How should I set up Top Hat for a Canvas course with cross-listed sections?

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Introduction

When using Top Hat in conjunction with cross-listed sections, you’ll need to decide whether to use a single Top Hat course or separate Top Hat courses for each section. For cross-listed courses in which all students attend lecture together at the same time and place, use a single Top Hat course.

If different sections of your course attend lecture at different times, you can either create one Top Hat course for all sections or create a separate Top Hat courses for each lecture meeting time. The table below outlines the pros and cons for each approach:

One Top Hat course for all sections
Top Hat course for each lecture meeting time
Pros Cons Pros Cons
You can use LMS sync to update your Top Hat roster and send grades to your Canvas gradebook.
The Top Hat roster and gradebook cannot be filtered by section. In Top Hat, there's no way to see or determine which student belongs to which section.
The Top Hat rosters and gradebooks for each section are separate.
You cannot use LMS sync. You'll need to maintain your Top Hat roster manually (or have students self-enroll) and either export/import or hand-enter Top Hat grades into the Canvas gradebook.
Students can attend any lecture session and Top Hat will record their grades properly.
You need to use the same questions for all sessions/sections. This means students who attend an earlier class meeting could answer the questions again during a later session to improve their scores, or share them with students in later class sessions.
You can use the same or different questions for each session/section. Students will not be able to see or answer the questions during other meeting times.
If students attend a lecture session other than their assigned session, you'll need to make manual adjustments in the Top Hat roster and gradebook.
When displaying results or reviewing reports, the data reflects all sections that have responded to the question thus far. Thus, after the first class session, it's not possible to view only the results for the current session or a specific session.
Since each Top Hat course corresponds to a specific lecture session, results and reports always reflect that session only.
Summary: Using one Top Hat course for all sections makes the roster much easier to manage than with multiple courses, and gives students greater flexibility in attending lecture. However, this approach creates potential opportunities for students to cheat, and therefore is most appropriate when Top Hat is used primarily to increase student engagement during lecture and to afford students the opportunity to practice new knowledge and skills with minimal impact on overall course grade.
Summary: If you create separate Top Hat courses for each lecture meeting time, you need to update the roster and enter grades in Canvas manually. However, you can use different questions in each section and there's less opportunity for students to cheat. This approach is most appropriate for courses in which Top Hat is used for mid- or high-stakes quizzing and testing.
Notes:
  • During the Top Hat onboarding process, Top Hat consultants will assist you with deciding which approach is best for your situation.
  • If you schedule a training session with Top Hat before the start of class, Top Hat consultants will help you upload your Canvas rosters into Top Hat.
  • The Top Hat support team is available to help professors who would like to split their canvas courses and to assist with importing and exporting roster and gradebook data.

Setting up a single Top Hat course for all cross-listed sections

The process of setting up a single Top Hat course for a Canvas course with cross-listed sections is no different than setting up a single-section Canvas course. Detailed instructions are available in the Professor: Indiana University Quick Start Guide beginning with section 2, Creating Content.

When you run the LMS Sync utility, all students enrolled in the cross-listed course in Canvas will be added to your Top Hat course. Don't forget to invite students who have not yet created their Top Hat accounts as described in section 3.2, Inviting students to join your Top Hat course. You will also use LMS Sync when you want to send Top Hat grades to the Canvas Gradebook. For more, see Professor: Advanced Canvas Integration in the Top Hat knowledge base.

Setting up a separate Top Hat course for each lecture meeting

To set up separate Top Hat courses for each cross-listed section or each lecture session:

  1. Determine how many Top Hat courses you need. If each section in your Top Hat course meets at a different time and/or place, create a separate course for each section. If some sections will attend lecture and use Top Hat together, create one course per lecture session. For example, if two sections attend your lectures on M-W-F at 1pm and three sections attend on M-W-F at 4pm, you would create two Top Hat courses, one for the 1pm lectures and one for the 4pm lectures.
  2. Create a new Top Hat course for each lecture session. Be sure to give each course a unique name, so you know which course is for which lecture (e.g., FA16: CONCEPTS OF BIOLOGY I: T-TH 2pm). For instructions on creating a Top Hat course, see Professor: Creating Additional Courses.
  3. Create the content (slides) and questions for one of the Top Hat courses. For instructions, see section 2, Creating Content, in Professor: Indiana University Quick Start Guide. For more about creating content and questions, see the Top Hat Knowledge Base: Professors.
  4. If the content and questions for the other lecture sessions will be identical or very similar to the content created in step 3 above, copy the content from that course into the Top Hat courses for the other lecture sessions. For instructions, see Copying Content to Your Other Top Hat Courses.

