Gradebook

From CLEW Wiki

Jump to: navigation, search

Contents

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

Students Can

Things to Consider


Review roles and permissions.png

Permissions and Roles

To complete the procedures in this article, you must be assigned a role having the necessary permissions. This often excludes Students and TAs by default. To determine your role and accompanying permissions, follow the directions in Permissions and Roles.

Gradebook Videos

Below, are a few videos in a playlist with various steps outlined that may help you get your Gradebook tool set up and configured. If you have any questions, please feel free to contact a member of the CLEW Team at clew@uwindsor.ca.

Wiki Bulb Icon.gifNote: these videos are best viewed with HD turned ON option selectedHD selected on, and the full-screen option selected Full Screen Option selected.

Loading video, please wait...

Gradebook Setup

Changing the Grade Entry, Type, and Scale in Gradebook

Changing the Grade Entry

Instructors can choose to grade using points or percentages.

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".

Changing the Grade Type and Grade Scale

Instructors can modify the grade type and grade scale.

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

Wiki Bulb Icon.gifNote: The University of Windsor grade scale as of mid-Fall 2013, will be using a 100 percent scale, which is enabled automatically in the Gradebook tool for applicable Fall 2013 sites and beyond. All course work is to be marked and final grades submitted using the 100% scale beginning September 1, 2013. In accordance with the Senate resolution, instructors are to submit whole numbers (e.g., 88, 76, etc.) as percentages.

Adding a New Gradebook Item

To add a new gradebook item:


Note: If an item is excluded from the course grade calculation, the individual grade will appear to students in parentheses. A legend underneath will explain, "Grades in parentheses are not included in the course grade calculation".

  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/Relative Weight: For points gradebooks, enter a total point value for the Gradebook item. This must be greater than zero. Decimal values are permitted to two decimal places.
      For percentage gradebooks, enter a relative weight for the item. This can be any value. For instance, an item with a relative weight of 2 will count twice as much as an item with a relative weight of 1. (Note: it is recommended to set up your Gradebook to use points rather than percentages. There have been several issues with Gradebooks set up with percentages. Gradebook Setup is the screen where you can do this.)
    • Due Date: You can optionally designate a due date for a gradebook item. You can manually enter the due date (e.g., 2017/23/09), 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).

Editing or Deleting a Gradebook Item

Editing 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.

Deleting 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

Gradebook Categories.png

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.


Alert bug.png

Issue: It is worth noting that categories that are weighted with one or two decimal place will be calculated properly, but the student view will not display the decimal places. For example, two categories weighted at 7.5% each (totally 15%) will both be displayed to the student as 7% (totaling 14%). The internal math will be calculate properly, this is an issue of not displaying enough decimal places to the student.

This is a known issue and the Sakai Project has been notified.

You can track the progress here:
http://jira.sakaiproject.org/browse/SAK-15232

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.

Enable Drop Highest, or Lowest or keep Highest Scores

NEW292.jpg Enable Drop Highest, Enable Drop Lowest, or Enable Keep Highest options for similarly valued items in a category

To initiate this feature, visit the Gradebook Setup screen, and you will need to have Categories enabled for this feature to work.

See Create Gradebook Categories for specific details on establishing categories.

If desired, you may check Enable Drop Highest, Enable Drop Lowest, or Enable Keep Highest to include or exclude the specified score(s) in grade calculations.

Set up drop lowest in categories

Wiki Bulb Icon.gif Note: All items in the category must be assigned the same score value to use these options. If you choose to use categories, whether weighted or unweighted, uncategorized Gradebook items cannot be included in the course grade calculation.

When you are finished, click Save Changes.

View of lowest dropped in All Grades screen

When viewing All Grades, after you have enabled this feature, you will notice "strikethroughs" in the items that have been omitted from the final course calculations.

Visit the Creative Commons video by University of North Carolina's version of how to drop the lowest scores in a category in Sakai (CLEW) 2.9 at http://youtu.be/CwxzI6uZiz4.

Entering or Editing Gradebook Items Basics

Gradebook Post Grades Basics

Enter Grades

Note: If you use the Add to Gradebook option in the Assignments, Discussions or Forums tools, you must enter grades via the appropriate tool.

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.
    Note: To display more students than the default view, use the Show drop-down list. To display specific groups or sections of students, use the View drop-down list.
  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.

