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Using Oncourse Gradebook, how do I import grades from a spreadsheet?

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Note: To complete these procedures, you must be assigned a role having the necessary permissions. To determine your role, follow the directions in Participant roles. To view a list of permissions associated with a given role, see Permissions, roles, and tools. For a basic understanding of roles and permissions, see Permissions and roles: Overview.

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About your options

In Gradebook, you can import grades in two different ways:

  • Import an entire spreadsheet. The Import Grades option allows you to import multiple Gradebook items at one time. It overwrites any existing grades in the Gradebook for columns with the same name as existing Gradebook items, while creating new Gradebook items for any columns that do not match existing Gradebook items.

  • Import individual Gradebook items. The Import Gradebook Item option creates new Gradebook items for one spreadsheet column at a time. You cannot import any columns with the same name as existing Gradebook items.

You can also use the PostEm tool to upload a .csv (comma-separated values) spreadsheet of grades (and feedback, if desired) that students can view; see Using the PostEm tool.

Note: You cannot import grades for Gradebook items added from the Tests & Surveys tool; see the section on grading settings in Assessment settings.

Using a template vs. using your own file

You can download a spreadsheet template that will ensure that your spreadsheet is formatted correctly; see the appropriate section below. Alternatively, you can upload a file you've already created. However, you should make sure your file matches the format of the template as closely as possible. Note the following:

  • The spreadsheet must be saved in .csv format.

  • The first row should contain headings.

  • The first column should contain individuals' usernames, with the heading "Student ID".

  • The second column must either be blank, or contain the student name or section ID. If the column immediately after "Student ID" contains grade data, the grades for that column will not be imported.

  • The remaining column(s) should contain the Gradebook item(s) you plan to import, using the title of each item as the heading. If you're using the Import Grades option (i.e., uploading multiple Gradebook items at once), the title should be followed by the point value or item weight for each Gradebook item as in this example: Essay 1 [100.0]

    Note: For non-calculating gradebooks, you still need to enter something in the brackets (e.g., [NC] for "non-calculating"), or you will get an error when you try to import the spreadsheet.

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Importing an entire spreadsheet

  1. In your site's menubar, click Gradebook.

  2. Near the top, click Import Grades.

  3. If desired, download the spreadsheet template by clicking Download Spreadsheet Template, choosing Save File, and clicking OK.

    If you have already created a correctly formatted .csv file (see requirements above), skip to step 5.

  4. Edit the spreadsheet in a spreadsheet application, such as Excel, and save it as a .csv file.

  5. Import the spreadsheet by clicking Browse... and choosing the .csv file.

  6. After you've selected the file, click Import Spreadsheet.

  7. The following page should show the imported grades. When you are finished, click OK.

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Importing individual Gradebook items

First upload a .csv file to the Loading Dock, and then import that information into the Gradebook, as follows:

Uploading a file to the Loading Dock

  1. In your site's menubar, click Gradebook.

  2. Near the top, click Import gradebook item from spreadsheet.

  3. On the Import Gradebook Item screen, click Upload spreadsheet (csv format) to Loading Dock.

  4. If desired, download the spreadsheet template by clicking Download Spreadsheet Template, choosing Save File, and clicking OK.

    If you have already created a correctly formatted .csv file (see requirements above), skip to step 6.

  5. Edit the spreadsheet in a spreadsheet application, such as Excel, and save it as a .csv file.

  6. In the field next to "Title", type a unique name to be displayed in the Loading Dock.

  7. To select a file for upload, click Choose File. Find the file on your computer, click its name, and then click Open.

  8. Click Save.

  9. On the Verify Upload screen, review the number of items and students for your upload, and view a display of the file's contents. If the content is correct, click Ok. If you need to select another file, click Back.

Once a file is uploaded to the Loading Dock, its contents become available to import as a new Gradebook item. To import an uploaded file's contents as a new Gradebook item:

Importing a column from a file in the Loading Dock

  1. On the Import Gradebook Item screen, find your newly uploaded file in the Loading Dock, and next to it, click Import.

  2. On the Import Preview screen, click the radio button to select the column that represents the Gradebook item and corresponding scores you want to import. (You can select only one at a time.) Then click Import Selected.

  3. On the Import Gradebook Item and Scores screen, enter the following information:

    • Title: The title you provided in the steps above is automatically filled in. If you didn't provide a title earlier, you need to provide one here. The maximum length is 255 characters.

    • Gradebook Item Point Value/Relative Weight: For points gradebooks, enter a total point value for the Gradebook item. This must be greater than zero. Decimal values are permitted to two decimal places.

      For percentage gradebooks, enter a relative weight for the item. This can be any value. For instance, an item with a relative weight of 2 will count twice as much as an item with a relative weight of 1.

      This field is not available for non-calculating gradebooks.

    • Due Date: In mm/dd/yy format, indicate the item's due date, or click the calendar icon ( 
      Calendar icon
       ) to select a date using the pop-up calendar tool. This field is not required.

    • Select a column to import comments: If a column in your file contains comments, use the drop-down list to select the appropriate column, and add the comments to the import. Comments will appear next to the grades in the Gradebook. This field is not required.

  4. To make this item's scores available to students, select Release this Item to Students. You can deselect this later, if necessary.

  5. To include this item when calculating the course grade, select Include this item in course grade calculations. You can deselect this later, if necessary.

  6. When you're finished, click Submit. You'll return to the Import Preview screen, where you'll see confirmation that your item was added. You can now select another item for import, or click the reset button ( 
    Return to top page of this tool
     ) to return to the main screen; see The reset button. You should see your imported assignment(s) listed under "Gradebook Items Summary".

Instructors can get help using technology in their teaching at the teaching and learning centers on each campus; see How do I contact the teaching and learning centers at each IU campus?

Feature demonstrations

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This is document aukf in domains all, oncoursecl, sakai-all, and sakaiht.
Last modified on February 11, 2014.

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