Gradebook

From e-Learning Documentation

Last updated: 12-09-2010

Contents 1 Overview 2 Gradebook Set Up 2.1 Option 1 - Create Columns and Enter Points in Gradebook 2.2 Option 2 - Create Weighted Columns and Grade Using Percentages in Gradebook 2.3 Option 3 - Create Weighted Categories and Grade Using Points in Gradebook 3 Enter Grades in a Gradebook Item (Column)in Gradebook 4 Enter Grades for a Specific Student in Gradebook 5 Import/Export Gradebook 5.1 Add Columns to Your Spreadsheet 5.2 Import Your Spreadsheet into Gradebook 6 Import a Scantron File into Gradebook 7 Change the Letter Grade Scale in Gradebook 8 Prepare Grades in Gradebook for Submission to Grade-A-Gator

Overview

There are two gradebook applications in Sakai - Gradebook is the original tool and Gradebook 2 is a later addition offering a few more options. The two tools are integrated in such a way that any changes you make in one gradebook will show up in the other. You do not need to choose one tool and get rid of the other. You may keep both tools and utilize the best parts of each. You will want to hide one of the tools from the students, though, just to minimize confusion. Gradebook 2 will do everything Gradebook will do and will also:

• allow for grading using letter grades
• drop the lowest score(s) in a category
• allow for weighting specific columns within a category
• calculate extra credit
• allow the reordering of columns and categories by “drag and drop”
• allow you to insert a zero in all columns until grades are entered.
  • This keeps the Final Letter Grade calculations accurate even though not all data has been entered yet. If you do not choose this option, the Final Letter Grade calculations will not be accurate until all data is in and zeros have been entered into empty columns. It is recommended that you NOT display the Final Letter Grade to students until the end of the semester if you do not choose this option.

Gradebook 2 will not:

• allow more points than is possible to be entered in a column
  • because of this, you cannot remove the A+ option in Gradebook 2, but if you do it in Gradebook, the change will be reflected in Gradebook 2.

NOTE: The reason Gradebook 2 will not let you enter more than the most possible points is that Gradebook 2 will calculate extra credit, where Gradebook will not. If you had an exam worth 100 points, but there was a bonus question worth 5 points, you would set up a column for the exam worth 100 points and an extra credit column worth 5 points, thus eliminating the need to enter more points than is possible in a column.

Gradebook Set Up

There are three main ways that you can set up Gradebook calculations:

Option 1 - Create columns and enter points. The Gradebook will add all columns to give you a total number of points for the course.

Option 2 - Create weighted columns and grade using percentages. The Gradebook will calculate the final grade for you. This would be used if you have single items that make up a certain percentage of the grade. For example, the course project is 40% of the grade, the mid-term exam is 25% of the grade and the final exam is 35% of the grade.

Option 3 - Create weighted categories, place columns within the categories and enter points. This would be used if you have several items under one category. For example, you assign 15 quizzes during the semester and the total of those quizzes will make up 15% of the grade. There are 5 assignments and the total of those assignments will make up 30% of the grade, etc.

NOTE: When you choose the weighted categories option, in the student's view of the Gradebook, they will see the categories and the weight of each category.

Gradebook will not drop the lowest score from a category, nor will it calculate extra credit. For these options, use Gradebook 2.

Option 1 - Create Columns and Enter Points in Gradebook

1. Within the course where you want to set up the Gradebook, click on Gradebook in the left menu.
2. From the options at the top of the page, click Gradebook Setup.
3. Under the heading "Grade Entry," select "Points."
4. Under the heading "Gradebook Items Display," choose whether or not to show Gradebook Items to students.
   1. As you make the columns, you can choose to create them released or not released. If you make them all released, but choose to not release them here, students won't see the grades until you release them under Gradebook Setup. This is a nice option for releasing all the columns at once without having to go to each individual column to release it.
5. Under the heading "Categories and Weighting," select "No Categories."
6. Click Save Changes