Editing Grades

Note: Scores submitted via external tools such as the Assignments, Discussions, and Forums tools cannot be edited in the Gradebook. These scores must be changed in the source tools. You may edit comments using the same process listed above for editing grades.

To edit previously entered grades in the Gradebook:

  1. From the left menu, or from the drop-down list on the course tab, 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 tool name.
  2. Locate the item for which you want to edit grades in the item list and click its title.
  3. On the Gradebook 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 a grade 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 grade 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.


Review roles and permissions.png

Permissions and Roles

To complete the procedures in this article, you must be assigned a role having the necessary permissions. This often excludes Students and TAs by default. To determine your role and accompanying permissions, follow the directions in Permissions and Roles.

Enter grade

Course Grade Calculations

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 will not necessarily reflect the student's true score. To include ungraded items in the course grade calculation, you need to enter a 0 (zero) for those items.

To exclude a gradebook item from the course grade, you can edit the gradebook item and deselect Include this item in course grade calculations. The score for that item will appear in parentheses to indicate that it is not included in the course grade calculation.

Note: Students can't see their grades for an item unless you select Release this item to students when editing the gradebook item. This can be the cause for erroneous final grades if an item is omitted from the final calculations. See the Common Errors When Calculating Grades article for more information on ensuring your gradebook results are accurate.

Click the appropriate link for further instructions on adding or editing Gradebook items.

Bonus Marks

Gradebook does not have the ability to provide the option for bonus marks. There are a few methods to "trick" the tool into adding additional marks for a student. Please see the article from Bradley University which explains three methods that may provide you with some options to consider.

It is highly recommended that if you consider using anything outside of the functionality provided in any Sakai tool, that you test it out first in your Sandbox site to ensure it gives you the desired results you are seeking. If you do not have a Sandbox site yet, please email clew@uwindsor.ca and request one, with a sample CLEW student account, that you can test grading practices on.

Calculating Course (Final) Grades

Set Ungraded Items to Zero

Note: When you use Set Ungraded Items to Zero function 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 'Set Ungraded Items to Zero.
  3. On the confirmation page, click Continue.
Set Ungraded Items to Zero Button

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

Export Grades

“Grade book” > "All Grades" >"Export ...."
“Grade book” > "All Grades" >"Export Options

NEW292.jpg -Three export options available.

Wiki Bulb Icon.gif 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 (Final) Grades

Wiki Bulb Icon.gif Note: The Set Ungraded Items to Zero function is irreversible. To export course grades:

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

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 Gradebook, you can import grades in two different ways:

Note: You cannot import grades for gradebook items added from the Assignments tool; see Linking an assignment to the Gradebook.

NEW292.jpg XLS format for files now available for importing

Importing an Entire Spreadsheet

Simple, fast and easy
Items/columns and point values may already exist in CLEW
The method outlined below will quickly update the existing items in Gradebook by importing an entire spreadsheet, and / or can add new non-existent items. Notes:

Log-in to your course and enter the Gradebook.

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

When using this option, it's best to download the spreadsheet template provided, as instructed in step 2 above. You can upload a different spreadsheet in .csv or .xls format instead, but if you do, format it as closely as possible to the template. The first column should contain individuals' usernames, and the first row should contain headings, with the title and point value for each gradebook item as in this example:

Import Gradebook Items: One Column at a Time

Using the Loading Dock
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.

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

  1. Click Import gradebook item from spreadsheet on the Gradebook Items screen.
  2. Upload spreadsheet to loading dock
    Upload spreadsheet to loading dock
    Choose File for upload
    Choose File for upload
  3. Click Upload spreadsheet (csv or xls format) to Loading Dock. You will then see a file selection form for uploading a .csv or .xls file to the Gradebook loading dock.
  4. Next to "Title", enter a unique name, which will be the name for the uploaded data file (not the item to be graded) once it is in the loading dock.
  5. 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 computer and then click Open.
  6. Click Save to begin the upload.
  7. 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.
  8. 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
    Import to loading dock
  9. You should then be in the "Loading Dock", find the appropriate .csv file, and then, next to that file, click Import.
  10. 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.
  11. Click Import Selected.
  12. On the Import Gradebook Item and Scores screen screen, fill in the following information:
      • 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.
  13. To include this item when calculating the course grade, select Include this item in course grade calculations. You can deselect this later, if necessary.
  14. 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.
  15. 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.
  16. You can now select another item for import, or click the reset icon Reset iconto return to the main screen. You should see your imported assignment(s) listed under "Gradebook Items Summary".

