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There are several ways to enter grades into the gradebook including importing grades with a CSV, manually entering grades, and using an assessment form which when completed automatically populates the grade.
Navigate to Admin>Manage Gradebook.
Search for and click on the required course name.
Ensure that you're working in the correct curriculum period and change it as needed.
Search for and click on the title of the assessment you would like to grade. This will take you to the assessment page.
Click the Import/Export button on the right and select Import grades from the dropdown menu.
The data needs to be in CSV format to be uploaded. If you use Excel or Numbers use “Save As” to create a version of your file as a .csv.
The marking scheme dictates what information and formatting should be included in your .csv file to upload. For all files include the learner id number.
For numeric marking schemes include the numerator of the grade
For percentage marking schemes include the percentage
For pass/fail marking schemes format your CSV so that a pass is 100 and a fail is 0
For complete/incomplete marking scheme change the assessment marking scheme to pass/fail, import the marks as listed above, then revisit the Edit Assessment page and change the assessment marking scheme back to complete/incomplete. The marks should update to C’s and I’s as required.
Drag and drop or browse you computer to find the file you need to upload. Click Import CSV.
Navigate to Admin>Manage Gradebook.
Search for and click on the required course name.
Ensure that you're working in the correct curriculum period and change it as needed.
Search for and click on the title of the assessment you would like to grade. This will take you to the assessment page.
Click in the grade column beside a learner name/number. Enter the appropriate grade.
Your work saves automatically.
If you do not provide a grade for an assessment it will display with a dash in the grade column when reviewing the assessment and will also display as a dash when viewing the grade spreadsheet. If you export the grades there will be a blank cell in the spreadsheet where the missing grade is and all missing grades will count as zeroes in the learner's final grade. Learners' views of their gradebooks will behave slightly differently from than this so that administrative staff can create all assessments in a gradebook at the beginning of a course and fill in grades over time without learners thinking they have multiple zeroes in their grades.
Make sure that faculty are listed on the course contacts section of the course (i.e., as a course director or associated faculty) and have been added to an assessment as a grader for them to enter grades. Course directors will have access to view grades regardless of whether they are an assigned grader or not. Please note that up to ME 1.12 a course must have an associated course website in order for the system to recognize the list of graders and allow faculty to access the gradebook.More information about creating course websites can be found in the Courses help section.
Navigate to Admin>Manage Gradebook.
Search for the appropriate course as needed and click on the course title.
Search for and click on an assessment title.
Scroll down to view the list of learners; click in the Grade column beside a student name.
If a form has been attached to the drop box assessment the user will see a split screen with the assessment form on one half and the assignment on one half. Use the assessment form and click 'Save and Close' to just grade this one assignment, or 'Save and Go to Next' to continue grading additional assignments. (Note that the system progresses to each learner whether or not an assignment has been submitted to the drop box.)
A custom grade can be provided (e.g., increase or decrease a half point) by clicking on the Custom Grade check box in the bottom left. After clicking the check box the user will be able to type in the grade they want to record.
For more information on using drop box (including how to pass back assessments), please see the drop box help section.
A quiz created through the quiz module questions can be automatically graded. A reminder that the quiz module only allows for multiple choice questions. If a quiz is attached to a learning event and a gradebook assessment it will automatically be graded and the gradebook will be updated accordingly once the quiz is completed. For instructions on linking a quiz to a gradebook entry, please see the Gradebook>Attach Quiz help section.
Exams created with the Elentra Exam module can also be attached to a gradebook entry so that when the exam is graded the grade automatically forwards to the gradebook. Attaching an exam to a gradebook assessment can be completed from an exam post or from a gradebook assessment (assuming a post already exists). For additional details on completing this process please see the Gradebook>Attach Exam help section.
This feature allows you to modify the weight of an assessment for an individual student.
Navigate to Admin>Manage Gradebook.
Search for the appropriate course as needed and click on the course title.
Search for and click on the assessment title.
Scroll down to Grade Calculation Exceptions.
Click on Select a Student and select the required learner from the dropdown menu.
When the learner name appears below adjust the weighting by typing in the new assessment weight.
Remove individual grade calculation exceptions by clicking the red minus button beside a learner name.
If you use this feature you do need to ensure that you rebalance the gradebook weighting of other assessments for the learner. For example, if you reduce a midterm from 10% to 0% because of an excused absence, you will need to manually increase the weight(s) of the same student's other assessments so that the total weight is still 100%.