You will now create the columns for your grade data. Be aware that if you are creating graded Assignments and/or graded Tests & Quizzes and/or Assessments, those tools will automatically create Gradebook columns. You do not need to create columns for those items, but you have the option to create columns for Assignments and then associate the Assignment with the Gradebook column. If you use this method, you may enter grades either in the Assignment tool, or in the Gradebook. This process is also less work when importing the content from one semester to the next. You cannot use this same approach with Tests & Quizzes or Assessments. If you are creating graded Discussions or need columns for any other grade entry, you will make those items within the Gradebook.

1. Click Gradebook Items at the top of the page
2. Click Add Gradebook Items.
3. Enter a Title and a Point Value in the boxes provided.
   1. The Point Value is not limiting. For example, if you set the Point Value to be "10," it is still possible to enter "11" points for the student grade.
4. Due date is optional. If you choose to enter this, students will see the due date when they view their grades.
5. Choose to release the item to the student and to include the item in course grade calculations.
   1. If you do not release the grade to the student, this column will not be included in course grade calculations.
6. If you want to add more Gradebook Items, click Add Another Gradebook Item and another set of boxes will appear so that you can continue to enter as many Gradebook Items as you want. If you do not want to add another, click Add Item(s).

Option 2 - Create Weighted Columns and Grade Using Percentages in Gradebook

1. Within the course where you want to set up the Gradebook, click on Gradebook in the left menu
2. From the options at the top of the page, click Gradebook Setup
3. Under the heading "Grade Entry," select "Percentages"
4. Under the heading "Gradebook Items Display," choose whether or not to show Gradebook Items to students.
   1. As you make the columns, you can choose to create them released or not released. If you make them all released, but hide them here, students won't see the grades until you release them under Gradebook Setup. This is a nice option for releasing all the columns at once without having to go to each individual column to release it.
5. Under the heading "Categories and Weighting," select "No Categories"
6. Click Save Changes

You will now create the columns for your grade data. Be aware that if you are creating graded Assignments and/or graded Tests & Quizzes and/or Assessments, those tools will automatically create Gradebook columns. You do not need to create columns for those items. If you are creating graded Discussions or need columns for any other grade entry, you will make those items within the Gradebook.

1. Click Gradebook Items at the top of the page
2. Click Add Gradebook Items
3. Enter a Title in the box provided
4. In the box labeled "Gradebook Item Relative Weight," enter the percentage of the total course grade that this one item represents. For example, if this column is for your Final Exam and that Final Exam is worth 35% of the total grade, enter 35% in this box.
5. Due date is optional. If you choose to enter this, students will see the due date when they view their grades.
6. Choose to release the item to the student and to include the item in course grade calculations.
   1. If you do not release the grade to the student, this column will not be included in course grade calculations.
7. If you want to add more Gradebook Items, click Add Another Gradebook Item and another set of boxes will appear so that you can continue to enter as many Gradebook Items as you want. If you do not want to add another, click Add Item(s).

Option 3 - Create Weighted Categories and Grade Using Points in Gradebook

1. Within the course where you want to set up the Gradebook, click on Gradebook in the left menu.
2. From the options at the top of the page, click Gradebook Setup.
3. Under the heading "Grade Entry," select "Points."
4. Under the heading "Gradebook Items Display," choose whether or not to show Gradebook Items to students.
   1. As you make the columns, you can choose to create them released or not released. If you make them all released, but hide them here, students won't see the grades until you release them under Gradebook Setup. This is a nice option for releasing all the columns at once without having to go to each individual column to release it.
5. Under the heading "Categories and Weighting," select "Categories & Weighting." As soon as you select this option, a box appears for you to enter a category and its weight.
   1. As you enter the categories, the system keeps a running total of the percentages you have entered and how much you still need to equal 100%. The system will not allow you to enter more than 100%.
6. Once you have entered all your categories, click Save Changes.

