From CLEW Wiki

Contents 1 Gradebook Overview 2 Using the Gradebook 2.1 Instructors can 2.2 Students Can 3 Things to Consider 4 Gradebook Setup 4.1 Changing the Grade Entry, Type, and Scale in Gradebook 4.1.1 Changing the Grade Entry 4.1.2 Changing the Grade Type and Grade Scale 5 Adding a New Gradebook Item 6 Edit or Delete a Gradebook Item 6.1 Edit an Existing Gradebook Item 6.2 To Delete a Gradebook Item 7 View Gradebook Item Details 8 Grading Categories 8.1 Create Gradebook Categories 8.2 Creating Categories with Weighted Grades 8.3 Adding Gradebook Items to a Category 9 Entering or Editing Gradebook Items Basics 10 Gradebook Post Grades Basics 10.1 Enter Grades 10.1.1 Enter Grades for Items into the Gradebook 10.1.2 Edit Grades 11 Calculating Course (Letter) Grades 11.1 Grade Override Process in Course Grades Screen 12 Export Grades 12.1 Exporting Course (Letter) Grades 12.2 Importing Grades into the CLEW Gradebook in CSV Format 12.2.1 Export and Import Grades: Items already in CLEW 12.2.2 Import Gradebook Items: One Column at a Time 13 Check List for Releasing Grades 14 Submitting Final Grades at the University of Windsor 14.1 Common Errors When Calculating Grades 15 Giving TAs Access 16 Additional Gradebook Articles 16.1 Sorting Gradebook Tables 16.2 Viewing Course Grades 16.3 Overriding an Autocalculated Course Grade 16.4 Making Grades Available to Students 17 Common Errors When Calculating Grades 17.1 FAQ – Gradebook 17.1.1 Make final grades visible? 17.1.2 Display grades? (Assignments and Gradebook) 18 Related Articles

Gradebook Overview

Gradebook is a tool that allows instructors to securely and privately record and distribute course grades. The Gradebook can be used to calculate and store grade information and distribute it to students online.

Using the Gradebook

Instructors can

• Choose between point- or percentage-based grading. Instructors can switch between the two formats under Gradebook Setup area under Grade Entry.
• Enter, view, edit, and release to students scores, grades, and comments
• Transmit scores to the Gradebook from tools, such as Forums, Discussions or Assignments, thereby creating a corresponding item in the Gradebook and recording student scores for that item.
• Export scores and grades to Microsoft Excel (in .xls or .csv format)
• Import item scores from spreadsheet (.csv) files.
• Instructors can view information in the Gradebook in different ways, including an item summary for each course, item detail, all grade listing, course grade listing, gradebook setup, and course grade options.
• See grades only for students in their particular groups (if set up in CLEW in advance), as Gradebook is section aware.
• Create categories and assign Gradebook items to them, assign percentages to the categories, thereby weighting them and the items they contain
• Use Gradebook to auto-calculate course grades and provide instructors with the ability to override any letter grade

Students Can

• Students can view their cumulative scores for all items and the corresponding percentage; view their course grades, once an instructor releases them; and sort their items by title, due date, grade, and total possible points per item in a secure and private fashion.

Things to Consider

• Currently, the Gradebook does not allow you to assign extra credit or drop the lowest score.
• There are two methods for importing grades into the CLEW Gradebook:
  1. Import Grades: for items/columns and point values are already in CLEW
  2. Import gradebook item from spreadsheet: Add items/columns from spreadsheet that CLEW does not yet know about
• null vs. zero: If a student has earned a zero on an item in the Gradebook an instructor must enter that zero. If the item is left blank, or null, that item will not be weighted against that student when the final grade is calculated. Tools like the Assignments tool allows instructors to assign a mark to all students where Forums does not allow for assigning a grade to student who does not already have a mark. Un-entered items will not be weighted against students as a zero until the instructor clicks Calculate Course Grades in the All Grades section of the Gradebook.
• You cannot import grades for Gradebook items sent from the Assignments tool.
• Grades imported using the Import Grades option will overwrite any pre-existing grades. Always be sure to use the spreadsheet template downloaded.
• More important items for instructors to consider have been collected in the separate article titled Common Errors When Calculating Grades

Gradebook Setup

Changing the Grade Entry, Type, and Scale in Gradebook

Changing the Grade Entry

Instructors can choose to grade using points or percentages.

