Introduction

The Gradebook tool allows instructors to calculate, store, and distribute class grade information to their students within Sakai. You can also submit your grades to REGIS (Rosters and Electronic Grading Information System) with this tool.

The Sakai Gradebook tool is linked to the Sakai Assignments and Tests & Quizzes tools. The Gradebook can import grades from these tools automatically. See the documentation on these two tools to learn how to incorporate their grades in the Gradebook tool.

Note: Entries in the Gradebook tool are referred to as assignments. Unless otherwise noted, these are not assignments from the Assignments tool.

Click the Add Gradebook Item(s) action button beneath the Gradebook tool title bar. Fill in the title, point value, and due date for your gradebook assignment, adjust the assignment settings, and click Add Item when done.

To edit or delete an assignment, click the assignment title in the Overview listing, and then click the respective link. To grade an assignment, scroll down to the Grading Table, input the student grades for the assignment, and click Save Changes when done.

Continue reading for more detailed instructions and instructions for advanced features.

Gradebook Setup

To edit your gradebook settings, click the Gradebook Setup button beneath the title bar.

Grade Entry

The Grade Entry section allows you to chose how you would like to enter grades into the gradebook. You can select Points if you would like to enter the number of points the student earned out of the maximum number of points. Select Percentages if you would like to enter the grade as a percentage.

Gradebook Items Display

To allow students to see their grades once you have enetered and released them, check the box next to Display released Gradebook Items to students. If you do not want students to see their grades, leave the box unchecked.

You can also release a gradebook item when creating or editing the gradebook item.

Categories and Weighting

If your Gradebook will not have many entries and you do not wish to do advanced computing, you probably do not need to use categories. Select No categories and proceed onto section 3 (Gradebook Assignments). If you would like your gradebook entries to be sorted into sections (assignments, quizzes, etc) then Categories may be helpful. If you would like to weight final grade calculations (quizzes worth 30%, assignments worth 20%, etc), then use Categories & Weighting.

Weighting lets you grade items on a fixed scale and then make them worth an adjusted amount in the final grade. For example, you can have 5 quizzes and 2 tests, each worth 100 points individually. In the final grade, tests are worth more however. The final grading rubric may have tests at 30% and quizzes at 20%. Gradebook weighting can handle this without you having to do extra computing. Simply weight the categories appropriately, add the items to the corresponding category, and grade each on a 100 point scale.

If you decide to use categories and/or weighting, enter the category name (and percentage for weighting) in the text boxes that appear. To add another category, click Add a Category beneath the category list. Click Save Changes below to save. Note: for grade weighting, be sure that the final percentage adds up to 100%.

You can also manipulate the grades within each category by selecting one or more of the following options:

Checking the box next to one or more of these options displays an additional column within the listed categories. The new column allows you to choose how many items within each category are dropped or kept.

Now that categories have been established, you can add gradebook entries and begin grading.

Gradebook Items

The basic unit in the Gradebook tool is the assignment. These are entries in the gradebook, and can represent homeworks, tests, quizzes, exams, class participation, or any other form of assessment. Assignments can be conducted in Sakai, but they do not have to be (e.g., Class participation can be assessed using this tool).

Gradebook assignments are only entries in the Gradebook tool. They have no effect on the Assignments tool.

Add Gradebook Item(s)

Before continuing, if you are using one of Sakai's tools to assess your students, please refer to the table below for details on how each individual tool interacts with the Gradebook.

Gradebook and Gradebook 2
Assignments Use the Assignments tool to create a new gradebook entry, OR associate with an existing gradebook entry that was created in the Gradebook tool.
Assignments 2 Use the Assignments 2 tool to create a new gradebook entry, OR associate with an existing gradebook entry that was created in the Gradebook tool.
Discussion and Private Messages Use the Discussion and Private Messages tool to grade the posts and create a new gradebook entry.
Forums Use the Gradebook tool to create an item, then use the Forums tool to grade the posts and associate the grades with that existing item.
Tests & Quizzes Use the Tests & Quizzes tool to grade assessments and create a new gradebook entry.

Click the Add Gradebook Item(s) action button beneath the Gradebook Items heading.

On the Add Gradebook Item(s) page, enter the assignment's title in the Title text box and add its point value in the Gradebook Item Relative Weight text box. You have the option of adding the assignment's due date, but this is not required.

You can also select the Extra Credit option to add the Gradebook item as extra credit.

The due date has no functionality other than to give more information about an assignment. Though it has no other function within Sakai, it can be helpful for students so they know when work is expected to be completed.

If you are using categories (see section 2) select the category for the assignment in the dropdown box.

Click the check box for Release this item... to make the assignment appear in the students' view of the gradebook.

Click the check box for Include this item... if you want the assignment to be counted towards the final grade.

If you wish to enter more Gradebook items you can do so buy clicking on the Add Another Gradebook Item link.

Click Add Item(s) to add the item(s) to the gradebook.

Assignment List

Once you have assignments entered into your gradebook, you can see an overview of them in the gradebook items page. By default, the Gradebook tool will open to this screen. If you are not in the gradebook overview, click the Gradebook Items action button.