When you add an assessment to the gradebook you can specify whether or not to show the assessment in the learner gradebook and you can set start and end date and time to control the visibility of the grade. Grades are released to all members of the course enrolment at the same time. You can’t currently release grades to only selected learners through gradebook.
By creating an assignment drop box in the gradebook you can allow learners to upload assessments, and allow faculty to view and mark those assessments within the system. If a form is attached to an assessment faculty can use the form and view the assessment simultaneously.
Navigate to a course gradebook and ensure you are in the correct curriculum period.
Search for or create a new assessment.
Click 'Add Drop Box' under the Assignment column for the assessment.
Complete the required information, noting the following: Assignment Drop Box
Set submission options.
Allowing students to upload more than one file can be useful if students are submitting pictures or documentation of an experience. The maximum number of files a student can upload also limits how many files can be handed back.
Adding a dashboard notice will automatically generate a dashboard notice including assessment due date and a link to the drop box and display it to the learners responsible for the assessment. If you select a dashboard notice, the default release is immediately. To modify the release date, click “Release notice on a custom defined date” and set the release date (this section applies to the dashboard notice only, not the availability of the drop box).
Allow learners to upload new revisions will allow students to replace an existing file with a newer one.
Allow graders to see the name of the learner they are grading can be unchecked if you wish graders to work without knowing learners' identities.
Submission due date. If you have set an assessment due date, the submission due date for the drop box will match it. If you change the assessment due date, the assignment submission due date will automatically be adjusted. Please note that they system does allow learners to upload files after the submission due date so that late work can be submitted without additional hassle to administrative staff. If you wish to track late submissions, it is recommended that you make that selection on the edit assessment screen. Time Release Options Set the time release for a viewable start and finish which will control when the drop box will be visible to users. The default setting causes the drop box to be immediately visible to learners and does not set a finish date.
Click “Save” at bottom right.
Once you add a drop box to an assessment, a column will be included on the edit assessment page showing the date and time learners submitted their assignments.
Navigate to a course gradebook.
Ensure you are in the correct curriculum period.
Search for the assessment if required.
Click View Drop Box under the Assignment column for the required assessment.
Click Upload Zip of Submissions and note the instruction that each uploaded file must contain the user's email address to match the file with the user.
Attach a CSV by dragging and dropping it in place or browsing your computer, and click Submit.
You can also bulk download all submitted assignments from this same page. This can be useful if you have faculty who wish to grade hard copies of an assignment.
From their dashboard, learners will see My Elentra in the left sidebar.
Click 'My Assignments'. On the My Assignments screen, learners can see all required assignments and their due dates as well as any grades already assigned.
Click on an assignment title and then click 'Add File'.
In the popup window that opens, drag and drop or browse for a file to upload.
Provide a file title and comment (optional).
Click 'Upload'. The uploaded file will display on the Assignment Submissions list.
Depending on how the drop box was set up learners may be able to upload additional files or revised files.
Learners can also add comments to the assignment submission page by clicking 'Add Assignment Comment'.
Make sure that faculty have been added to an assessment as a grader for them to use this process.
Navigate to Admin>Manage Gradebook.
Search for the appropriate course as needed and click on the course title.
Search for and click on the assessment title.
Scroll down to view the list of learners; click in the Grade column beside a student name.
If a form has been attached to the drop box assessment the user will see a split screen with the assessment form on one half and the assignment on one half. Use the assessment form and click Save and Close to just grade this one assignment, or Save and Go to Next to continue grading additional assignments. (Note that the system progresses to each learner whether or not an assessment has been submitted to the drop box.)
A custom grade can be provided (e.g., increase or decrease a half point) by clicking on the Custom Grade check box in the bottom left. After clicking the check box the user will be able to type in the grade they want to record.
If no form has been attached to the drop box assessment, the user can enter grades directly into the Grade column.
If graders have annotated files that should be returned to leaners, users may complete this task using the Hand Back Response tool.
Navigate to Admin>Manage Gradebook.
Search for the appropriate course as needed and click on the course title.
Ensure you are working in the correct curriculum period.
Search for and click on the assessment title.
Click View Drop Box.
Click on a learner name.
Click Hand Back Response and drag and drop or browse your computer for a file to attach and then click Upload.
If a revised response file needs to be added follow the same steps.
You can attach an exam to a gradebook assessment from the gradebook or from an exam post.