• Click Gradebook Setup.
• Under "Grade Entry", select your preferred grade option.

Note: If you select Points, when you add a gradebook item, you will be asked to enter the "Gradebook Item Point Value". If you select Percentages, when you add a gradebook item, you will be asked to enter the "Gradebook Item Relative Weight".

• Make any other changes you wish to the "Gradebook Items Display" or "Categories & Weighting" options.
• When you are finished, click Save Changes.

Changing the Grade Type and Grade Scale

Instructors can modify the grade type and grade scale.

• Click Course Grade Options.
• Under "Grade Conversion", in the drop-down list next to "Grade Type", choose a grade type, and then click Change Grade Type.

You may select one of three grade types in the Gradebook:

• • Letter Grades
  • Letter Grades with +/-
  • Pass/Not Pass
• In the table below "Grade Type", you can edit the grade scale by changing the percentage values in the corresponding text boxes.
• When you are finished, click Save.

Adding a New Gradebook Item

To add a new gradebook item:

1. In the left menu, click Gradebook, and then click Add Gradebook item(s).
2. On the Add Gradebook Item(s) screen, fill in the following information:
   • Title: A title is required for all gradebook items. The title can be up to 255 characters long.
   • Gradebook Item Point Value: You must assign a point value to all gradebook items. Enter a value greater than zero. Decimals are permitted, but values are limited to two decimal places.
   • Due Date: You can optionally designate a due date for a gradebook item. You can manually enter the due date (e.g., 2013/25/05), or click the calendar icon to select a date from a pop-up calendar.
   • Category: If you have created a category, you can optionally assign an item to a category using the drop-down list. For more information, see the creating categories section.
3. If you wish to allow students to view the grade for this item, check Release this item to Students. You can change this option later. (If this box is checked when you enter grades, students will see their grades as soon as you click Save Changes.) If you wish to exclude this item from the course grade calculation, uncheck Include this item in course grade calculations. You can change this option later.
   • Note: For this item to be visible to students, Gradebook Setup must also have Display released Gradebook Items to students selected.
   • For the course grade to be visible to students, Course Grade Options must also have Display course grade to students now selected. For instructions, see Making grades available to students.
4. To create multiple gradebook items, click Add Another Gradebook Item. You can create several items, and then add them all at once.
5. Finally click Add Item(s).

Edit or Delete a Gradebook Item

Edit an Existing Gradebook Item

1. In the left menu, click Gradebook.
2. In the list of gradebook items, next to the title of the item you want to modify, click Edit.
3. Change the gradebook item's settings, and then click Save Changes.

To Delete a Gradebook Item

1. In the left menu, click Gradebook.
2. In the list of gradebook items, click the title of the item you want to delete.
3. On the Gradebook Item Summary page that opens, under Options, click Remove gradebook item from gradebook.
4. On the Remove Gradebook Item confirmation page, check Remove this gradebook item and all associated scores from the gradebook.
5. To delete the item from the Gradebook, click Remove.

View Gradebook Item Details

In Gradebook, to see the details for a particular item:

1. If you're in Gradebook but not at the Gradebook items list, near the top, click Gradebook Items.
2. From the list of Gradebook items, click the title of the item.
3. On the resulting Gradebook Item Summary page, you will see the maximum points possible ("Points") and the class average score ("Class average for scores entered"). Other information, and options to edit scores and settings, are also available on this page.

Grading Categories

Create Gradebook Categories

1. In your site's left menu, click Gradebook.
2. Near the top, click Gradebook Setup.
3. Under "Categories & Weighting", choose Categories only.
4. In the text box that appears, type a name for the category you're adding. Note: To create more than one category, click Add a Category.
5. When you are finished, click Save Changes.

