Faculty: Gradebook

Review and manage scores on Exams, Evaluations, Assignments and other evaluated activities for this Event and push grades to the Academic Portfolio by using the Snapshot feature.

Path: Courses Tab > Select Course > [Course Screen] Assessment Menu > Gradebook

Gradebook Menu

  1. New Assignment: An Assignment can be an Exam, Evaluation or an activity that was graded.
  2. New Category: Classifies the type of Assessment given: Exams, Evaluations, Research, Etc.
  3. Download CSV: Exports the contents of Gradebook as a CSV file.
  4. Upload CSV: Enter Assignment or Final Score and Upload the contents of the Gradebook from the exported CSV file.
  5. Snapshot: Taking a Snapshot pushes the grades from the Gradebook to the Academic Portrait for Student viewing.  
  6. Deleted: View, restore or purge Categories or Assignments that have been deleted.
  7. Help: Inline Help for this screen.
  8. Close: Exit the screen
New Category

Your Gradebook can contain as many categories as you required. There must be a minimum of one category, which would normally be the default category of Exam.

There are three ways in which the final Gradebook score can be calculated:

  1. Weighted Value. In this method each category and assignment can be given a weighted value the is relative to the other assignments and categories.
  2. Percent. This method assigns the percentage of the total score for the category or assignment. When assigned to a category,  it specifies the percentage of the total Gradebook grade.
  3. Raw Points. This method is takes the total points for all assignments divided by the Student total score.

In either case, the total score of each category will be adjusted by its weighted value or percentage value to determine what portion of the total score each category will contribute.

When you set the percentage in this screen the System may adjust the percentage to ensure that the total percentage is 100%.

Released (*): this field is required, the default is No. This flag indicates whether or not the Students can view their grade. To allow Students access set the flag to Yes.

Categories need to be defined first before creating assignments.

Example of new category

  1. In this example, the (1) Test and (2) Research Paper categories are 50% of the total grade.  
  2. The research paper category has been created but there are no assignments yet.
New Assignment

An assignment holds scores for a group of Students that participated in some sort of Exam or activity that was graded.

There are many sources of assignments, such as:

  •  Exams
  •  Evaluations
  •  Assignments (documents to be uploaded and graded)
  •  Peer Evaluations
  •  Manual Entry / Import

Assignments can be team based, which means that a team leader takes the Exam and all members of the team receive the score.

Some other key options are:

  • Team Score: The default is No.
  • Category: Controls where the assignment will be displayed and can affect its overall weight.
  • Released: Yes = students can see the score.
  • Sequence: Order that it appears in a list.
  • Percentage: This field may be available as an alternative to a Weighted Value if the Gradebook calculation type is percentage.

The required fields (*) are: the Name, Category, Sequence (its placement in the category list) and Max Score.

In this example, Released was changed to Yes and this will allow the students to see their grades as soon has they are entered in the Gradebook.

Assignment Icons

Icons
  • Assignment Statistics: Chart Icon
  • Quick Entry: Pencil
  • Import Scores: Green Arrow with paper
  • Merge Assignments: Merge Arrow
  • Export Comments: Green arrow with thought bubble
  • Padlock: Students can not see their grades until this is unlocked.

Assignment Statistics

This report gives you the mean, median, mode and standard deviation, along with bar and pie chats for the scores.

Quick Entry

This screen is designed to let you quickly enter scores for all Students in an assignment.

After each score is entered, the cursor will go to the next line. You can use the up and down arrow keys to navigate between fields.

For more detailed information on Quick Entry see below.

Import Scores

This  screen will allow you import scores for an assignment. Your data source must be a CSV file with the following fields in this order:

  1. Column Number 1: A valid System User ID or Alternate User ID. Required
  2. Column Number 2: The score, which can be any real number, such as 1.25, 4, 22.8. Optional
  3. Column Number 3: A comment field, up to 32,000 characters. Optional

NOTE That the first row is reserved for headers and will be ignored.

You must select the type of ID being used to identify the students before you can continue.

Merge Assignments

This option will allow you to merge the current assignment with any other assignment in this Gradebook.

Export Comments

This will generate an Export file that is organized by Student and containing all Student comments the current assignment.

Padlock

Categories and Assignments can be locked/hidden from students.

You can easily see if Students have access to their grades or not by the presence or absence of a padlock.

The lock prevents students from viewing their grades. Click the lock to update settings and release grades to Students.

Scoring an Assignment

Grades are recalculated each time the Gradebook is opened.

Click the No Score link to manually enter a grade for a specific Student.

TIP: As you scroll through the Gradebook you can hover over any cell and the Student's name and Assignment/Exam will be displayed in a pop-up.

Manual Entry

  • Assign a Numeric or Alpha score.
  • Set the incomplete flag, default is No.
  • Comments are optional.

Setting the Incomplete flag to Yes will take it out of the calculations for the total score.

Caution! Incomplete assignments will impact the Student's overall grade calculation.

Quick Entry Score

Click the pencil to access the Quick Entry Screen

Quick Entry Screen

This screen is designed to let you quickly enter scores for all Students in an assignment.

After each score is entered, the cursor will go to the next line. You can use the up and down arrow keys to navigate between fields.

If you leave a field blank, then the score for that Student will not be updated.

Auto Fill

  1. The Auto fill icon will take the score entered for the first Student
  2. Copy that score to all other Students

Comments are not copied.

Edit scores and comments

Use the Quick Entry Screen to adjust individual scores after running the auto fill and/or to add individual comments

If you need to make a score for a Student blank, then you must click on that Student's score in the main Gradebook screen and use the Remove Score option.

Snapshot

Grades for each Course will only be pushed to the Academic Portfolio if the Snapshot is run from the Gradebook.

This feature will take a Snapshot of the unlocked grades, Assignments and Categories for each Course and will also make the data available for analysis.

  • Create Snapshot: Will push the grades to the Gradebook
  • Finalize: Sends grades to the Registrar
  • Stop: Do not continue,  go back to the Gradebook.

Best Practice:

  • Do NOT take a Snapshot of the Gradebook unless you are ready for your Students to view their grades in their Academic Portfolio.
  • Do NOT use the Snapshot feature if any grades, Assignments or Categories are still locked in the Gradebook.
  • Many schools take a Snapshot after major exams or at certain points in the year.

The Finalize option will take a final Snapshot of the Gradebook will send the data to the Registrar and lock the Gradebook. The data is then available to the Institution for analysis and will also update the Academic Portfolio.

NOTE: Finalize is not something that you can view on the screen. This feature was designed for schools with someone with SQL experience who can retrieve that data from the database and put it into a program like SPSS or SAS.

Download CSV

CSV example

This example is using calculated scores and with comments

Student View of Gradebook

The Student only sees the unlocked Categories and Assignment scores.

By hovering over the pencil in the speech bubble the Student can read the comment.

NOTE: Grades that are locked will not be seen by Students. If a Snapshot is run and the grades are locked the Students will not see all their grades in the Academic Portfolio.