To attach an exam to a gradebook assessment it must first be posted to an event in the appropriate curriculum period. The curriculum period for the gradebook and the event to which the exam is posted must match.
Create a gradebook assessment using the instructions in the Gradebook help section.
Click the checkbox beside Link existing online exam to this assessment.
Click 'Add Exam Post'.
Begin to type the name of the exam and select it from the displayed list.
Click 'Attach Exam Post'.
Note that you have a new item to configure which is exam scoring method. Your options are to: show average of all scores, show first score, show highest score, or show latest score in the gradebook. These options only apply if you set the exam to be taken multiple times by learners.
Set the other parameters for the assessment and click 'Save.' Note that you do not need to set graders for an exam in the gradebook assessment since you add graders to specific exam posts in the Exams module.
When the exam is completed and grading is complete (if required) the grades will automatically display in the gradebook.
If you wish to attach an exam to a gradebook assessment from an exam post you will do so on Step 4:Feedback. * Attach GradeBook: Select an existing gradebook entry to attach the exam to (the list will prepopulate based on the course and event selected in earlier steps and the contents of the gradebook for the relevant curriculum period). Note that you can't set the exam scoring method from here; you must navigate to the gradebook assessment to do so.
Gradebooks automatically exist for specific courses and curriculum periods, however they must be populated with assessments. Once you have existing assessments, you can copy and apply them to new curriculum periods.
Navigate to Admin>Manage Gradebook.
Search for or click on the name of the course/program you want to work with.
Make sure that you are in the correct Curriculum Period, and adjust it if necessary.
Click 'Add New Assessment'.
Fill in the required fields, noting the following: Assessment Details:
Assessment Weighting-If your course has a number of mandatory assessments that require satisfactory completion and result in a Pass/Fail grade, you can leave this as 0. After inputting all the assessments for a course, the total weight should be 100% (unless you have only required assessments that result in a pass/fail course grade).
Notify if grade is below-This feature triggers an automatic email to the selected audience if students score below the designated threshold.
Link existing online quizzes- See details on the Gradebook>Attach Quiz page. More details about creating quizzes can be found in the Quizzes help section.
Link existing online exams- See details on the Gradebook>Attach Exam page. More details about creating exams can be found in the Exam help section.
Characteristic-This is assessment type (test, paper, oral exam, etc.). You can customize this list by navigating to Admin>Manage Settings>Assessment Types. When doing so you can map your institution’s assessment types to Medbiquitous assessment types or your institution can use only the Medbiquitous assessment types.
Selecting certain characteristics will open additional fields:
Track Late Submissions-This adds a late submission column that allows you to identify students who have submitted assessments late with a checkmark. This will be visible in the course gradebook.
Track Resubmissions-This adds a resubmission column that allows you to identify the number of times a student had to resubmit an assignment.
Extended Options-This allows you to define the type of questions in the assessment.
Marking Scheme-The numeric field allows you to create a denominator so you can enter scores like 8/10 or 13/17. Enter the maximum points possible for the assessment.
Assessment Type-Formative and Summative are the options. Typically, formative assessment is to monitor student learning and provide ongoing feedback, and summative assessment evaluates student learning at the end of an instructional unit. You may wish to check with your institution’s student assessment coordinator or educational consultant to clarify how your institution uses these terms. This information is reported by course in the Assessment Summary Report.
Narrative assessment-Check off if students receive written feedback for this assessment. This information is reported by course in the Assessment Summary Report.
Self-assessment-Check off if students are assessing themselves.
Group assessment-Check off if you want to have groups of students submit the assessment together and be graded together (more detail on group assignments is in the Group Assessments help section).
Assessment visibility If you select “Don’t Show this Assessment in the Learner Gradebook” learners will not see their grade until you change the permission. This can be useful if you’d like to enter grades but need approval from someone before the grades can be made visible to students. If you select “Show this Assessment”, set the appropriate start and end times. If you enter grades after the designated start time, students will see their grades immediately when you save your work.
Linking an event to an assessment in the gradebook allows you to provide data for the AAMC Curriculum Inventory Portal.
From the Edit Assessment page of any gradebook entry, click 'Attach Learning Event'.
Begin to type the learning event name and click on the appropriate event when you see it. You will only be able to pick from events associated with the specific course/program you’re working on. If an event you expected to see is not visible, check that the event is assigned to the course you are in, and that you are working in the correct curriculum period.
Click 'Attach Learning Event'. The event should now display on the Edit Assessment page. When you visit the event page as an admin., you'll see the event type displayed in the event information overview in the top left. You can also link to the assessment from there.
