Employee Relations, attended the meeting and reinforced the importance of performance management and the steps managers should be taking right now to support their teams. The university is currently in the “rating/rewarding” phase of performance management (IT identifies this as its Spring “season” or phase). By now, staff should have completed their self-assessments and managers are finalizing their appraisals. During June, HR and University leadership will review merit, base adjustments, and performance ratings. Final approval on the recommendations is expected by July 2, whereupon managers can begin communicating performance ratings and merit increases with staff. These meetings should occur before July 30, 2021, as staff will be able to view their merit increase, performance rating, and any salary adjustments in Workday as well as in their July paycheck.

Tricia encouraged all managers to share both strengths and opportunities for improvement because “feedback is a necessary part of growth and development, and staff should not be surprised if you are sharing feedback regularly.” A few tips she provided for these conversations included: create a safe environment for these conversations, be specific, and include action items where growth is needed. She also suggested that managers follow up, after these conversations, and guide staff on how to “lean into their strengths.”

Starting in August 2021, managers and employees will meet to discuss new fiscal year goals and expectations.

Ask John Anything

What is the short-term process for exceptions?

In terms of exceptions to the assigned return date to the office, you should begin collecting those forms from your team members and we’ll begin aggregating them. As it relates to vaccine exceptions, conversations are underway with the unions. However, in the interim, the understanding is that if you have not submitted an exception or proof of vaccination, you will be treated as unvaccinated.

How will we gather together in groups?

I am not sure how this will work. Right now, event guidelines indicate that a maximum of 25 people can gather together indoors.

What is our view of mask-wearing on campus?

There is a concern that, if a mask mandate is lifted, those who continue to wear masks will be made to feel uncomfortable. This is not acceptable. If staff wish to continue wearing a mask at their desks, in meetings, or any other location on campus, this is a matter of personal preference and we must continue to support these colleagues.

The next meeting takes place on June 30, 2021.