    If you want to use different questions in each class, you can revise the questions you copied or replace them with new questions.

  5. In Canvas, export the IU Photo Roster for your crosslisted course. You'll use the exported roster to enroll students in each Top Hat course. For detailed instructions, see the next section, Enrolling students in a Top Hat course.

    During the first few weeks of classes, you'll need to update the roster as students add and withdraw from your class. Don't forget to send invitations to all pending students. It's very important that students without Top Hat accounts use the link in the invitation to create their accounts rather than going directly to tophat.com to register.

Enrolling students in a Top Hat course

If you created separate Top Hat courses for each lecture meeting time, you'll need to enroll students in each course manually. The easiest way to do this is to export the roster of your Canvas course using the IU Photo Roster tool and copy and paste the data into Top Hat. This method requires some familiarity with Microsoft Excel. Follow the steps below:

Notes:
  • Do not try to use LMS Sync to enroll students in Top Hat. LMS Sync will pull all students from your Canvas course into the Top Hat course, rather than just those students assigned to the specific lecture session.
  • During the first few weeks of classes, you'll need to update the roster as students add and withdraw from your course. You can either enroll new students individually, or bulk enroll the entire updated roster as described below. Students that have already been added previously will be ignored. To remove a student who has withdrawn, see Removing students from a Top Hat course below.
  1. Log into Canvas and navigate to the course that corresponds to the courses you created in Top Hat.
  2. In the course navigation menu, click IU Photo Roster.

    If the IU Photo Roster does not appear in the course navigation menu, you'll need to enable it under Settings > Navigation; see How do I reorder and hide Course Navigation links?

  3. In the IU Photo Roster tool, click Export as CSV. Save the file to a location where you can find it easily.
  4. Open the CSV file in Microsoft Excel.
  5. Select the entire worksheet and sort the sheet by the column named "role".

    Tip: When sorting, check the My list has headers box, so the column headers remain in the top row.

  6. With users sorted by role, delete all users that are not students.
  7. Select the entire worksheet again and sort the sheet by "section" and then by "username". Now students in the same section should be grouped together in the spreadsheet.
  8. Insert a blank row between the end of one section and the start of the next so you don't accidentally select students from the wrong section.
  9. Save your changes to the worksheet so you don't accidentally lose them.
  10. Return to your browser and log into Top Hat.
  11. Navigate to one of the courses you set up for your Canvas course with cross-listed sections.
  12. In the navigation menu at the top of the page, click Students to go to the "Student Manager" page.
  13. On the "Student Manager" page, click Invite Students, and then Include Student IDs?
    Student Manager page with Invite Students and Include Student IDs? links emphasized
  14. You should now see two input columns, "E-MAILS" and "STUDENT IDS".
    Top Hat E-MAILS and STUDENT IDS input columns
  15. Return to the Excel spreadsheet. Locate the first section in the spreadsheet that's assigned to this lecture meeting time. In the "email" column, click and drag to select all of the email addresses for the students in the section. Then copy the list to the clipboard (Ctrl-C or Command-C).
  16. Return to Top Hat in your browser and paste the list of addresses into the "E-MAILS" column (Ctrl-V or Command-V).
  17. Return to the Excel spreadsheet. In the "username" column, click and drag to select all of the usernames for the students in the section. Then copy the list to the clipboard (Ctrl-C or Command-C).
  18. Return to Top Hat in your browser and paste the list of usernames into the "STUDENT IDS" column (Ctrl-V or Command-V).
  19. Make sure the first part of the email address (before the @ sign) and the username are the same. If you have a long list of users, check the first few names and then scroll to the bottom of both columns to make sure they match up.
  20. Click Submit to add the students to the Top Hat course. If a student was already added or is in the list more than once, Top Hat will remove the duplicates.
  21. The confirmation screen will tell you how many students have been added to the course. Click Continue.
  22. You'll be given the opportunity to send invitations to students you just added. Click Send Invite to send invitations immediately, or Send Later if you'd prefer to send at a later time.
    Important:
    Be sure to send invitations to all pending enrollments. It is extremely important that students new to Top Hat create their Top Hat account by way of a course invitation rather than going directly to tophat.com to register; see Inviting students to your Top Hat course.
  23. Repeat steps 13 through 22 for each section that should be added to the current Top Hat course.