Add any graders who will be responsible for grading the assessment or portions of the assessment. Begin to type a grader name into the search field and matches will appear, click on the appropriate name and select Add. You may add multiple graders to one assessment.
If you assign multiple graders to an assessment you can distribute learners to the graders randomly or by manually. To randomly assign learners to graders click the blue “Randomly Distribute Learners to Graders” button. To manually assign learners to graders, check off beside multiple learner names, click “Assign to Grader”, select the appropriate name and click Assign Learner. Note: Since the curriculum period is defined, the learners are pre-populated from the course enrolment information. You can only assign a learner to one grader. To delete a grader, check off beside the grader name and click the Remove Selected Graders button.
To assign groups of leaners to a grader please see the Group Assessment help section.
You can link a gradebook assessment to an existing portfolio requirement. Doing this will allow graders to access a learner portfolio via the gradebook and if a form has also been attached to the assessment will permit a grader to view the portfolio entry and complete the assessment form simultaneously on the page.
Assessment Form allows you to link an existing assessment form to the gradebook assessment. This can permit online, electronic grading by faculty. (If you need to create a form navigate to Admin>Assessment and Evaluation>Forms.)
Click 'Attach Assessment Form'.
Begin to type the form title and options should appear. Click on the form you wish to attach and click 'Attach Assessment Form'.
The assessment form will now appear on the assessment screen. You must indicate weights for the items on the assessment form and enter scores as required by different item types.
Click 'Attach Assessment'.
To remove an attached assessment form, click the red 'Remove Form' button.
Assessment Objectives allows you to map learning objectives from the Curriculum Tags sets to the assessment. The objectives are hidden by default so access this feature by clicking the faint gray plus box to the left of the Assessment Objectives title.
The curriculum tags assigned to a course will automatically appear for selection.
To assign curriculum tags to this assessment, tick off each desired tag.
If you need to access additional curriculum tags, click the green Map Additional Objectives button. Click through the curriculum tag set to the required tag and tick off the small box beside the curriculum tag.
Assigned curriculum objectives and MCC presentations (two curriculum tag sets) are reported by course via the Assessment Objective Summary report.
Pick Draft or Publish to indicate whether you want to finalize the assessment or leave it hidden and editable. Once published, an assessment can still be edited, however if it is already visible, learners may see any changes made.
Click Save.
By default, when you save your work the system will redirect you to the Grade assessment page where you can input student marks. To select a different destination after saving use the dropdown menu immediately to the left of the blue Save button.
Before you start, ensure that the period (e.g., Sept. 1, 2017 – Dec. 31, 2017) you want to create a new gradebook for exists and has an audience (e.g., a cohort). Navigate to Admin>Manage Course>Setup to review and adjust this as needed. If a required period is unavailable this can be modified from Admin>Manage Settings>Curriculum Layout.
Navigate to Admin>Manage Gradebook and scroll down to the relevant course.
Open the gradebook you plan to copy.
Check that you’re using the appropriate period by looking at and adjusting as needed the Period dropdown menu in the top right.
Select the assignments you want to copy by ticking the small box beside the assessment title.
When prompted, select the new target audience (which is defined by a period so that’s what you’ll see as your options) and press Copy Assessments.
NOTE: When you copy assessments, they will maintain the same date parameters, so make sure that you adjust the dates. Other things like who is notified if grade doesn’t meet threshold, learners assigned to groups, etc. will also have to be updated.
Collections - The collections tool allows you to group multiple assessments together in a course gradebook assessment list allowing for quick review of learner performance (e.g., all quizzes will show up beside each other).
Tick the small boxes beside the assessments you want to group together.
Click on “Add to Collection” at the bottom of the gradebook screen.
Provide a title and optional description for the collection and click Add to Collection.
To add additional assessments to an existing collection, tick the small box to the left of the assessments you want to add. Click on Add to Collection. Under Assessment Collection use the dropdown menu to select the appropriate collection title and click Add to Collection.
To deleted a collection, tick the small box beside the collection name and then click the red “Empty Collection” button at the bottom of the page.
Deleting an Assessment To delete an existing assessment, navigate to Admin>Manage Gradebook. Scroll down and click on a course/program name. When you see the list of existing assessments check off the box beside the assessment you want to delete and then hit the red “Delete Selected” button at the bottom of the page.