You will now create the columns for your grade data. Be aware that if you are creating graded Assignments and/or graded Tests & Quizzes and/or Assessments, those tools will automatically create Gradebook columns. You do not need to create columns for those items. If you are creating graded Discussions or need columns for any other grade entry, you will make those items within the Gradebook.

1. Click Gradebook Items at the top of the page
2. Click Add Gradebook Items
3. Enter a Title and a Point Value in the boxes provided
   1. The Point Value is not limiting. For example, if you set the Point Value to be "10," it is still possible to enter "11" points for the student grade.
4. Due date is optional. If you choose to enter this, students will see the due date when they view their grades.
5. Under the heading "Category," choose the appropriate category from the drop-down menu.
   1. If you do not choose a category, the Gradebook Item will be listed under "Unassigned" and cannot be used in calculations.
6. Choose to release the item to the student and to include the item in course grade calculations.
   1. If you do not release the grade to the student, this column will not be included in course grade calculations.
7. If you want to add more Gradebook Items, click Add Another Gradebook Item and another set of boxes will appear so that you can continue to enter as many Gradebook Items as you want. If you do not want to add another, click Add Item(s).

Enter Grades in a Gradebook Item (Column)in Gradebook

From within the course in which you want to enter grades:

1. Click Gradebook in the left menu bar.
   • If Gradebook Items were added when an Assignments, Assessments, or Tests & Quizzes was created, the grades will come from within the tool of origin. You cannot enter grades directly from the Gradebook, but must grade within the tool. From the "Gradebook Items" screen, you will see a column to the far right called "Grade Editor" that tells you if that Gradebook Item was created in a tool and which tool.
2. At the top of the page, click All Grades
3. Locate the column to which you want to add grades and click Details.
   1. If you want to provide comments to the students along with their grades, click Edit Comments at the top of the page.
4. Enter each student's grade along with any comments.
5. Click Save Changes.
   • You will notice that each grade now displays a "log" beside it. This log displays the history of the grade, who entered and/or changed a grade.

Enter Grades for a Specific Student in Gradebook

From within the course in which you want to enter grades:

1. Click Gradebook in the left menu bar.
   • If Gradebook Items were added when an Assignments, Assessments, or Tests & Quizzes was created, the grades will come from within the tool of origin. You cannot enter grades directly from the Gradebook, but must grade within the tool. From the "Gradebook Items" screen, you will see a column to the far right called "Grade Editor" that tells you if that Gradebook Item was created in a tool and which tool.
2. At the top of the page, click All Grades.
3. From the list of students, click the name of the student for whom you want to enter grades.
4. A screen will appear listing each column and providing a box for any grade that you may enter or change in the Gradebook. Enter grades.
5. Click Save Changes.

This screen also allows you to view this specific student's grades as that student would view them. At the top of the screen click (Student Name's) View of Grades. When you are done, click Return to Instructor's View of Grades for (Student Name).

Import/Export Gradebook

Though Gradebook or Gradebook 2 will perform the vast majority of common grade calculations, there may be occasions when you might need to perform a calculation using Excel. You may export your Gradebook to Excel, manage your grade calculations there, save the data as a .csv file and then import the information back into Gradebook for secure display to students.

Rather than creating a spreadsheet from scratch, you will want to create it by downloading your Gradebook. This way your spreadsheet is properly formatted and contains all the information needed to easily import back into the Gradebook. You will want to wait until the semester has begun and your Gradebook is fully populated with students before you download it. Some instructors choose to wait until drop/add has ended.

From within the course in which you want export/import grades:

1. Click Gradebook in the left menu bar.
2. At the top of the page, click Import Grades.
3. Click Download Spreadsheet Template.

The file exports as a .csv file.

