Learn@UW - Submitting Electronic Grades from Learn@UW to your Student Information System (SIS)
The Learn@UW/D2L e-Grade Submission process begins within the Learn@UW/D2L gradebook and ends with the grade approval and posting process within the campus student information system (SIS). The Learn@UW/D2L process allows instructors to "Send" a grade file from their course and "Import" the file into their grade rosters within their SIS.
Preparing the Gradebook in Learn@UW/D2L
For submission to work properly, the gradebook must first be properly configured in Learn@UW/D2L.
Step 1: Create a Grade Scheme
A grade scheme must be applied to the final grade to send a letter grade to your SIS. If you already have a valid letter grade scheme within your course or organization, you can skip to Step 2: Apply the Grade Scheme.
Before preparing your scheme, it is necessary to calculate the percent cutoffs for each grade, regardless of whether the weighted or points system is used (for example: 90% and above = A).
NOTE: A grade scheme cannot be created based on the point cutoffs for each grade.
To create a new grade scheme:
- Click on Grades in the course navbar then click on Schemes.
- Click on the New Scheme button to begin creating your scheme.
- For your reference, give your scheme a Name and Short Name.
- Click Add Ranges link at the bottom to add blank rows to fill out for all of the required grades.
- Enter the Symbol and Start % for each grade, A-F.
- Explanation of scheme properties:
- Symbol: The symbol is the letter grade. For example: A, B, C, etc., AB, BC, etc., or A, A-, B+, etc.
- Start %: The start % is the lowest possible percent earned for this grade. For example, to give an "A" to students who score between 90 and 100% in the course, enter "90" into this textbox.
- Color: Background color that displays for this grade within the gradebook. This is optional.
- Assigned Value: This is for populating selectbox grade item types. This is optional.
- The start percent must be a percent, not a point value.
- AB, BC, and other combined letter grade symbols must be entered without any slashes ("/" or "\").
Step 2: Apply the Grade Scheme
The letter grade scheme can be applied to either the entire course's gradebook or to just the Final Adjusted Grade. If you already have a valid letter grade scheme applied to your gradebook or to the Final Adjusted Grade, you can skip to the next step.
To apply scheme to entire gradebook:
- Click on Schemes.
- In the table, find the grade scheme you want to use then click on the check mark within that scheme's row. This will set the scheme as the default scheme for this course's gradebook.
To apply scheme to the Final Grade:
- Go to Manage Grades.
- Click on the Final Adjusted Grade item.
- Under the Grading heading, click on the drop down menu for Grade Scheme. Select the scheme you want to use.
- Under the Display Options heading, check to make sure the Grade Scheme Symbol option is checked for both Student View and Managing View. If they're not, check the Override check box on each then check the Grade Scheme Symbol option. The Scheme Symbol will not display in the gradebook if these are not checked.
- Click the Save and Close button.
I cannot see the letter grade in Final Adjusted Grade.
- Check the Final Adjusted Grade properties to make sure:
- The Grade Scheme has been applied to the final grade, either by default or by setting it through the Grade Scheme property manually for that item.
- The Grade Scheme Symbol option is checked for both Student View and Managing View under the Display Options. If they're not, check the Override check box on each then check the Grade Scheme Symbol option. The Scheme Symbol will not display in the gradebook if these are not checked.
- Final grades may still need to be calculated, which is cover in the next step, Step 3: Calculate Final Grades.
The letter grade looks incorrect.
- Final grades may need to be recalculated, see the next step below, Step 3: Calculate Final Grades.
The grade scheme may be improperly set up.
- Look at the graphical representation of the grade scheme to verify that all numbers are represented within the proper percentage range.
- Remember that schemes are set up by percent (not points).
Step 3: Calculate Final Grades
After you have the letter grade scheme set up, you need to calculate the Final Adjusted Grade to make sure it is populated with a score.
Two things to note:
- A calculator icon next to a student's final grade signifies that it has not been recalculated.
- Automatically Keep Final Grade Updated should not be checked in large classes.
To manually calculate Final Grades:
- On the Enter Grades screen, click on the down arrow icon next to either Final Calculated Grade or Final Adjusted Grade.
- Select Grade All from the menu.
- At the top of this page, click on the down arrow icon next to the Final Grades heading.
- Select Recalculate All from the menu.
- Select Final Adjusted Grade then click the Calculate button.
- In the list, select all the items that should be within the final grade calculation. If all items should be selected, click on the checkbox at the very top of the table to select all. Then, click the Calculate button.
- You will see a warning pop-up informing you that all the current scores for the final grade will be overwritten. Note that this warning will show even if you haven't already calculated them or they are currently blank. Click OK to proceed.
- After processing, you will see a Saved Successfully window at the bottom of the screen. It may take some time for this recalculation to process, especially with larger classes or gradebooks. There is a wait of approximately one minute for every 100 students being recalculated.
- Note: Problems occur most commonly in large classes.
- Bonus Points: The maximum final grade in Learn@UW/D2L is 100%. Students who receive more will still see 100% reported to them in Learn@UW/D2L, and will receive a grade based on 100% in the final grade scheme.
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In some large classes, grade calculation cannot be completed all at once; it is instead necessary to recalculate grades in chunks.
- While in the Final Grades screen, under View By, select
Groups from the drop down menu. Click the Apply button.
- In the drop down menu next to Groups, select the group section you want to display.
- Click on the down arrow icon next to Final Grades heading at the top of the screen, and repeat the process for recalculating grades as described above.
- Select the next section of the same section type in the Groups menu and repeat the process for all sections in that section type until all student's grades are updated.
The Grade Submission Process
- Letter grades must appear in the final grade column for verification prior to sending to your SIS.
- Make sure that the Final Grade is based on the Final Adjusted Grade.
- If you are using the weighted system, watch out for a warning that "The 'Final Grade' sums to x, not 100%" while in the Manage Grades screen. This warning indicates that the weight of assignments needs to be adjusted to total 100%.
- If the grade scheme is not giving the exact desired results for just a few students, it will be possible to adjust grades manually in your SIS.
- Only students who are officially registered for the course will have their grade sent to your SIS. Guests or other unregistered students will not have a grade sent to your SIS.
Step 4: Send Grades to My SIS
The actual grade submission process requires that grades first be sent from Learn@UW/D2L then be imported and verified within your SIS.
To submit your grades to your SIS for review:
- Go to Enter Grades.
- Make sure that Users is selected in the View By
drop down menu and verify that your students' grades are correct in the Final Adjusted Grade column.
- Click Export to SIS button. Please be patient until you receive a response from Learn@UW/D2L. If you receive an error, wait a few minutes before try clicking the Export to SIS button again.
- After clicking the Export to SIS button and receiving a success message, the export process will begin. It may take some time before your grades will display for import within your SIS.
I do not see an option to send final course grades to my SIS.
- It is possible that your campus renamed the Export to SIS button to something other than "Export to SIS". If you have any questions on which button is the correct one to use, please contact your Learn@UW/D2L Site Administrator.
- If you do not see any export option to send final course grades, and a letter grades appear in the Final Adjusted Grade column, contact your campus Learn@UW/D2L Site Administrator.
After sending grades from Learn@UW/D2L, and waiting several minutes, grades can be imported into your SIS. Once in your SIS, the following steps will need to be done to complete the grade posting process to your SIS:
- Check that your grades are ready for import. An Import button will be available if they're ready.
- Import the grades by clicking on the Import button.
- Approve the grades.
- A Registrar process will post the grades.