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Gradebook Classic

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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, follow the directions in Participant roles.

For a basic understanding of roles and permissions, see Permissions and roles.

The 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.

Contents

[edit] Using the Gradebook

[edit] Instructors can

  • Create categories to organize items and allow for weighting of grades, preventing the need to mark every item based on raw percentages of the final grade ( For example, removing the need to mark an essay out of 25 because it is worth 24% the final).
    • This allows Sakai to autocalculate course grades, with the ability to override any letter grade
  • Define course letter grades based on a 100% scale
  • Choose between point- or percentage-based grading. Instructors can switch between the two formats under Gradebook Setup area under Grade Entry.
  • Add, view, edit, and release point values of items to students
  • Enter, view, edit, and release to students scores, grades, and comments
  • Transmit scores to the Gradebook from tools, such as Tests and Quizzes 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)
  • Delegate one or more item to be populate by individual course TAs
  • Import item scores from spreadsheet (.csv) files.

[edit] Students Can

This image is a sample of what a student would see when the student checked their grades in relatively complex Isaak/Sakai Gradebook.
This image is a sample of what a student would see when the student checked their grades in relatively complex Isaak/Sakai Gradebook.

The Gradebook lets students view their own scores and grades, once instructors have released them, in a secure and private fashion. Students can only see grade columns once the instructor releases the grade column. Students official final marks, that are approved by the department and the faculty, are posted in the https://my.brocku.ca portal.

[edit] Things to consider

  • 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.
  • 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.
  • The Gradebook is section aware, so instructors and TAs can see grades only for students in their particular sections.
  • There are two methods for importing grades into the Sakai Gradebook:
    1. Import Grades:for items/columns and point values are already in Sakai
    2. Import gradebook item from spreadsheet: Add items/columns from spread sheet that Sakai 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, the that item will not be weighted against that student when the final grade is calculated. Tools like the Assignments tool allow instructors to assign a mark to all students where Tests and Quizzes does not allow for assigning a grade to student who does not already have a mark. Un-submitted quizzes will not be weighted against students as a zero until the instructor clicks Set Ungraded Items to Zero in the All Grades section of the Gradebook.
  • Many tools, such as Assignments and Tests and Quizzes send their grades to the Gradebook. Modifying these grades must be done in the original tool.
  • More important items for instructors to consider have been collected in the separate article titled Common errors calculating grades

[edit] Gradebook Setup

[edit] Changing the Grade Entry, Type, and Scale in Gradebook

[edit] 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.

[edit] 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.

[edit] Adding 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 that "Grades in parentheses are not included in the course grade calculation".

To add a new gradebook item:

  1. In the menubar, 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., 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 section below on categories.
  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.
  4. Finally click Add Item(s).

Example of a gradebook item being added

This example demonstrates adding a gradebook item to a course that has already had categories added to it.

[edit] Edit or Delete a Gradebook Item

[edit] 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.

[edit] 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.

[edit] 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.

[edit] Entering or Editing Gradebook Items Basics

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

[edit] 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] Edit Grades

Note: Scores submitted via external tools such as the Assignments, Forums, 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, 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.
Enter grade

[edit] Grading Categories

[edit] Create Gradebook categories

  1. In your site's menubar, 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.

[edit] Creating categories with weighted grades

  1. In your site's menubar, 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. Note: 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.


Issue: It is worth noting that categories that are weighted with 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% (totalling 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


[edit] 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 Creating/adding, editing, or deleting a Gradebook item above for more information.

[edit] Dropping the lowest, keeping the highest, dropping the highest

If you selected either Categories only or Categories & Weighting, the enable drop/keep options will appear. All items within a category must have the same score value in order to use the drop/keep options for that category.

1. Select the check box next to each of the desired drop/keep options.

  • Enable Drop Highest: Automatically drops the highest score/s among items in a category.
  • Enable Drop Lowest: Automatically drops the lowest score/s among items in a category.
  • Enable Keep Highest: Automatically keeps the highest score/s among items in a category.

2. In the appropriate column, enter the number of items in each category that you wish to drop or keep. You will notice that unavailable choices are grayed out. For example, you cannot both keep and drop items in the same category, so entering a number for one of these makes the other unavailable.

Tip: Many faculty prefer to use Keep Highest as opposed to Drop Lowest, since it reflects a more accurate running total of student grades during the course of the term. Items that students have not yet completed are not dropped automatically, so one or more higher scores may be dropped until all items have been completed.

[edit] Export scores

[edit] With Brock University student numbers, compatible with Faculty Gradebook

It is important to note that files exported through All Grades cannot be uploaded to Isaak/Sakai, but can be uploaded to a properly configured http://my.brocku.ca/ "Faculty Gradebook".

“Grade book” > "All Grades" >"Export ...."
“Grade book” > "All Grades" >"Export ...."
  • Log-in to your course and enter the “Grade book”.
  • At the top of the Gradebook, click the All Grades link.
  • Click the button that saysExport as ___ for FGB (where FGB stands for Faculty Gradebook) and you will be prompted to save the CSV .

[edit] With Sakai logins/CAMPUS IDs which can be uploaded back into Isaak/Sakai

  • Log-in to your course and enter the “Grade book”.
  • At the top of the Gradebook, click the Import Grades link.
  • Follow the three steps on the page
    1. Download Spreadsheet Template by choosing Download Spreadsheet Template for Excel or Download Spreadsheet Template as CSV
    2. Edit the spreadsheet in your favorite spreadsheet application, such as Excel, and save it as a CSV or XLS file.
    3. Import the Spreadsheet by clicking Choose File, then browsing to select the file you saved in step 2, then click Import Spreadsheet.