Your assignments are listed beneath the Gradebook Item Summary header.

The assignment list shows you the weight of each category (if applicable), each assignment's class average, due date (if applicable), if it is released to students, and if it is included in the course grade.

You can sort the list by clicking the header for each column. You can also use the arrows within Sorting column to move items individually up or down.

Edit and Delete Assignments

To edit or delete an assignment, click on the assignment's title under the Gradebook Item Summary header.

You will see a short synopsis of the assignment's details.

To revise the assignment settings, click the Edit gradebook item settings link. Make your changes, and click Save Changes.

To delete an assignment, click the Remove gradebook item from gradebook link. You will be asked to confirm the assignment deletion.

You can also edit an assignment by clicking on the Edit link next to the assignment's title under the Gradebook Item Summary header.

Grade Assignments

To add student grades for an assignment, click on that assignment's title in the assignment overview.

Scroll down past the assignment details to the heading that reads Grading Table.

You will see a list of students in your worksite. You will see their first and last name, their NetID, and the grade for the assignment in a text box. If you have not yet graded the assignment, the grade for that assignment will be blank.

If the assignment is imported directly from the Assignments or Tests and Quizzes tool, the grade for this assignment will come from that tool. Changing the grade for one of these assignments must be done within the Assignments or Tests and Quizzes tool.

To view a specific group or section, click the View dropdown arrow.

To change a student's grade for an assignment that is not linked to the Assignments or Tests and Quizzes tool, type the new grade into that student's text box in the Percentage column or Points column depending on which grading method you have chosen to use.

You can add textual comments to the grade for the student to see. Click Edit Comments in the grading table. Text boxes will appear to allow comments for each student. Enter any comments you wish.

Click Save Changes to change the grades. Your changes will be recorded in the grade log (see section 2.4.3)

Navigate the Grading Table

By default, only 20 students are shown at a time.

The roster controls are above the roster on the right side. Use these to navigate the roster.

To show the next 20 students, click the > button. Similarly, to show the previous 20 students, click the < button. The |< and >| buttons send you to the very first and the very last pages of the list, respectively.

To increase or decrease the size of the list, select the desired size in the drop down list. The page will then reload and your desired settings will be reflected.

Search For a Student in the Grading Table

You can use the search box above the grading table to pull up a specific student's grades. You can search by name or by NetID.

Enter the NetID or name into the search box and click the Find button. All records matching that name will appear in the grading table.

Click the Clear button to revert to the view of everyone in the class.

Use Grading Logs

A grading log allows you to see who has made changes to a grade and when those changes occurred.

To view a student's grading log, click on the icon in the Log column for that student.

You will be shown any changes that have been made to that student's grade, when the changes occurred, and who made the changes.

Changes to grades can be made by anyone with instructor, maintain, or TA permissions. The more people you have making changes, the more difficult it can become to keep track of who did what when. The grade log eliminates this problem by keeping a record for you.

Gradebook Options

Use the Course Grade Options action beneath the title bar to change grading scales and the way that your students see their grades.

You have the option to display the course grades to students by checking the respective box.

You can change the point values for letter grades and pass/fail grades under the Grade Conversion heading.

If you grade an assignment with letter grades or the Pass/Not Pass grade types, the point values associated with the grades are what will factor in to your students' cumulative grades.

You can remove any of the grades from the scale by setting the minimum % for grades to the same value. If you wish to have + grades, but no - grades, then set the - grades to be the same values as the regular letter above them. For example, you can make a B- and a B both have a minimum value of 80. The higher grade will prevail, so any student who receives an 80 will receive a B and no student will receive a B-.

To change a point value for a grade, change it in the text box next to that grade.

Click the Save button to make the changes.

To change point values for another grade type (e.g., Pass/Not Pass), select the grade type in the Grade Type dropdown box and click the Change grade type button.

Gradebook Views

You can view Gradebook information in different ways.

View All Grades

Click the All Grades action beneath the title bar. You will see a table with all your students and all grades for Gradebook assignments, as well as any percentages for weights you have set up. The Gradebook will also calculate a course grade based on all the graded assignments to date.

Navigate the grading table as you would in Section 3.4.1.

The columns for the gradebook items can be hidden individually. The Hide/Show Columns link on the right above the table will open a new window where you can check the box next to the item you wish to hide.

Press Save for save the changes to the table.

Hiding a column won't affect grade calculations. It is used to simplify the grade table for graders.

View Course Grades

Click the Course Grades action beneath the title bar. You will see a table with all your students and the final grade to date as calculated by the Gradebook. You can override the final grade by putting a new grade in the Grade Override column and click Save Changes below the list.

Navigate the grading table as you would in Section 3.4.1.

Calculate Blanks to Zeros

Gradebook automatically registers missing and nongraded assignments as nulls. This inflates the grades of students who are missing assignments, since nulls are statistically irrelevant. By calculating all missing grades to zero, a student's actual grade is displayed.

