Learn@UW - Overview & FAQ of Grade Submission from Learn@UW/D2L to Campus Student Information System

Overview:

The Grade submission process allows instructors to transfer final grades from their Learn@UW/D2L gradebook to their Student Information System (SIS) Grade Roster. This streamlines the grade submission process for those instructors who use the Learn@UW/D2L gradebook.

What is required:

An instructor must have a Learn@UW/D2L course and use the Learn@UW/D2L gradebook. The Learn@UW/D2L gradebook must include a Final Grade column and must have a grading scheme assigned to that column. The grading scheme will probably be a new grading scheme defined by the instructor, but it can be one of the Organization Schemes available to all instructors. The grading scheme must produce valid letter grades for your SIS. For more information on creating your Final Grades, refer to: Learn@UW - Submitting Electronic Grades from Learn@UW to your Student Information System (SIS).

How it works:

When grades are due, the instructor reviews the Learn@UW/D2L Gradebook and confirms that it is complete. The instructor then selects the Export to SIS button, and final grades are transferred to the Campus SIS. The instructor then logs into the SIS and selects the desired grade roster. The instructor clicks the Import button and the grades that were exported from Learn@UW/D2L are brought into the Grade Input column of the SIS. The instructor then reviews and approves the grades in the SIS. On a regular basis, a process posts any approved set of grades.

Frequently Asked Questions:

  1. QUESTION: When can I transfer my Learn@UW/D2L grades to my SIS?
    ANSWER: You can transfer grades from your Learn@UW/D2L course to your SIS any time during your announced grading period until your grades are in a posted status. Each time you import grades into your SIS, it can take several minutes before the new grades are ready in your SIS. Note that once your grades have been posted, you should no longer export grades from Learn@UW/D2L. Any changes would have to be made with your Registrar.

  2. QUESTION: Can I transfer my grades more than once?
    ANSWER: Yes, you can transfer grade files from Learn@UW/D2L to your SIS as often as you'd like until your course grades have been posted in your SIS. If you have not set your SIS course grade roster to "Approved," log into your Learn@UW course, change the applicable grades and start another Export to the SIS. Then, log into your SIS and select the Import button. Each time you import grades into your SIS, the new grades replace the existing grades.

    If you have already changed the status on the grade roster to "Approved", you must first change the status back to "Ready for Review". After you have changed the status, follow the procedures above to change your grades, export, and re-import them. Be sure to re-set the status back to "Approved" once you have finalized your grades in your SIS.

  3. QUESTION: What if I have multiple sections in my Learn@UW/D2L course?
    ANSWER: When you export grades from a Learn@UW/D2L course, all grades for all sections in the Learn@UW/D2L course are transferred to the appropriate grade roster in the SIS. Each section in your SIS picks up the appropriate students and grades.

  4. QUESTION: What if the student list in my Learn@UW/D2L gradebook doesn't match my actual course enrollment?
    ANSWER: Please check with your Learn@UW/D2L site administrator if you have questions with your Learn@UW/D2L course enrollment. All enrollment changes must be made in conjunction with your site administrator.

  5. QUESTION: Can I use a grade scheme that I created in more than one Learn@UW/D2L course?
    ANSWER: Yes, but you need to recreate it in each course. Currently, there is no way to access one of your own grading schemes in more than one course.

  6. QUESTION: Can I create a new grade scheme in Learn@UW/D2L that I use only for the final grade?
    ANSWER: Yes.

  7. QUESTION: I selected the "Send final grades" option, received a Success message. Now what do I do?
    ANSWER: The egrading interface is designed to copy grades from your Learn@UW/D2L gradebook to your campus SIS. To complete the process, you must log into your SIS, import your Learn@UW/D2L grades into your grade rosters, then save your grades in an "approved" status within your SIS.

  8. QUESTION: How do I change some grades after importing them into my campus SIS?
    ANSWER: Until your grades are in a "posted" status within the SIS, you have two options for changing your grades:
    • Make your changes to the final grades within the SIS only or,
    • Make your changes within your Learn@UW/D2L course and repeat the entire Export/Import process. If you repeat the entire process, any changed grades from your Learn@UW course will overlay the existing grades in the SIS.

  9. NOTE: If you have already posted your grades in your SIS, you will need to contact your Registrar to modify any grades.

  10. QUESTION: After importing my grades into my SIS, I realized that my grading scheme was all wrong. What should I do?
    ANSWER: You can transfer grades from Learn@UW/D2L to your SIS as often as you'd like until your course grades have been posted in your SIS. Log into your Learn@UW/D2L course, make changes to your grading scheme and Final Grades, then export the grades to your SIS. then, log into your SIS, and if you have not yet set your SIS course grade roster to "Approved," select the Import D2L button. Each time you import grades into your SIS, the new grades replace the existing grades.

    If you have already changed the status on the grade roster to "Approved," you must first change the status back to "Ready for Review". After you have changed the status, follow the procedures above to re-import your grades. Be sure to re-set the status back to "Approved" once you have finalized your grades.

IMPORTANT Notes on Learn@UW/D2L Calculated and Adjusted Grades and Grade Schemes:

The Final Calculated Grade cannot be used as the exported grade. Instead, the Final Adjusted Grade values are the ones that are sent over during the Export to SIS. If the Final Adjusted Grade column is blank, then nothing will be populated in the SIS. Instructors who want to use egrading will need to use the Final Adjusted Grade column and can transfer the Final Calculated Grade column values over to the Final Adjusted Grade column as is and without making edits if they so choose.

Instructors will also need to use a scheme in their grade book that uses a letter for the grade scheme symbol (e.g., A/B scale, A + or - scale, etc.) instead of the default "Percentage" grade scheme. Most SIS systems will be looking for a "letter" grade when those grades are imported, and if the system doesn't recognize the imported grade symbol, the grades will not populate in the SIS. If the instructor prefers the "Percentage" scheme in their gradebook, a "letter" scheme can still be applied to just the Final Adjusted Grade.




Keywords:learn@uw learnuw uw d2l desire2learn egrading eGrade submission student information system sis grades gradebook grade export   Doc ID:4231
Owner:Susan D.Group:Learn@UW Utility
Created:2005-11-30 19:00 CDTUpdated:2015-03-09 10:59 CDT
Sites:DoIT Tech Store, Learn@UW Utility
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