Removing students from a Top Hat course

If a student withdraws from your course, you'll need to remove the student from Top Hat manually.

Note:
To determine which students have dropped your course, look for students with an "inactive" status in the Canvas People tool or check the Roster Status Report in Canvas.

To manually remove a student from a Top Hat course:

  1. Open your browser and log into Top Hat.
  2. Navigate to the course in which the student is enrolled.
  3. In the course navigation menu at the top of the page, click Students to go to the "Student Manager" page.
  4. You should be on the "Enrolled Students" page in the Student Manager. Locate the student(s) you want to remove, and check the box to the left of their usernames.
  5. Click Disenroll. You'll be prompted to confirm. Click yes to remove the student or no to cancel the action.
    Top Hat Enrolled Students page in Enrollment Manager with Disenroll option highlighted

Inviting students to your Top Hat Course

As described in Enrolling students in a Top Hat course, you can send out course invitations as part of the enrollment process. You can also send invitations once a day to all pending enrollments or to specific students who have not yet accepted your invitation.

Important:
The course invitation in Top Hat is what ensures that the student's identity in Top Hat matches up with their identity in Canvas. Advise students who have not yet created their account to use the link in the course invitation to initiate the Top Hat account registration process.

To send bulk or individual invitations to your students:

  1. Open your browser and log into Top Hat.
  2. Navigate to the desired course.
  3. In the course navigation menu at the top of the page, click Students to go to the "Student Manager" page.
  4. Click Pending to go to the list of pending students. Top Hat lists the last date and time that an invitation was sent for each student.
    Top Hat Pending Students page in Student Manager
  5. To send an invitation to everyone in the list, click Email All in the sidebar on the right. You'll receive a confirmation or a warning that it is too soon to send another invitation.
  6. To invite an individual student, click Invite in the row for that student. You'll receive a confirmation that invitations have been sent to students who have not received an invitation in the last 24 hours.

Handling students who attend the wrong lecture session

When there are separate Top Hat courses for each lecture meeting time, students should be strongly encouraged to attend their assigned lecture session. If you need to make a one-time exception for a student, temporarily add the student to the Top Hat course they want to attend or ask the student to join using the "join code". After the session is over, copy the grades the student earned to the Top Hat gradebook for their assigned section, and remove the student from the course they are not supposed to attend.

Transferring grades from Top Hat to Canvas

If you want to count grades earned in Top Hat toward students' final grades, you'll need to either transfer them to the Canvas Gradebook manually or export the grades from Top Hat and import them into Canvas. This section describes the export/import process, which involves modifying the Top Hat export file in Microsoft Excel.

Notes:
  • You'll need to repeat this process for each Top Hat course corresponding to your Canvas course with cross-listed sections.
  • The Top Hat export utility can generate a report with cumulative scores for content (questions and discussions) and attendance for the entire term. It does not output folder (lecture)-level scores in format that can be readily imported into Canvas. The instructions below, therefore, only cover exporting and importing cumulative scores for the entire term.
  • Recommended best practices from Top Hat:
    • Only sync the gradebook at important times during the semester (e.g., before a midterm, before a large paper, after a presentation). Students have access to their grades in the Top Hat gradebook, minimizing the need to do a grade sync after every lecture.
    • Let students know when Top Hat grades will be synced to Canvas.
    • If you use weighted categories, provide students with the formula for calculating their grades based on the information available in the Top Hat gradebook.