To calculate all missing grades to zeroes, first click the Course Grades action beneath the title bar. You will see a table with all your students and their final grades. Click Convert missing grades to zeros beneath the table.

Then click Save changes to replace all nulls with zeros.

You can also export your grades through the yellow drop down menu below the grading table.

View Individual Students

Click the All Grades action beneath the title bar. You will see a table with all your students and all grades for Gradebook assignments, as well as any percentages for weights you have set up. Click any student's name to see the grades for just that student. You can make adjustments for that student's grades in the Grade column. Click Save Changes to save your changes.

See Student View

Click the All Grades action beneath the title bar. You will see a table with all your students and all grades for Gradebook assignments, as well as any percentages for weights you have set up. Click any student's name to see the Gradebook to see the grades for just that student. Then, click (Student name)'s View of Grades to see that student's view.

You will see the Gradebook as that student would see it. To return to the Instructor view, click Return to Instructor's View of Grades for (Student name).

Export Gradebook

You may find it helpful to export your gradebook into an Excel spreadsheet, a PDF, or a CSV (comma separated value) file. You can do this from the Course Grades page.

To export your gradebook to an Excel spreadsheet, click the Export Course Grades for Excel button.

To export your gradebook to a PDF, click the Export Course Grades for PDF button.

To export your gradebook to a CSV file, click the Export Course Grades as CSV button.

The files will be downloaded to your computer.

Excel and CSV files can be opened in Excel by double clicking on the file. You can also open a CSV file in a text editor such as Notepad.

Import Gradebook Data

You have the ability to import grade data into the Gradebook tool from a spreadsheet.

Requirements: The first column must consist of Student NetIDs or RUIDs. The first row must consist of headings for individual gradebook items (e.g., Assignment 1, Exam 2, etc.). The file must be saved in CSV format.

To get a properly formatted spreadsheet, follow the instructions in section 5, Export Gradebook.

Once you have your scores in your spreadsheet, save the document (make sure to save it as a CSV file) and enter the Gradebook tool in Sakai.

To upload the data, first click the red Upload/Import action button at the top of the tool.

On the next screen, scroll down to 3. Import Spreadsheet and click Choose File.

Click the Browse... (or Choose File) button to find the proper spreadsheet file. Once you have selected the file, click the Continue button.

You will return to the previous screen. Click Import Spreadsheet.

If your spreadsheet is properly formatted, the next screen will show the data that you are trying to upload. Verify that this data is correct and click the OK button at the bottom of the screen.

Import Gradebook Data - Using the Loading Dock

To upload a single gradebook item, you can use the Loading Dock. Under the Gradebook Items heading, click on Import gradebook item from spreadsheet.

On the next screen, click on the Upload spreadsheet (csv or xls format) to Loading Dock link.

Enter a name for your file in the Title text-box. Once you have done that, click on the Choose File button. Click the Browse... (or Choose File) button to find the proper spreadsheet file. Once you have selected the file, click Continue, which brings you back to the previous page where you gave your file a title. Click Save.

On the Verify Upload screen, you will see the information that was uploaded from the spreadsheet. If everything is correct, scroll down and click Ok. Click the Back button if the information is not correct and you would like to upload a different spreadsheet.

Once you return to the Import Gradebook Item page, under the table titled Loading Dock, select which uploaded spreadsheet you would like to import a gradebook item from by clicking the Import link.

On the next screen, you will your spreadsheet data. Select the column that you want to import into the Gradebook by clicking it's radio button in the gray column header. Once you've made your selection, scroll to the bottom of the page and click Import Selected. In the example below, the user has selected to import test 2.

On the next page, give your assignment a title and a point value. The following options are also available:

Click the Submit button to complete the process.

The assignment will now show up in the Gradebook Items Summary section of the Gradebook (click the gray Gradebook Items button at the top of the screen to see it).

Upload Grades to REGIS

You can submit your grades to REGIS (Rosters and Electronic Grading Information System) through the Gradebook tool. In order to use this feature, you must:

  1. Have a roster attached to your Sakai site (see the documentation on Rosters & Adding Participants)
  2. Have official REGIS access to submit grades (see the documentation on Rosters & Adding Participants)
  3. Be within the approved grading period for the semester

Click the Submit to the Registrar action beneath the tool bar.

You will see a list of your students and their final grades as calculated by the Gradebook tool. Letter grades are assigned according to the grade scale (see Section 4). If a grade in the grade scale is not acceptable by REGIS, it will be rounded up (eg: a B- will be rounded up to a B). If this happens, a note will be made in the Messages column.

Review your grades and make any adjustments as necessary. You can also add comments which will be submitted to REGIS. To save your changes without submitting, click Save draft below the grade list.

To submit your grades, click Send to Registrar below the grade list. All grades that are acceptable by REGIS will be submitted. Any grades that are blank or incorrect will be rejected. You will be notified of any errors.

All grades which have been successfully submitted will have a green check in the Submitted column.

You must submit grades for each section individually. Select your section from the dropdown box above the grade list.

Once a grade is successfully submitted, it can only be changed through administrative processes. You cannot change already submitted grades through Sakai.

2012 June 27