[edit] Importing grades into the Sakai Gradebook in CSV Format

[edit] Export and Import Grades: Items already in Sakai

Simple, fast and easy

Items/columns and point values are already in Isaak/Sakai


The method outlined below will quickly update the existing items in the Sakai gradebook. Notes:

  • Sakai 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]). This was a requirement, but Brock University updates to the Gradebook and improvements to Sakai itself have negated this requirement.
  • The first column of your .csv file must contain Brock University CAMPUS ID, which Sakai refers to as Student ID, followed by Student Name in a Surname, Given Name format.

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.
    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

[edit] Import gradebook items: One column at a time

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

This method will allow instructors to add items/columns from spread sheet that Sakai does not yet know about


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.

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.
  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.
  7. Import
    Import
    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 Assignment and Scores 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.
    • Assignment Point Value: You must assign a point value to all Gradebook assignments. 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.
  1. To include this assignment when calculating the final grade, place a check-mark in the appropriate box. You can change this option later, if necessary.
  2. To make this assignments scores available to students, place a check-mark in the box next to "Release assignment." You can change this option later, if necessary.
  3. When you're finished, click Submit. You'll return to the Import Preview screen, where you'll see confirmation that the assignment has been added.

[edit] Possible explanations for import errors

  • The data in your spreadsheet is specially formatted. If you are using MS Excel, consider clearing your formatting using these steps.
  • There are additional characters/data in the cells that are not 'importable'. These may be additional characters within Campus_IDs, or even spaces (as would be created by using your spacebar) within the scores to be imported. IF this is the case, it may be possible to take advantage of your spreadsheet software's automatic functionality to delete in large quantities.
  • The name of the Gradebook item is different from the header of the column within the spreadsheet that is to be imported. If this appears to be the case, copy the Gradebook item title from within your site's Gradebook tool and paste it over the title within the header.
  • Data from the second column is not being imported. Gradebook's import function expects that the second column will contain student names for the visual benefit of the instructor, but does not actually make use of this data during the import process. Consider entering a blank second column before import to correct this issue.

[edit] 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
    • If you wish to include this item in the course grade calculation, check Include this item in course grade calculations. You can change this option later.
  4. Confirm what students see
    Accessing Gradebook's student view
    Accessing Gradebook's student view
    • Instructors can verify what each student's view of the gradebook under All Grades clicking a student's name, then clicking on the right THE STUDENT's View of Grades.



[edit] Giving TAs and Graders Access

Image:2016-09-07_09-54-26.gif

Instructors can give TAs or other graders that already have access to the site (How to add participants) permission to work with the Gradebook by following these steps:

  • Open the Gradebook item from the left menu
  • Click the Permission Settings option
  • Select the individual TA from the dropdown menu
  • Click Add a rule
  • Change "View" to "Grade" and then optionally limit access to specific categories and/or student groups
  • Click Save Changes

[edit] Submitting final grades at Brock University

Sakai/Isaak cannot be used to directly submit grades to the registrar's office, however, instructors can export their grades from Sakai/Isaak. Once the file is exported instructors can do one of two things:

  1. Open the exported CSV file in software like MS Excel and then print the marks. The printed sheet, with all the information that was found on the registrar's sheet (name, student number, course information) signed by the instructor and chair can then be submitted as the final mark.
  2. Those with the correct level of access to the Faculty Gradebook in https://my.brocku.ca can export the grades from Sakai/Isaak and then import them into the Faculty Gradebook. The method has the benefit of reducing the potential for human error.

[edit] Video


Image:header_gray.jpg
YouTube/Podcast - Gradebook
   



Categories and Weighting is described at the 4:30 point of this video. Find more videos for instructors at the Welcome To Sakai Webinar article, or look in the Video Category


[edit] Additional Resources

Privacy Concern: Be Careful

This tool is designed to protect the privacy of student information. Instructors should take care that they are entering information in the correct location and are disclosing information accurately.

Please consider the Freedom of Information and Protection of Privacy Act (FIPPA) and Brock University's own privacy policies. You can learn more at http://www.brocku.ca/accessandprivacy/


More articles can be found in the Category:Gradebook


Other articles about Isaak/Sakai's tools and how instructors can use them:

Core Tools:   Image:Flag blue.png Announcements | Image:Page edit.png Assignments | Image:Lessons-icon.png Lessons | Image:Comments.png Forums | Image:Report.png Gradebook | Image:Folder.png Resources | Image:Calendar.png Schedule | Image:Pencil.png Tests and Quizzes

More Tools:   Image:User comment.png Chat Room | Image:Folder page.png Drop Box | Image:House.png Home | Image:Comment.png Messages | Image:Chart bar.png Statistics | Image:Page world.png Web Content


Related articles:   How to add tools to your course | Using the Text Editor | Manage Groups | Permissions and roles | Contact the CPI for help

This article is based on the equivalent Sakai project help article.

The Sakai Educational Community License is deemed to be compatible with this sites Project:Copyrights which are under the Creative Commons 2.5 Licence. You can view the original Sakai help documentation, unedited, at http://kumu.brocku.ca/sakai/help/

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