Creating Categories with Weighted Grades

1. In your site's left menu, click Gradebook.
2. Near the top, click Gradebook Setup.
3. Under "Categories & Weighting", choose Categories & Weighting.
4. In the text box that appears, type a name for the category you're adding. To create more than one category, click Add a Category.
5. Next to each category name, under "%", enter a number representing that category's percentage of the final grade. Note: The total percentage must equal 100. Before you can save your changes, the "Running Total" must equal 100.0%, and the "Needed Total" must equal 0.0%.
6. When you are finished, click Save Changes.

For some examples of setting up Gradebook either by points or percentages with or without weighting, see the How Categories and Weighting Affect Grade Calculations article.

Adding Gradebook Items to a Category

After you create a category, you must assign Gradebook items to it. You can assign an item when you create it or by editing an existing item; see Adding a Gradebook item above for more information.

Note: When you assign Gradebook items to a category, keep in mind that items that are worth more points are already "weighted" more heavily. If you want all items to influence the grade equally, you must make them worth the same point value or use percentage grades.

For more information on how grades are calculated using categories and weighting, see How Categories and Weighting Affect Grade Calculation in Gradebook.

Entering or Editing Gradebook Items Basics

Gradebook Post Grades Basics

Enter Grades

Enter Grades for Items into the Gradebook

1. From the left menu, click Gradebook. If you are not already on the main page of the Gradebook tool, click Gradebook Items or the reset icon to the left of the page name.
2. Locate the item for which you want to enter grades in the item list and click its title.
3. Enter each student's score for the item into the box following his or her name. Scores must be greater than or equal to zero, and may contain up to two decimal places (e.g., 9.25). You may leave a box blank if you are waiting on a student's grade.
4. To add comments for students, click Edit Comments. Type your comments in the text box.
5. When you are finished, click Save Changes. A grade history log indicating the date entered, the recorded score, and the submitter will be created for each score. Click the Log icon to view the details for an entry.

Edit Grades

To edit previously entered grades in the Gradebook:

1. From the left menu, click "Gradebook". If you are not already on the main page of the Gradebook tool, click Gradebook Items or the reset icon to the left of the page name.
2. Locate the item for which you want to edit grades in the item list and click its title.
3. On the Item Summary page, current grades for individual students for the particular item will appear in editable fields in the "Points" or "Percentages" column. To edit an item score for a student, change the points in the appropriate field.
4. To add comments for students, click Edit Comments. Type your comments in the text box.
5. When you are finished, click Save Changes to update the scores with your changes. The grade history log will record the date of each score change, as well as the updated score, and the name of the user who made the change. Click the Log icon to view the details for an entry.

Calculating Course (Letter) Grades

Note: When you use Calculate Course Grades to do the course grade calculation, all blank scores are converted to zeros. This process is irreversible.

1. Near the top of Gradebook, click Course Grades.
2. Below the Grading Table, click Calculate Course Grades.
3. On the confirmation page, click Continue.

Note: This action is irreversible; however, you can use the "Grade Override" column to manually override the calculated course grade. You will receive a confirmation that course grades have been calculated.

Grade Override Process in Course Grades Screen

• Click Calculate Course Grades
• Review the grades. If a grade override needs to occur, enter the appropriate grade into the Grade Override field
• Click the Save Changes button
  • Review the date, changes and user editing the grade by clicking the Log icon

Export Grades

• Log-in to your course and enter the “Gradebook”.
• At the top of the Gradebook, click the All Grades link.
• You will see a list of students whom you are authorized to grade, their scores on all graded items, and their cumulative scores. You can search for a particular student by name or ID by entering the search terms in the text box and clicking Find. If your course has defined sections or groups whose members you are authorized to grade, you will be able to filter the roster to display those sections or groups one at a time. If your course does not yet have any students enrolled, you will see the message, "No students to display".
• Next to View, use the drop-down lists to view the roster by section, group, or category.
• Click either the Export as CSV or Export For Excel button and you will be prompted to save the CSV or open it in Excel (results in a CSV file).
• When you are finished viewing and exporting grades, click Gradebook Items to return to the main Gradebook menu.
  