Wiki Bulb Icon.gif 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

Request student view of grades
Request student view of 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

Instructors can verify the student's view of the Gradebook by selecting All Grades, then click a student's name, then click at the right, THE STUDENT's View of Grades (see image in thumbnail).

Submitting Final Grades at the University of Windsor

CLEW can transfer calculated letter grades through eGrade.

Transfer to eGrade online instructions

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, when you are in Gradebook, or by reviewing the Transfer to eGrade from Gradebook article.

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

Transfer to eGrade from Gradebook

Review the Transfer to eGrade from Gradebook article article for step-by-step instructions. A video outlining the process to finalize grades and transfer to eGrade is available in the Gradebook Videos section

Printing from the Gradebook

Although there is currently no print function in the Gradebook tool, you can use features of your browser to print from the Gradebook. These methods will print multiple-page lists.

For instructors

You can print a list showing all student grades for one gradebook item or a list showing all gradebook items for one student. To print other lists, you must use the Export Gradebook or Export Course Grades functions.

List showing all student grades for one gradebook item

  1. From the Gradebook Items page, mouse over the gradebook item you wish to print.
  2. Right-click (Ctrl-click on a Mac) and follow the appropriate directions below for your browser:
    • Firefox: From the menu that pops up, choose either Open Link in New Window or Open Link in New Tab. The new tab or window will display the Gradebook Items page without the Sakai (CLEW) wrapper. Click the name of the assignment to display student grades.
    • Internet Explorer 7 and higher: From the menu that pops up, choose either Open in New Window or Open in New Tab. The new tab or window will display your data without the Sakai wrapper. Click the name of the assignment to display student grades.
  3. If you have more than 50 students, you may want to select Show all from the drop-down list on the right, above the students' names.
  4. From the File menu, choose Print... to print the page.

List showing all gradebook items for one student

  1. From the All Grades page, mouse over a student's name.
  2. Right-click (Ctrl-click on a Mac) and follow the appropriate directions below for your browser:
    • Firefox: From the menu that pops up, choose either Open Link in New Window or Open Link in New Tab. The new tab or window will display your data without the Sakai wrapper.
    • Internet Explorer 7 and higher: From the menu that pops up, choose either Open in New Window or Open in New Tab. The new tab or window will display your data without the Sakai/CLEW wrapper.
  3. From the File menu, choose Print... to print the page.

Common Errors When Calculating Grades

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

Giving TAs Access

Click (small square boxes enlarge image) to see an example of a grading rule add to a TA's account via Permission Settings

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

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.

How Categories and Weighting Affect Grade Calculations

This article discusses the process by which Gradebook calculates final grades when using categories and weighting.

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 Gradebook item. Be sure you have checked the Display course grades to students check box in the Course Grade Options. 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



This article is based on the equivalent Sakai help article created by Indiana University found at: http://kb.iu.edu/data/arcr.html.
Additional sources of content include Brock University's Sakai / Isaak Wiki and the University of Florida Sakai / e-Learning Documentation with thanks and appreciation for the collaboration.

All respective sources used are under a free-for-reuse license and additional permission has been obtained.

Help icon.png
600px-Andy Tools Hammer Spanner.png

Other articles about Sakai tools and how instructors can use them:

Core Tools: Announcements | Assignments | Email | Forums | Gradebook | Quizzes & Tests II | Resources | Site Editor | Syllabus

More Tools: Polls | Chat | Drop Box | Home | Discussions | News | Feedback | Sections | Lessons | Site Stats | Web Content | Wiki

Related articles: How to add tools to CLEW | Using the Text Editor | Manage Groups | Permissions and Roles | Contact the CTL for help

Amber icons 029 checkmark.png

We are constantly trying to improve the information in this Wiki.
If you notice any errors or omissions with this material, please advise the LMS Team or submit a Service Request at http://www.uwindsor.ca/bbhelp.

Personal tools
Namespaces
Variants
Actions
Navigation
Toolbox