Work Offline with Grade Data

You can download the full gradebook or selected columns from your courses to work with in another program outside of Learn, such as Microsoft Excel to do statistical analysis. You can also make changes to exported grades in another application and then upload them back into Learn. 

These columns are included in a exported grade file:

• Last name, first name, and username
• Student ID, last access, and availability
• Grade columns
• Attendance
• Manually added items
• Calculations
• Overall grade

Download grades from the Gradebook

1. From the gradebook, select Download.  The Download Grades panel opens.
2. Choose whether to download the full gradebook, select items, or grade history.
3. Select the file type for the downloaded file. Data files are comma-delimited (CSV) or tab-delimited (XLS).
4. Select the location for the download. You can save the file to your device or select a folder in the Content Collection.
5. Select Download.

NOTE: You can't include items that allow anonymous grading, two graders per student, or peer review in the downloaded file. 

Grade statuses

When you download the full gradebook, the file includes the grades you posted or are ready to post. No feedback is included. Overall grades are included if you set that up in your gradebook.

Grades you assigned appear as points, letters, or percentages based on how you chose to display each graded item in the gradebook. The column header includes the grade display.

Some additional information is provided:

• In Progress: Student opened the item but didn’t submit it.
• Needs Grading: You have an attempt to grade.
• Needs Grading (grade): You assigned and posted a grade, and one or more attempts are ready to grade.
• Ready to Post (grade): You assigned a grade, but didn't post it.

If you haven't created any graded items, you may still download the gradebook. If you complete a course, you may no longer download the gradebook.

Upload a file to the gradebook

You can upload a grade file you worked on offline and update your gradebook. In the gradebook, select Upload to open the Upload Gradebook panel. To upload a correctly formatted file, download the gradebook. Then, edit the file with the data you want to upload. 

In the downloaded file, be sure to clear any cells you want to add a new grade to. For example, if "Ready to Post" appears with a grade, remove the text and the grade.

You can drag a file from your computer and drop it in the "hot spot" of the upload panel. You can also browse your files or use one you stored in the Content Collection.

In the panel, you can review the list of columns you changed in the file you want to upload. Clear the checkboxes for any data you want to exclude from the upload.

In the grid view, columns with grade changes appear highlighted for a few seconds to show where the changes occurred.

Any grade additions or changes you made to non-posted grades in the file appear as overrides in your gradebook. In the student list view, you can open a student's submission and select Undo Override if needed. If you change a posted grade in the file, you'll need to post the grade again.

When you upload a CSV file of graded submissions to Ultra, these HTML tags are currently unsupported and removed from the Feedback to learner column: <b>, <i>, <u>, and <s>. As an alternative, you can use BBML tags.

If you complete a course, you may no longer upload a file to the gradebook.

File format guidelines

You can only upload a file in a comma-delimited (CSV) or tab-delimited (XLS) format. Reminder: To upload a correctly formatted file, download the gradebook. Then, edit the file with the data you want to upload.

To synchronize external data to gradebook data, unique identifiers are necessary for each student and for each column in the gradebook. The unique identifier used for each student is the student's username. The unique identifier for each column is a column ID number. Column ID numbers are generated by the system and shouldn't be changed or deleted.

You can add a column without a column ID number in the file you upload to create a new column in the gradebook. However, you must add at least one student's grade so the column is recognized and uploaded. The system adds a column ID number. You can edit the column after it appears in the gradebook to add the points total.

View errors

After you upload a file, a list of errors appears if you've made changes that adversely affect the gradebook. You're also notified about invalid usernames. Select View Error Details to learn more.

For some errors where you've cleared grades, you must select a result.

Examples:

You're about to clear some grades with attempts. Select a result:

• Preserve grade
• All attempts appear as submitted but not graded

You're about to clear some override grades with attempts. Select a result:

• Use the attempt grades
• All attempts appear as submitted but not graded

For some errors, you can continue to upload with a warning that some data with errors may result in unwanted effects.