NOTE:The file will include a column with the student UFID in it, even though you do not see that column in the Gradebook. That column has been inserted so that when you export your grades at the end of the semester for import into Grade-A-Gator, you will have the UFID. But if you are going to re-import this spreadsheet back into the Gradebook, you will need to delete the UFID column. It will prevent your import.

You may save the as an Excel file in order to insert forumlae and conduct calucations. But before you import the data back into the Gradebook, you must save the file as a .csv file again.

Add Columns to Your Spreadsheet

1. In the next available column in your spreadsheet, enter the column name and the point value using this format: Final Exam [100.0]
2. Enter grades in the column
   • You may add columns, grades, changes to existing data, etc in your spreadsheet. Be aware that if you are adding forumlae in Excel, only the results of those calculations, not the formulae themselves, will be imported back into the Gradebook.

Import Your Spreadsheet into Gradebook

Changes you've made to the spreadsheet can now be imported into the Gradebook. You must now save a copy of your Excel file as a .csv file.

1. From the "Import Grades" screen under the heading, "3. Import Spreadsheet" click Choose File.
2. Locate the .csv and double-click it.
3. Click Import Spreadsheet

Your data is now in your Gradebook

NOTE: If you have student id's in this spreadsheet that are no longer in your course (for example, they've dropped since you downloaded the spreadsheet), the spreadsheet will not import unless you remove the extra usernames.

Import a Scantron File into Gradebook

There is another method for importing just one column of data, such as a Scantron File or a file from "Web Assign." This process will create a new column for your data. It will not put data into an already existing column.

When you take your bubble sheets to Turlington B-213 for scanning, you will be asked to fill out paperwork. Make sure you check the box stating that you are using e-Learning. This will make sure your results include the gatorlink usernames of your students. You also need to take a flash drive or a floppy disk for the files you will receive.

You will receive two .txt files from the scanning office. One file contains the students' gatorlink username and grade. It will be called "UploadExam1." The other is called "NoMatchExam1" and contains any grades that do not match a UFID entered on the bubble sheets. This could happen if a student entered his/her UFID incorrectly on the bubble sheet. You will need to manually enter these grades after you finish the import of the UploadExam1 file.

The file must first be converted to a .csv file which is the only type of file that can be imported into the e-Learning in Sakai gradebook. To convert the file:

1. Open MS Excel
2. Click the "Office Button" icon
3. Click Open. A box will open where you can locate the file.
4. At the bottom of this box, beside the heading "Files of type:" choose "All Files" from the drop-down menu.
5. Locate the file and double-click it. A box opens.
6. Click Next.
7. On the next screen under the heading "Delimiters," uncheck the box labeled "Tab" and check the box labeled "Comma."
8. Click Next.
9. Click Finish. Your data is displayed in Excel.

The file must now be saved as a .csv file.

1. Click the "Office Button" icon
2. Double-click on Save As.
3. A box will open where you can save to a location on your computer. At the bottom of this box, beside the heading "Save as type:" choose CSV (Comma delimited) from the drop-down menu.
4. Click Save.
5. A box will open alerting you that .csv format will not preserve some formatting. Click Yes.
6. Close the file. Even though you have already saved it, you will get a "Do you want to save the changes box." Click No.

You are now ready to import this file into Gradebook.

From the "Gradebook Items" screen in the Gradebook:

1. Click Import gradebook item from spreadsheet. This takes you to the "loading dock" - a place where spreadsheets are stored.
2. Click Upload spreadsheet(csv format) to Loading Dock
3. Title this spreadsheet, for example "Mid-term exam" and click Choose File.
4. Locate the .csv file and double-click it.
5. Click Save
6. Your spreadsheet will be displayed. If this is correct, click OK. Now the spreadsheet is listed in your "loading dock" area.
7. Click Import.
8. Select the column of data you want to import and click Import Selected.
9. On the next screen, enter a Title for the new column and a Gradebook Item Point Value.
10. Click Submit.