Export grades from Top Hat

To export grades from Top Hat:

  1. Open your browser and log into Top Hat.
  2. Navigate to the desired course.
  3. In the course navigation menu at the top of the page, click Gradebook. You'll be asked to confirm that you want to display the gradebook.
  4. At the upper right, open the Export menu and choose Advanced Export.
    Top Hat Advanced Export option in Gradebook
  5. A pop-up will prompt you to choose some options. If you use the Attendance feature and want to import attendance scores into Canvas, check the Include Attendance box. Leave the other boxes unchecked.
  6. Click Generate Excel File and wait for the green progress bar to show that the export is complete. Then click Download and save the file to a location where you can find it easily.
    Top Hat download exported gradebook

Modify the export file in Microsoft Excel

Before you import the export file into the Canvas gradebook, you'll need to make some changes to it so that it conforms to guidelines in How do I upload changes in the (Canvas) Gradebook? Detailed instructions are as follows:

  1. Open the gradebook export file in Microsoft Excel.
  2. The file has multiple worksheets. Make sure you have the first worksheet, Summary, open.
  3. Make sure every student has a value in the "Student ID" column and that it matches the first part of the student's email address (the part before the @ sign).
  4. Delete all columns from the worksheet except:
    • Student ID
    • Grade
    • Weight
    • Attendance Points (if you used the attendance feature and want to import the grade)
    • Max Attendance Points (if you used the attendance feature and want to import the grade)
  5. The column named "Grade" contains each student's cumulative grade, and the column named "Weight" gives the total possible points for the class. The value in "Weight" should be the same for all students. Jot it down.
  6. The column named "Attendance" contains each student's cumulative attendance grade, and the column named "Max Attendance Points" gives the total possible points for attendance. The value in "Max Attendance Points" should be the same for all students. Jot it down.
  7. Rename column A from "Student ID" to "SIS Login ID".
  8. In row 1, insert three blank columns to the left of the "SIS Login ID" column and name them "Student", "ID", and "SIS User ID".
  9. To the right of the "SIS Login ID" column, insert one blank column and name it "Section". Your worksheet should now look something like this:
    Spreadsheet with 7 columns labeled Student, ID, SIS User ID, SIS Login ID, Section, Grade, Attendance Points
  10. The "Grade" and "Attendance Points" columns will import into Canvas as separate gradebook items using the column labels as the item names. You can rename them if you like (for example, "TH Grade" and "TH Attendance").
  11. Open the File menu, choose Save as, and set the file format to Comma Separated Values (csv). Give the file a memorable filename and save it to a location where you can easily find it.

Import the CSV file into the Canvas Gradebook

To import the exported grades file into the Canvas Gradebook for the first time:

  1. Log into Canvas and navigate to the relevant course.
  2. In the course navigation menu, click Grades to open the Gradebook.
  3. Click Import. Then, on the "Upload Gradebook" page, click Choose File, select the CSV file containing the Top Hat grades, and click Upload Data.
  4. On the "Upload Gradebook:" page, you'll see a message beginning with the text "There was some stuff I couldn't figure out with the data that you uploaded:" (as shown in the image below). Below that message, there will be a row for each grade column in the CSV file. In each row, you will use the drop-down menu to indicate whether this is a new assignment or an update to an existing assignment in the gradebook. Choose A new assignment.
    Top Hat Upload Gradebook page
  5. Enter the total points possible for each gradebook item. You should have recorded this information in steps 5 and 6 of the previous section, Modify the export file in Microsoft Excel.
  6. Click Continue. Canvas will display the grade(s) that will be imported for each student. If they look correct, click Save Changes. You'll be notified that it may take a few minutes for the gradebook to update. Confirm that the upload has completed before making any changes to the imported data.

To update grades you previously entered or uploaded:

  1. Log into Canvas and navigate to the relevant course.
  2. If the total possible points for the Top Hat grades have changed since the last time you uploaded grades, edit the corresponding Canvas assignment(s), update the point value for the assignment(s), and save your changes.
  3. In the course navigation menu, click Grades to open the Gradebook.
  4. Click Import. Then, on the "Upload Gradebook" page, click Choose File, select the CSV file containing the Top Hat grades, and click Upload Data.
  5. On the "Upload Gradebook:" page, select the Canvas assignment that corresponds to each grade column in the CSV file.
  6. Click Continue. Canvas will display the grade(s) that will be imported for each student. If they look correct, click Save Changes. You'll be notified that it may take a few minutes for the gradebook to update. Confirm that the upload has completed before making any changes to the imported data.

This is document aoma in the Knowledge Base.
Last modified on 2017-08-29 11:35:20.

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