Gradebook is an Elentra module that allows the electronic management of all assessments and learner grades within a course/program. It has multiple capabilities including:
Recording grades and making them visible to learners and faculty
Supporting multiple grading formats including percentages, numerical grades (e.g., 7/10), complete incomplete, and pass fail
Importing and exporting student grades
Linking assessments built through Elentra's quiz and exam module to a gradebook for seamless transfer of grades
Allowing electronic submission of assessments through a drop box
Attaching grading forms to assessments
Allowing administrators and/or faculty to grade assessments electronically and provide individual feedback to learners
Notifying a designated person if a learner grade is below a designated threshold
Creating dashboard notices for learners re: upcoming assessments due
To attach a quiz to a gradebook assessment it must first be attached to a learning event. You will only be able to add a quiz to a gradebook assessment if the gradebook and learning event the quiz is attached to share a curriculum period.
Create a gradebook assessment using the instructions in the Gradebook help section.
Click the checkbox beside Link existing online quizzes to this assessment.
Click 'Add Quiz'.
Begin to type the quiz name and select it from the displayed list. The list of quizzes displayed will be based on quiz authorship so you must be listed as a quiz author to add a quiz to a gradebook.
Click 'Attach Quiz'.
The quiz questions will display and you can uncheck any that you do not wish to include.
Set the other parameters for the assessment and click 'Save.' Note that you do not need to set graders for a quiz since a quiz only allows multiple choice questions which will automatically graded.
When the quiz is completed the grades will automatically display in the gradebook.
In ME 1.12 the gradebook will record the learner's first attempt of the quiz, even if they are allowed multiple attempts.
If you attach a quiz to a gradebook assessment you can edit the questions once. If you need to edit them again, you should delete and reattach the quiz.
Elentra offers users a variety of ways to view and extract information about assessments and grades. From viewing learner results to examining the balance of objectives on an assessment, Elentra's tools and reports can help faculty make important decisions about student progress and their school wide assessment plan.
Navigate to Admin>Manage Gradebook.
Search for or click on the name of the course/program you want to work with.
Make sure that you are in the correct Curriculum Period, and adjust it if necessary.
Click Grade Spreadsheet at the bottom right of the page. You will see a list of a learners, their id number, each assessment, and a weighted total.
You can adjust grades from this screen by typing in revised scores.
Limit the view to one student by typing their name into the search bar in the top right. This can be useful in learner conferences or when reporting to committees.
Close the window when finished viewing.
Navigate to Admin>Manage Gradebook.
Search for or click on the name of the course/program you want to work with.
Make sure that you are in the correct Curriculum Period, and adjust it if necessary.
Click Export Grades at the bottom right of the page.
A CSV file will automatically download or you will be prompted to store the file on your computer.
After logging into Elentra learners can access their gradebook from the link in the My Elentra box on the left sidebar.
The first page will show an overview of all courses, the number of assessments, and the weighted total of each course grade.
Learners can click on a course name to open a list of all assessments within a course gradebook and its affiliated information (grade, class mean, class median, weighted mark, percent).
Navigate to Admin>System Reports
Scroll down to the Assessment Reports section and click on Assessment Summary Report
Select the appropriate cohort from the dropdown menu.
Add courses by clicking Show List, clicking on a course title, and clicking Add. Remove unwanted courses by clicking on the course title and clicking Remove.
Click Create Report.
Navigate to Admin>System Reports
Scroll down to the Assessment Reports section and click on Assessment Objective Summary
Select the appropriate cohort from the dropdown menu.
Add courses by clicking Show List, clicking on a course title, and clicking Add. Remove unwanted courses by clicking on the course title and clicking Remove.
Click Create Report.
When learners access Elentra they have a My Elentra card on the left sidebar. From here they can quickly access their gradebooks by clicking 'My Gradebooks'. Learners will see a My Gradebooks page that lists their completed and current courses and displays the total number of assessments in a course gradebook as well as their current grade for a course based on all grades entered so far.
Learners can click on a course title to see a list of the assessments included in that course gradebook. Learners will see the assessment title and type (i.e., formative or summative), an assessment mark/grade, the class mean and median, a weighted mark/grade, and a percentage (as applicable).
If there is a gradebook assessment that has no grade entered for a learner, the assessment will not display on the detailed assessment list. The learner's overall weighted total as shown on the My Gradebooks page will not treat a blank entry as a zero and will show the weighted total based on all assessments for which there is an entered grade (this differs slightly from the admin. view of a gradebook).
