Learn@UW (UW-Madison Only) - Import Scantron Scores into the Learn@UW Gradebook

This document describes the process that allows UW-Madison instructors to import Scantron Scores into the Learn@UW gradebook.

  1. Submit the Learn@UW courseID
    • Prior to giving the exam, please emphasize to students the importance of correctly completing the StudentID information on the scoresheet.
    • When submitting an exam to Testing and Evaluation (T&E) for scoring, write the Learn@UW courseID (e.g., english100_016_sp05) on the T&E "job order" form.
    • You can find the courseID by going to Edit Course and clicking on Course Offering Information.
    • The presence of a courseID number triggers T&E to make a copy of the results file available to Learn@UW Support.
  2. Receive Notification
    • After Learn@UW Support receives the T&E file, the .csv (comma separated values) file (<timestamp>_<courseid>_IMPORT.csv) is placed in the TE_Exams folder in the Files area of the Learn@UW course. The instructor is notified by e-mail that the file is available for importing into the Learn@UW Gradebook.
      **Note: This process can take up to 24 hours since it runs through two systems.
  3. Backup the Gradebook
    • As a precaution, we recommend exporting the Gradebook before making changes to it.
      1. From the Enter Grades tab, click Export Grades
      2. Select Username as the key field
      3. Check Points Grade
      4. Select all columns
      5. Click Export to CSV
      6. Save the file on your local computer.
  4. Prepare the Gradebook
    • Prior to importing grades, your gradebook should have a grade item column that will hold the grades you will import from the T&E exam file. Do one of the following:
     If you need to create a grade item to which to import the exam scores:
     If you plan to import the exam scores into an existing grade item:
    1. Click Manage Grades.
    2. Select New Item.
    3. Select Numeric for the Grade Item Type.
    4. When creating the item, enter in the Name field the <timestamp> part of the <timestamp>_<courseid>_IMPORT.csv filename specified in the e-mail received from Learn@UW Support.
      • For instance, if your IMPORT file was named 201012271515_bio101_001_fa10_920.dsk_IMPORT.csv, you would name the new grade item 201012271515.
      • To avoid complications within the Gradebook, leave the 'Short Name' title blank.
    5. If desired, select a Category.
    6. Select the number of Max. Points to be awarded for the exam, and (if using the weighted system) the correct weight for the test. If the exam includes an extra credit opportunity, check "Allow grade to exceed points," or "Allow grade to exceed weight."
    7. Do not select "This is a bonus item" unless the entire test is for extra credit.
    8. You may select a grade scheme (if one has been created) or any desired display options.
    9. You may choose which "Submission View" or "Managing View" display options you like.
    10. Click the Save button.
    11. If desired, set Restrictions [under the Restrictions tab] for the release of statistics to students.

    1. Click Manage Grades.
    2. Select the checkbox next to the grade item you want import the grades into.
    3. Click the icon that looks like two little pencils pencils icon
    4. Enter in the Name field the <timestamp> part of the <timestamp>_<courseid>_IMPORT.csv filename specified in the e-mail received from Learn@UW Support.
      • For instance, if your IMPORT file was named 201012271515_bio101_001_fa10_920.dsk_IMPORT.csv, you would name the new grade item 201012271515.
      • To avoid complications within the Gradebook, leave the 'Short Name' title blank.
    5. Enter the number of Max. Points to be awarded for the exam.
    6. Select the Bonus checkbox ONLY if the entire test is for extra credit.
    7. If the exam includes an extra credit opportunity, select the Can Exceed checkbox.
    8. You may select a grade scheme (if one has been created) or any desired display options.
    9. When finished, click the Save button.


  5. Download the file
    • Download the file, which will be called <timestamp>_<courseid>_IMPORT.csv, from the TE_Exams folder.
      1. Click on Edit Course, and Manage Files, and then on the TE_Exams folder.
      2. Check the box next to the IMPORT.csv file once you have located it under the TE_Exams folder.
      3. Click on the download option. It is a green circle with a triangle pointing down. It is between the Delete and Zip icon.
      4. A pop-up window will open. Click on the hyperlink.
      5. A new pop-up window should appear. Save the File.
    • IMPORTANT: We strongly advise that you do not open this file. In our experience, simply opening the file may alter it, and prevent it from importing. Any grade changes that need to be made can be done in Learn@UW after the import is complete.
  6. Import into Gradebook
    • To import the exam grades into Learn@UW:
      1. In the Gradebook, click the Enter Grades tab along the top.
      2. Click the Import button

      3. Click Choose File to find the IMPORT file that you just downloaded to your computer and click Open.
      4. Click Next. At this point you will be able to see specifically which grades will be imported. If you are satisfied with the preview, click Continue.
      5. Click Import to accept the changes and import the grades into the Gradebook. (Since only a limited number of students appear on the preview import screen, you may need to click Import multiple times).
    • You may now change the column's (long) name, if desired, by clicking the button from the dropdown menu next to the grade item in the grades list under the Manage Grades tab.
  7. The Error File
    • Error files are created when, based on the StudentID provided in the file from T&E, we were unable to find a NetID (username) for some of the students. An Errors file named <timestamp>_<courseid>_ERRORS.csv would be created and put in your TE_Exams folder. Encouraging students to carefully complete the ID information on the scantron test sheets will help avoid the need for manually correcting errors.
    • We recommend that you open this Errors file using a spreadsheet program such as Excel and manually add these scores to your Learn@UW Gradebook. To manually add scores to the Gradebook, see Entering Student Grades.
  8. Troubleshooting
    • Check to be sure that the (long) column name in the Gradebook corresponds to the column name in the file. The notification e-mail indicates what the (long) column name in the Gradebook must be. Click on the Title of the column in the Gradebook, and then verify that the Name is correct.
    • If you opened the file during step 3, delete the file from your computer and repeat step 5 without opening the file in Excel or any other application. Any grade changes can be made in Learn@UW after the import process.

If you still cannot import the file, please e-mail madison-learnuw@lists.wisc.edu and describe the errors you are receiving. Please be sure to include the CourseID.

For more information regarding Testing & Evaluation, please visit the T&E Homepage.

See Also:




Keywords:learn@uw learnuw d2l desire2learn gradebook grades importing scantron scores testing evaluation t&e te_exams   Doc ID:3470
Owner:Theresa B.Group:Learn@UW Madison
Created:2005-02-08 19:00 CDTUpdated:2016-04-12 13:55 CDT
Sites:DoIT Help Desk, DoIT Tech Store, Learn@UW Madison
Feedback:  13   8