Calculating and Releasing Grades

The Grades tool allows you to calculate a grade that shows a student's cumulative achievement.

 

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Calculating a Midterm Grade

A midterm grade can be calculated using the Grades tool. This grade doesn't count towards the final grade; it just shows a calculation. The following tutorial outlines the steps necessary to calculate a midterm grade.

 

First, select Grades from the course navbar.

 

Select Grades from the course navbar.

 

Then, click Manage Grades

 

Click Manage Grades.

 

Click New, and select Item.

 

Click New. Select item.

 

Choose Calculated as the Grade Item Type.

 

Choose Calculated as the Grade Item Type.

 

Name the Calculated Grade Item. Then, scroll down and select the grade items you want to include in the calculation. If you want to select all, click the checkbox above the list of grade items. Click Save and Close to save the grade item.

 

Name the Calculated Grade Item. Then, select the grade items you want to include in the calculation.

 

By default, students will see this grade item, If you want to hide it, you must change the visibility of the item by, first, selecting the Restrictions tab of the grade item. Then, click Hide this grade item. Click Save and Close to save the Restrictions for the grade item.

 

Click the Restrictions tab of the grade item.

 

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Manually Creating a Final Grade Column

Manually creating a final grade colum is an optional alternative to using the final calculated or adjusted grade columns in eLC. You can manually create a final letter grade column and enter a text letter grade to display to students. To enter the final letter grade manually instead of using the automated columns provided in eLC, some faculty prefer to create this final grade column.

 

To manually create a final letter grade column, first, select Grades from the course navbar. 

 

Select Grades from the course navbar.

 

Then, click Manage Grades.

 

Click Manage Grades

 

Click New, and select Item.

 

Click New, and select Item.

 

Choose Text as the Grade Item Type.

 

Choose Text as the Grade Item Type.

 

Name the Text Grade Item. Click Save and Close.

 Give the text grade item a name. Click Save and Close.

 

To enter student letter grades into this new final grade column, select Grades from the course navbar.

 

Select Grades from the course navbar.

 

Then, click Enter Grades. Locate the Final Letter Grade column you created, by scrolling right, and click the dropdown arrow. Select Grade All.

 

Click Enter Grade. Locate the final letter grade column. Click the dropdown arrow. Select Grade All. 

Enter the letter grades on the Users screen.

 

Enter the letter grades on the Users screen. Click Save and Close.

 

Click Save and Close once you're finished.

 

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Calculating Final Grades

If students' grades are not showing in the Final Calculated Grade column in your gradebook, you may need to calculcate final grades for your course in eLC. If your final grade is already calculated and visible to you, you can make it visbile to students by releasing it on eLC. To learn how to make these final grades visible, view the Releasing Final Grades steps below.

 

To calculate final grades, select Grades from the course navbar. 

 

Select grades from the course navbar.

 

Then, click Enter GradesLocate the Final Calculated Grade column, and click the dropdown arrow. Select Grade All.

 

Click Enter Grades. Click the dropdown arrow form the Final Calculated Grade column. Select Grade All.

 

Then, select Recalculate All from the Final Grades dropdown menu. 

 

Select Recalculate All.

 

In a new window, under Recalculate All, select Final Calcuated Grade. Click Calculate to continue.

 

Select Final Calculated Grade. Click Calculate to continue.

 

You will be shown a list of all grade items included in the Calculated Final Grade. To remove something from this list, you will need to edit the individual grade item. Click Calculate to continue.

 

Click Calculate to continue.

 

You will be asked to confirm that you want to calculate the Final Grade. Click Yes to calculate.

 

Click Yes.

 

The Final Calculated Grade now appears in the Final Calculated Grade column.

 

The Final Calculated Grade now appears in the Final Calculated Grade column.

 

If you have a Final Adjusted Grade column, you must transfer the Final Calculated Grade to the Final Adjusted Grade column in order to make any adjustments and release the final grades to students. To transfer, click Transfer all in the Final Grades dropdown menu.

 

Click Transfer all in the final grades dropdown menu

 

You will be asked to confirm that you want to transfer the Final Calculated Grade to the Final Adjusted Grade column. Click Yes to transfer.

 

Click Yes.

 

The Final Calculated Grade now appears in the Final Adjusted Grade column. You can make adjustments to this grade before releasing to students.

 

The Final Calculated Grade now appears in the Final Adjusted Grade column.

 

Releasing Final Grades

Once you have calculated your final grades in eLC, you may want to make them visible to students. This is called releasing final grades. 

 

To release final grades for the entire class, first, select Grades from the course navbar. 

 

Select Grades from the course navbar.

 

Then, click Enter Grades. Locate the Final Calculated Grade or Final Adjusted Grade column, and click the dropdown arrow. Select Grade All.

 Click Enter Grades. Then, select Grade All from the Final Calculated Grade or Final Adjusted Grade dropdown menu.

 

Select Release All from the Final Grades dropdown menu.

