Overview of the Gradebook

For every Course in Leo, there is a Gradebook:

  • Each entry in the Gradebook can be manually adjusted and scores from the Gradebook can be exported to a spreadsheet (.CSV format) for use in other applications.
  • The Gradebook automatically recalculates all Assignments each time it is opened by an Administrator.
  • Grades for each Course will only be pushed to the Academic Portrait if a Snapshot has been run from the Gradebook.

Path: Home > Courses > [Course Screen] > Assessment > Gradebook

Assessment Path

NOTE: Only Users with sufficient access privileges can see and manage the Gradebook. Typically, these include the Faculty and Course Directors, that have been assigned to the Course and/or its Events, or Staff Administrators that have access to the entire curriculum.

However, this may be different at your school or program. Your local Administrator will know more about any special business rules that are in place at your institution.

Gradebook Menu

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 same score.

(1). Click New Assignment. Fill out the required fields in the Assignment Editor below.

(2). Click Save Record to continue.

(3). Click the Assignment to access the editor. Assignments can be edited or deleted at any time.

For more information refer to the article on Input Grades to Course Gradebook

New Category

A Category in the Gradebook is what determines how the final grade for the Course can be calculated.

  • Each Category can be assigned a percentage of the total grade.
  • When these categories are added up, they will total 100%.

For example, the default Category is Exams.

  • Unless you create additional categories, the percentage value of the Exam Category will be 100% because it is the only Category in the Gradebook for this Course.
  1. Click the New Category link.
  2. Fill out the required fields (*) and click Save Record to save the Category.
  3. Delete an existing Category by clicking the Category link and setting the Deleted field to Yes.

TIP: You can create other categories, such as Quizzes, Assignments, Participation, etc. to balance out the weight of the Course.

NOTE: If you delete a Category, all entries within that Category will also be deleted.

Download CSV

The Gradebook data can be exported as a spreadsheet in .CSV format.

There are two export options:

  • Calculated Scores: where the report will include any calculated scores.
  • Raw Scores: where the report will only contain the original scores, not the calculated scores such as the average.

Click the Download CSV link to begin exporting. You will then be prompted to select the export format you prefer.

This example is using calculated scores and with comments

Upload CSV

To utilize the Upload CSV option for importing scores your data source must be a .CSV file from the Download CSV option in the Gradebook.

The Upload CSV file should include the following fields in this order:

  1. Column Number 1: Student name. Optional
  2. Column Number 2: A valid System User ID or Alternate User ID. Required
  3. Column Number 3: The Average Score, which can be any real number, such as 1.25, 4, 22.8. Blank or 0 values will not update the Score after Upload. Optional
  4. Rows Number 1-3: The content included in the Gradebook export file, including the Column Headers, Assignment Name and Column ID - Score Type. Required

NOTE That the first row is reserved for headers. You must leave the structure of the download CSV template intact for the upload CSV to work.  This means do not remove columns or headers from after downloading the CSV template.

Once the .CSV file is updated and ready for upload utilize the Upload CSV option to import scores to the Gradebook

  1. Click the Upload CSV link.
  2. Select Choose File and browse to select modified CSV export file.
  3. Select Submit to Upload CSV file.

NOTE: You cannot upload a New Assignment via the Upload function.  Assignments must be created in the Gradebook Screen

Snapshot

This feature will take a Snapshot of the grades, Assignments and Categories in the Course Gradebook and will send updated grades to the Students’ Academic Portfolio and it will also make the data available for analysis

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 data available to the Institution for analysis and will also update the Academic Portfolio.

NOTE: This is not something that you can view on the screen. This 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.

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
  1. Click Snapshot to capture the Category and Assignment totals of the Gradebook at that moment in time and send the grades to the Student Academic Portfolio for viewing and store them in the Institution's database.
  2. Finalize will create a final snapshot and will lock all of the grades.  This information can be exported for the Registrar. The Finalized Grades can be sent automatically to the Registrar if your feed had been set up for this option during the Registrar Integration set up.
  3. Stop will stop any further action on this screen. 
Deleted Items

Click the Deleted link to see a list of all Assignments or Categories that have been marked as Deleted from the Gradebook.

NOTE: You can always restore deleted entries in the Gradebook by viewing the Deleted Items list and restoring the individual items.

Additional Gradebook Features

Gradebook Icons
Gradebook Icons

There are several small icons at the bottom of each Assignment in the Gradebook:

  • Chart icon: displays the analytic data for the Assignment: Mean, Median, Mode and SD and the Student scores appear as a pie chart.
  • Pencil icon: allows manual input/edit of grades for the Assignment.
  • Score upload icon: allows upload of a spreadsheet of scores for the Assignment.
  • Merge Assignment icon: allows merger of an Assignment with another Assignment in the Gradebook.
  • Export comment icon: generates an export, by Student, containing comments for the Students in the current Assignment.
  • Lock icon: indicates that the Assignment is locked and Students can not view their grades until the lock is released.

NOTE: Merged Assignments - Once an Assignment has been merged with another, that action cannot be reversed.

Comment icons

Comments or notes for Students can be added to Assignments.

Comment icons
  1. Click the comment icon to the right of a Student's score to view/edit the comment field. Add/edit/remove any comments.
  2. Click Save Record.
  3. Once a comment has been added, the icon will become a pencil.

NOTE: Hover the mouse over the pencil icon to view the comment. You can also edit the score from the Score/Comment screen.