NOTE: If you encounter difficulties with the import, verify that there are no duplicate usernames (common with Web Assign files). If there are a few users no longer in the course, it will give you a warning, but will go ahead and import the grades. If you have a large number of usernames that are not enrolled in your course, use Gradebook 2 to import your grades.

Change the Letter Grade Scale in Gradebook

The Letter Grade scale determines what letter grade the student gets based on a percentage of points acquired during the semester. It is not possible to base the Letter Grade on points.

Currently, the options for letter grades in e-Learning in Sakai are A-F with or without plus and minus. Because UF does not use the "F" grade, you will need to make adjustments to those grades before submitting to Grade-A-Gator.

To set up the letter grade scale:

1. Click Gradebook
2. Click Course Grade Options
3. Under the heading "Grade Display" check the box if you want students to see their letter grade. NOTE: Letter grade is based on the work done so far. You will want to tell your students that the letter grade is a "rough estimate" and can change drastically if they do not complete all their assignments. For example, a student may have done really well on three exams and the letter grade shows an "A" so far. But if he doesn't hand in a significant assignment, his "A" can drop to a "C" overnight.
4. The default Grade Type is "Letter Grades with +/-" which is what most instructors will need. If you need letter grades without +/-, or you need a simple Pass/Not Pass scale, select that from the drop-down menu and click Change Grade Type.
   • Because UF doesn't incorporate the A+ grade, you must "trick" the system to make sure that no student gets an A+. You achieve this by making an A+ worth a higher percentage than it is possible to achieve. For example, if your class offers the chance for extra credit, and if a student achieves all points possible as well as the extra credit, he or she can get more than 100% of the grade. If you make an A+ worth 110%, no student can achieve that score, therefore no one will get an A+.

Prepare Grades in Gradebook for Submission to Grade-A-Gator

Once the semester is over and all grades are entered into the Gradebook, prepare your grades to be entered into the Registrar "Grade-A-Gator" system. At the current time, crucial information that is needed for Registrar submission is not available to download from the Gradebook. We are working to get that information incorporated prior to December when grades will need to be submitted. When that happens, we will be able to update this tutorial so that you won't have to do some of the file manipulation listed here.

1. In the Gradebook, click on Course Grades. The student's grade is displayed, along with the points received.
   • If there are students who have not received a grade in come columns, you must let the Gradebook know that the student is going to receive a zero for that submission. If you do not do this, the system still expects that there will be a grade entered and the calculations will be inaccurate.
2. To add zeros:
   1. Click Calculate Course Grades at the bottom of the page.
   • You will get a message explaining that this process is irreversible. That is true, but you can still make changes to the grades once you have Calculated Course Grades. If you make changes to grades after the calculation, click Calculate Course Grades again to include your changes.
3. If you have more than one section in this course, use the "View" drop-down menu to select one section.
   • The instructor can override any grade by entering the grade you want to give the student in the "Grade Override" box. If you change a grade, a Log is created that tracks all changes.
4. Click Export Course Grades for Excel.

The file that results contains the student ID, the student name, the UFID and the final Letter Grade. This file must be adjusted to meet Registrar requirements:

1. Remove the headings from the first row of the spreadsheet.
2. Add a column with the course credit hours.
   1. Create the column and enter the credit hours into the first cell. Click the lower right corner of that cell and drag it all the way down the column to enter the credit hours in all cells.
3. Add a column that contains the section number.
   1. Create the column and enter the section number into the first cell. Click the lower right corner of that cell and drag it all the way down the column to enter the section number in all cells.
4. Order columns in this order:
   1. Section
   2. UFID
   3. Last Name, First Name
   4. Credit Hours
   5. Grades - If any student received an "F," this grade must be changed to an "I" or "E".
5. Save the file as a .csv file and proceed with upload to Grade-A-Gator.

Please contact the Office of the University Registrar at (352) 392-1374 if you have questions about the format of the file or the submission process.