 

Select Release All from the Final Grades dropdown menu.

 

There are two ways to release a final grade for an individual student. These options are included below:

 

Option 1: First, on the Enter Grades page, click Grade All from the Final Calculated Grade or Final Adjusted Grade dropdown menu.  

 

On the Enter Grades page, click Grade All from the Final Calculated or Final Adjusted Grade dropdown menu.

Select the user(s) whose grade you want to release, and click Release/Unrelease, then click Save and Close.

 

Select user. Click Release/Unrelease. Then, click Save and Close.

 

Option 2First, on the Enter Grades page, click Grade All from the Final Calculated Grade or Final Adjusted Grade dropdown menu.

 

On the Enter Grades page, click Grade All from the Final Calculated Grade or Final Adjusted Grade dropdown menu.

 

Select the Release Adjusted Final Grade check box for the user who grades you want to release, and click Save and Close.

 

Select the Release Adjusted Final Grade check box for the user you want to release, and click Save and Close.

 

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Exporting Your Gradebook to Submit Final Grades

UGA instructors of record must submit final grades using Athena.

You have two options for submitting final grades. You can manually enter each student's final grade, or you can import a CSV file that is formatted for Athena. These instructions step you through the process of exporting your grades from eLC and formatting the CSV file for import to Athena.

Athena requires that the grades must be in a specific format, called a CSV or comma-delimited file. CSV stands for comma separated values, and simply means that each piece of data for a record is set apart from the next by a comma. Athena requires just two pieces of data for each student: Student ID Number (810 or 811 number), and Letter Grade. 

If you are not using the final adjusted or final calculated grade columns, but want to create a new column and manually enter final letter grades, see the documentation on manually creating a final grade column

 

Displaying Your Final Grade as a Letter

The grade scheme in your eLC course determines what symbol is used for a grade in the gradebook (percentage, letter, or custom scheme). Before you export your grades for submission to Athena, your final grade must be displayed as a letter (A, B, C, D, F with plus or minus if desired). There are several default grade schemes in eLC that use letters. To see the existing grade schemes, select Grades from the course navbar, then click the Schemes tab. There, you will find a list of available grade schemes. To preview a grade scheme, click the grade scheme from the list.

 

Previewing Grade Schemes

 

After you've found the right scheme, apply it to your Final Grade. To do this, first, select Grades from the course navbar. 

 

Select Grades from the course navbar.

 

Then, click Manage Grades.

 

Click Manage Grades

 

Click the Final Adjusted Grade grade item. If you don't have a Final Adjusted Grade, click Final Calculated Grade.

 

Click the Final Adjusted Grade item.

 

From the Grade Scheme dropdown menu, select the appropriate Grade Scheme that will display a letter grade. Click Save and Close

 

From the Grade Scheme dropdown menu, select Grade Scheme. Click Save and Close.

 

Exporting Your Gradebook

First, you must download your student data from eLC to an Excel file. To do this, first, select Grades from the course navbar. 

 

Select grades from the course navbar.

 

Then, click Enter Grades. Click Export.

 

Click Enter Grades. Click Export.

 

If your course is cross-listed or groups (XLS or GP), you can export one section at a time, or export all students at once with a column for the section.

 

Select the following options:

Key Field - Org Defined ID (This is the student's 81x number.)

Grade Value - Grade Scheme (This is the letter grade.)

 

Select the following options: Org Defined ID (Key Field) and Grade Value (Grade Scheme)

 

Under Choose Grades to Export, select Final Adjusted Grade. If you don't have a Final Adjusted Grade, select Final Calculated Grade. Click Export to Excel.

 

Select Final Adjusted Grade. Click Export to Excel.

 

Click the download link in the Export Grades pop up window.

 

Click the download link.

 

Save the file to your computer.

 

Next, you must edit the file for submission to Athena. To do this, first, delete the header row at the top of the spreadsheet by right-clicking on the row number and selecting delete. This row just contains the titles of your two columns: OrgDefineId and Adjusted Final Grade or Calculated Final Grade Scheme Symbol.

 

Delete the header row at the top of the spreadsheet.

 

The CSV file you upload to Athena should contain only two columns: the student's 81x number (9 numbers), and your final letter grade (one or two characters: a capital letter with the addition of a + or - as you desire). The two columns should already be in your file: the OrgDefineId (the student's 81x number) and your column that contains the final Letter Grade (Final Adjusted Grade Scheme Symbol or Final Calculated Grade Scheme Symbol).

 

The CSV file you upload to the Registrar should contain only two columns: the student's 81x number (9 numbers), and your final letter grade (two characters: a capital letter with the addition of a + or - as you desire).

 

Save your file as a CSV (comma separated values) and name it something like finalgradesregistrat-18SP-99999.csv. Excel may ask you if you are sure you want to save your file in this format. If so click Yes. It must be in CSV format to upload to Athena.

 

Click Yes.

 

Your file is now ready to upload to Athena.

 

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