Note: All visible class data is exported. If you filter your roster or sort by column before exporting, it will be reflected in the output. The exported fields and the names of the column headers are "Student Name", "Student ID", and the name of the Gradebook item. The full student names and complete Gradebook item names are exported. Gradebook item point values will only export up to two decimal places. Scores are listed in the Gradebook item name column.

Exporting Course (Letter) Grades

• It is very important that you have performed the Calculating Course Grades function prior to exporting course grades to ensure that all blank scores have been converted to zeros. Note: The Calculate Course Grades function is irreversible.

To export course grades:

• Near the top of Gradebook, click Course Grades.
• Use the "View" drop-down list to view specific groups or sections, or use the search field to find specific students.

Note: The resulting export file will reflect the view options you select. It will contain only the information that is visible on the page.

• To export course grades to a file, click either Export Course Grades as CSV or Export Course Grades for Excel. Your browser will prompt you to open the file or save it to your computer.

Note: The default filename format for your export file will be course_grade_[courseID]__date.*. The exported fields and the names of the XLS and CSV column headers are "Student Name", "Student ID", and "CourseGrade".

You can also export scores from the All Grades view.

Importing Grades into the CLEW Gradebook in CSV Format

Export and Import Grades: Items already in CLEW

Simple, fast and easy
Items/columns and point values are already in CLEW
The method outlined below will quickly update the existing items in Gradebook. Notes:

• CLEW prefers that the first row contain headings for the columns and what the assignment is out of in square brackets (ie. Essay 1 [10.0]).
• The first column of your .csv file must contain University UWin ID, which CLEW refers to as Student ID, followed by Student Name in a Surname, Given Name format.
• This method overwrites any existing grades in the Gradebook for columns with the same name as existing gradebook items, while creating new gradebook items for any columns that do not match existing gradebook items.

Log-in to your course and enter the Gradebook.

1. Click Import Grades on the top right.
   1. If you have not already done so, downloaded your list of students via the steps above click Download Spreadsheet Template, choosing Save File, and clicking OK.
   2. Make your modifications in a tool like Microsoft Excel and save them in CSV format.
   3. Click Browse to locate the CSV or XLS file you want to upload and press Import Spreadsheet
2. You will be asked to confirm the information you are about to import and press OK

Import Gradebook Items: One Column at a Time

More complex, but if you have been maintaining your own spreadsheet and not using CLEW until this point, this is your best option.

This method will allow instructors to add items/columns from spreadsheet that CLEW does not yet know about and creates new gradebook items for each spreadsheet column you import. You cannot import any columns with the same name as existing gradebook items. If this is the case, and you've created a Gradebook Item (that has NO grades entered already) delete that item prior to completing these steps.

• The first row must contain headings for the columns. The import tool allows instructors to add columns to the grade book; if you want to “update” a column you will have to delete it first.
• These instructions assume that you have a .csv file of scores stored on your local computer.
• The first column of your .csv file must contain individual usernames.

To do so, log-in to your course and enter the Gradebook.

1. Click Import gradebook item from spreadsheet.
2. Click Upload spreadsheet (csv format) to Loading Dock. You will then see a file selection form for uploading a .csv file to the Gradebook loading dock.
3. Next to "Title", enter a unique name, which will be the name for the uploaded data file once it is in the loading dock.
4. Next to "Choose a File", you may either type in a filename or click Browse to find and select the file you want to upload from your compouter and then click Open.
5. Click Save to begin the upload.
6. The Verify Upload screen will appear with a preview display of the file contents, allowing you to confirm that you chose the correct file. If you have the right file, click OK. If you need to select another file, click Back.

Once a file is uploaded to the Loading Dock, its contents become available to import as a new gradebook item.
To import an uploaded file's contents as a new gradebook item:



Import to loading dock
7. You should then be in the "Loading Dock", find the appropriate .csv file, and then, next to that file, click Import.
8. On the Import Preview screen, use the radio buttons to select the assignment scores you wish to import. Note: You can import only one set of assignment scores at a time.
9. Click Import Selected.
10. On the Import Gradebook Item and Scores screen screen, fill in the following information:
1. • Title: A title is required for all Gradebook assignments.
   • The title can be up to 255 characters in length and has to be unique – if you need to “update” an existing column you will have to delete it first.
   • Gradebook Item Point Value: You must assign a point value to all Gradebook items. Enter a value greater than zero. Decimals are permitted, but values are limited to two decimal places.
   • Due Date: You can optionally designate a due date for a Gradebook assignment. You can manually enter the due date (e.g., mm/dd/yy), or you can click the calendar icon to select a date from the pop-up calendar.
11. To include this item when calculating the final grade, place a check-mark in the appropriate box. You can change this option later, if necessary.
12. To make this gradebook item's scores available to students, place a check-mark in the box next to Release this Item to Students. You can change this option later, if necessary.
13. When you're finished, click Submit. You'll return to the Import Preview screen, where you'll see confirmation that the item has been added.
14. You can now select another item for import, or click the reset icon to return to the main screen. You should see your imported assignment(s) listed under "Gradebook Items Summary".

Note: You can also use the Feedback tool to upload a .csv spreadsheet of grades (and feedback, if desired) that students can view. This tool does not have the transfer to eGrade functionality that Gradebook has however.

Check List for Releasing Grades

1. Make sure that you haven't made any of the common errors that are made when calculating grades.
2. Make sure that under Gradebook Setup > Display released Gradebook Items to students is checked
3. Under Gradebook Items make sure that beside each item that there is a "Y" in the "Released to Students" column
   • If not select the Edit option beside the respective item and check-off Release this item to Students
4. Confirm what students see

.

Submitting Final Grades at the University of Windsor

CLEW can transfer calculated letter grades through eGrade.

Step-by-step instructions on transferring grades from Gradebook to eGrade are available in CLEW in the Gradebook tool. Review them, by selecting the More link at the top of the tool within the Don't Forget! text.

Final completion of the grades still has to be completed in eGrade. Online tutorial videos are available at the eGrade website.

Common Errors When Calculating Grades

See the Common Errors When Calculating Grades article for more examples that may apply to you.

Giving TAs Access

Under Permission Settings tab in the Gradebook instructors should be able to select the individual TA by name, press Add a rule and add a permission to either view or grade all or a selection of Gradebook categories and then press Save Changes.

Additional Gradebook Articles

Sorting Gradebook Tables

In the Gradebook, there are several tables that you can sort in various ways. In any of these tables, simply click the column heading by which you want to sort the table. Subsequently clicking the same column heading will switch the sorting order between ascending and descending. See the Sorting Gradebook Tables article for more information.

Viewing Course Grades

In Gradebook, both students and instructors can view current scores. There are a number of ways to view: Students, by Course Grade or by Gradebook Items. Instructors, have several options and sorting features available. See the Viewing Course Grades article for more information.

Overriding an Autocalculated Course Grade

The Gradebook automatically calculates a course grade based on the number of points scored out of the total points submitted (i.e., a running grade). Ungraded items will not be included in the course grade calculation, so the course grade column will not necessarily reflect the student's true score. If you want to include ungraded items in the course grade calculation, you must enter a 0 (zero) for those items. See the Overriding an Autocalculated Course Grade article for more details.

Making Grades Available to Students

The Gradebook allows you to control whether or not students can see individual Gradebook items, as well as cumulative course grades. See the Making Grades Available to Students article for more details.

Common Errors When Calculating Grades

See the Common Errors When Calculating Grades article for more examples that may apply to you.

FAQ – Gradebook

How do I . . .?

Make final grades visible?

If using the Gradebook tool to show students their final grades (or "course grade" as it is called in “Gradebook”), you must enter at least one other “Gradebook” item.
In other words, if you do not put any assignment or test scores into Gradebook and put ONLY final grades, students will not be able to see the grades.
Please keep in mind that grades in CLEW are not official grades. Only grades in SIS are considered official grades.

Display grades? (Assignments and Gradebook)

If you are using the Assignments tool and the Gradebook tool to display grades to students, keep this tip in mind: Anytime you change a student's grade in “Assignments”, you need to click Release Grades in order for grades to be viewable to students in Gradebook. Even if you have previously selected Return to Student or Release Grades, you will need to select Release Grades a second time to ensure the correct grades are visible in Gradebook.

Related Articles